MICROSOFT ACCESS – CHAPTER 3 CONTD. Sravanthi Lakkimsetty Mar 09, 2016

FORM TOOL Now that you know how to create a form using Form Wizard, a form can also be created using Form Tool. In the Navigation Pane, click the table or query that contains the data that you want to see on the form. On the Create tab, in the Forms group, click Form To further work on the form, switch to the design view.

REPORT TOOL Similarly, Reports can also be alternatively created using Report Tool. To do that, click the table or query on which you want to base the report on in the Navigation Pane. On the Create tab, in the Reports group, click Report (Access builds the report and displays it in Layout view.) To Change any of the column widths in Report, Right Click and Select Design View. Drag the fields to resize!!

EXERCISE Lets work on the music database.

SPECIFY AN EXACT MATCH CONDITION An exact match condition only shows records that match your criteria in the “Criteria” row of the query design grid The field values of the records for the field the criteria is specified in must match the condition exactly to be shown in the query results

EXERCISE Create a new query in design view Add 3 tables: Bands, Countries, & Members…

EXERCISE Add the following fields from these tables: [Bands] BandName [Member] FirstName, LastName [Countries] Country Run the Query to see the unrestricted results of all the records

ADDING CRITERIA Return to Design View In the criteria row for Country, type England to have it show us a Dynaset with only band members from England Rerun the query Change England to America and rerun Try Portugal to see that nothing returns!

USING COMPARISON OPERATORS… “AND” / “OR” When using multiple conditions for a query, you can use the logical operators to combine conditions –The “And” logical operator specifies that both conditions must be met –The “Or” logical operator specifies that one or the other of the conditions must be met

USING “AND” AND “OR” When you enter two conditions in the same row of the query design grid, an “And” condition is created If you enter two conditions that are on separate rows, an “Or” condition is created

ILLUSTRATION OF “AND” & “OR” LOGIC

CREATING “AND” CONDITION IN THE DESIGN GRID…

LET’S TRY AN “AND” Clear any existing criteria Add the field [Members] Living Type England in the Country row and create the AND condition by placing Yes in the Living row to return all living band members from England Run it Go back and change Yes to No and rerun

LET’S DO AN “OR” Remove the old criteria We will set the criteria to show all members from Beatles OR anyone from any band that is living at all from the list of members… First lets put “Beatles” in the [Bands] Name field and run to see the results

CREATE THE “OR” We wish to not only see the members of Beatles, but also in addition to them, anyone that might be alive in the members table. In Design view, type “Yes” in the OR row for [Members] Living You should now see a list of additional records

SORTING RESULTS BY DATA TYPE…

SORT EXERCISE Open the RockTrivia Query in Design View In the Sort row for the BandName field, have it sort the records in Ascending Order Run the Query

TWO-LEVEL SORT Leave the existing sort in place and move the last name field so that it is before the first name field in the Design view… Click once to select it… let go and then click and drag to move it over Add a secondary sort by having it do Last Name in Ascending order Run it. Last names are now show alphabetically inside the band names

WE CAN ALSO USE “WILDCARDS”

WILDCARD EXAMPLE We want to see all members whose last names begin with “E”… Remove all existing sort options In the last name field, type the letter E in Criteria and run the query. (No results show as no one has just the letter E for a last name) Make it read E* and rerun to get any other characters…

WILDCARDS CONTINUED Change the criteria to show people whose last names end in “N” *N Run it. Remove all criteria.

USING FIELDS WITHOUT SHOWING It is possible to use a field in searching but not show that field in the query results Let’s say we want to see all band members whose bands begin and end in “d”, but not see the band name Remove the “Show” row checkmark for BandName Create the criteria and run !

OPERATORS Note: This technique is similar to what part of a query asks for in HW4 !

CRITERIA & OPERATORS EXERCISE Go to Members table and add a new Date/Time Field called ‘Born’ and enter values for the existing data. Go to Design view for RockTrivia, add the Born field, and clear criteria, re-show BandName In the criteria row for born, add: >1/1/1960 Note we get 3 records Try making it: >=1/1/1950 AND <=1/1/1960 We get 9 Records Change it to: <1/1/1960 We get 13 records

CALCULATIONS IN A QUERY… Mathematical calculation can be done as part of the query.. We often do this for things that we do not need to store and take up space with Expressions can be entered into the query design grid as if they were regular fields Done on data type fields treated as numbers

CALCULATIONS IN A QUERY… To perform a calculation in a query, you must created a calculated field in query design. Make certain that you are following the rules of precedence !(Please Excuse My Dear Aunt Sally) Two options for entering expressions: –Enter the expression directly into the field text box –Enter the expression in the Expression Builder

CREATING A CALCULATED FIELD Remove the existing criteria Click in the next available blank field where the name would be, and then click the magic wand “Builder” icon above The expression builder shows up…

THE EXPRESSION BUILDER…

LET’S MAKE A QUERY TO TRY THIS… We want to figure out how many years they are alive. It would be inefficient to store this as we would have to update it all the time. Build or type the following: –Age: (Date()-[Members]![Born])/365 Note: If you see > be sure to remove it ! ! ! Run it ! Expand the width of the column if you see ####

CHANGING DECIMALS PRECISION Note: Similar to what is needed for to set decimal places on query results in homeworks!! YOU MUST RUN THE QUERY ONCE FIRST ! In design view, right click Age field Click Properties Select Fixed for Format and 0 for Decimal Places Re-run it to see it without the decimal places