EXPLORING MICROSOFT OFFICE 2013

VOLUME 1
by Mary Anne Poatsy, Keith
Mulbery, Lynn Hogan, Amy
Rutledge, Cyndi Krebs, Eric
Cameron, Rebecca Lawson

Chapter 2
Tables and Queries in
Relational Databases

Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall. 1

 OBJECTIVES

• Establish table relationships

• Create a single-table query
• Create a multitable query

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 TABLE DESIGN
• Good database design begins with the tables.
• Tables provide the framework for all of the
activities you perform in a database.
• Systematic approach
• List all of the tables needed
• List all of the fields needed

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 INCLUDE NECESSARY DATA

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 LINK TABLES USING COMMON FIELDS

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PRIMARY AND FOREIGN KEYS

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 ESTABLISHING TABLE RELATIONSHIPS

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 REFERENTIAL INTEGRITY

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 CASCADE OPTIONS

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 RELATIONSHIP TYPES

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CREATING ACCESS RELATIONSHIPS
1. Open SMSlab01.accdb
2. Go to ‘Database Tools’ tab and Click
‘Relationships’
3. Add all three tables on the Relationship
screen

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CREATING ACCESS RELATIONSHIPS

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CREATING ACCESS RELATIONSHIPS

4. Arrange the tables to link the PRIMARY KEYS to the FOREIGN

KEYS. (Primary key = a unique identifier of a record in a table.
Foreign key = referencing key to link two tables. The primary key
in one table will be the foreign key in another table in order to
link them)

5. Click on Institution Code from tblInstitution and drag it to

Institution Code in tblContact. When the ‘Edit Relationships’ box
appear, check to see the correct fields are being linked and that
‘Enforce Referential Integrity’ and ‘Cascade Update Related
Fields’ are selected before clicking the CREATE button.

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CREATING ACCESS RELATIONSHIPS

• Do the same for Institution Code in tblOrder.

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CREATING ACCESS RELATIONSHIPS

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 CREATING A SINGLE-TABLE QUERY
QUERY WIZARD
1.Click the CREATE tab.
2.Click Query Wizard in the Queries group.
3.The New Query wizard starts, select Simple
Query Wizard then click OK
4. Simple Query Wizard dialog box appears. In
the box labelled Tables/Queries select Table:
tblContact from the drop down menu.
5. Enter qryQuery01 as the name for the query

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QRYQUERY01

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QRYQUERY01

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 CREATING A SINGLE-TABLE QUERY QUERY
DESIGN

1.Click the CREATE tab.

2.Click Query Design in the Queries group.
3.Select the table you need in your query from the Show Table dialog
box.
4.Click Add to add the table to the top section of the query design and
close the Show Table dialog box.
5.Drag the fields needed from the table to the query design grid
(alternatively double-click the field names) then add criteria and
sorting options.
6.Click Run in the Results group to show the results in Datasheet View

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QUERY DESIGN VIEW

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QUERY DATASHEET VIEW

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 SINGLE TABLE QUERY
1. Create a single table query using query
design that display all contact information of
“Ali Baba”.
2. Save your query as qryQuery02.

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QRYQUERY02

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 QRYQUERY03A

1. Calculate the total number of students (sum)

for each educational sector.

2. Save your query as qryQuery03A.

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QRYQUERY03A

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 QRYQUERY03B
1. Create a select query titled qryQuery03B,
based on the tblOrder table, which will list all
the fields in the orders table.

2. Experiment by using the criteria =CD-ROM in

the Order Type field to select all the book orders
or all the CD-ROM orders. Save your query.

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QRYQUERY03B

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 QRYQUERY03C
1. Modify the query to show the totals VALUE
for each ORDER TYPE only using the
‘Group by’ and ‘Total’ functions. Sort the
results in DESCENDING order based on its
total VALUE. Your query and dynaset should
look like the ones below. Save your query as
qryQuery03C.

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QRYQUERY03C

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 QRYQUERY03D
1. Find the average number of books ordered.

2. Save the query as qryQuery03D.

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QRYQUERY03D

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 QRYQUERY3E
1. Find the order for books with the lowest
value. Save the query as qryQuery3E.

2. You will need to include a criterion under

criteria that displays only orders for books.

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QRYQUERY3E

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 QRYQUERY03F
1. Add the tblInstitution table, then add the fields
Sector and Enrolment Size.
2. Click on the Total button on the toolbar. A
total row appears in the QBE grid.
3. In the Sector field choose Group By from the
total menu. In the Enrolment Size field choose
Avg (average) from the total menu. Save as
qryQuery03F.

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QRYQUERY03F

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 MULTITABLE QUERIES
• Contains two or more tables
• Uses related tables
• Similar to creating single-table query

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 MULTITABLE QUERIES
1. In the Show Table window click on tblOrder, then click on add to add
the table to the query. Do the same for tblInstitution, then click on Close.
2. A query design window appears. Add the following fields by double
clicking on the field name.
• - tblOrder.Order Number (i.e. the order number field from the tblOrder
table)
• - tblOrder.Institution Code
• - tblInstitution.Institution Code
• - tblInstitution.Institution Name
• - tblInstitution.Enrollment Size
3. In the Criteria row for Enrolment Size column, type >5000, sorted in
ascending order. Save as qryQuery04A.

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QRYQUERY04A

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 QRYQUERY04B
1. Create a query titled qryQuery04B that finds
the largest number of books ordered by a single
institution. This means we want to know what is
the largest number of books that a particular
institution has ordered if any.
2. Include Institution Code, Institution Name and
Book Quantity from tblOrder and tblInstitution
in your query as shown below.

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QRYQUERY04B

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 QRYQUERY04C
1. Create qryQuery04C that is based on tblOrder
and tblInstitution.
2. Select Institution Code, Institution Name, Order
No and CD Renewal as the fields for the query.
3. We’d like to find all the CD orders with renewal
dates before 01-Jan-2012. Include this criteria ( <
1/1/2012 ) in the criteria for CD Renewal.

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QRYQUERY04C

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 QRYQUERY04D
1. Create a query that retrieves records from
tblContact, tblInstitution and tblOrder to obtain
the Contact Name from College or University
Institutions with TOTAL order values higher
than 50,000.

2. Save the query as qryQuery4D.

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QRYQUERY04D

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 QRYQUERY04E
1. Now, we’d like to create a query that does some basic
calculation for us. Assuming that the sales team at SMS
gets a 20% commission for every order they get from
institutions. We’d therefore like to know how much
commission they receive for each order made.
2. Add two tables tblInstitution and tblOrder to
qryQuery4E. Select Order No, Institution Code,
Institution Name and Value.
3. Create a new field called ‘Commission’. This is the title
that will be displayed for the field.
4. Next, enter the expression for the field: [tblOrder.Value]
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QRYQUERY04E

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 COPYRIGHT

All rights reserved. No part of this publication may be reproduced, stored in a retrieval
system, or transmitted, in any form or by any means, electronic, mechanical,
photocopying, recording, or otherwise, without the prior written permission of the
publisher. Printed in the United States of America.

Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall. 47