Paul A. Harris, Ph.D. Director, GCRC Informatics How to use query function in Microsoft Access

Importing Existing Data Importing a Table makes a copy of existing data Linking a Table lets you control existing data through Access (Exercise Caution !) Note that you may import non-Access files.

Simple One-Table Query Right-Click + Add to add table(s) Drag and Drop Fields Custom sort by one or more fields. Use this button to toggle between design, sheet and SQL views.

Multi-Table Query Drag and Drop Fields Right-Click + Add to add table(s) Note that relationship often automatic. Calculated Field BMI: [Weight]/([Height]/100)^2 Right-Clicking gray area above field enables property changes.

Sorting Data Choose Ascending or Descending in the Sort Row This query would sort by Gender THEN by Race.

Filtering Data (specifying criteria) Each Query Parameter Limits Dataset This query will return all records in the database for: Females who are not white whose height are greater than 150 cm and who weigh between 60 and 70 kg You need not “show” the data field to use as a filter.

Filter Operators = equals > greater than >= greater than or equal < less than <= less than or equal <>not equal to Betweenbetween two values Is Nullfield is empty is not nullfield is not empty LikeMatches a pattern (Like John*) ORLogical OR (one or other is true) ANDLogical AND (both are true) etc.

Grouping Information in Queries Clicking the Totals Button Enables Grouping, Counting and Statistical Options Notice new “Total” row. Each field (column) can be set. Running this Query indicates there are 203 Females and 261 Males in the database.

Grouping Information in Queries (2) Totals Options Include: Group By Sum Avg Min Max Count StDev Var

Exporting Data Using Query Create and Save Query 1) Use OfficeLinks (Excel Toggle Option) to “Analyze it with Excel” 2) Data Automatically Exported to Excel 3)