Nagendra Vemulapalli Nagendra.vemulapalli@mail.wvu.edu Access chapters 3&5 Nagendra Vemulapalli Nagendra.vemulapalli@mail.wvu.edu 1/18/2019

Reports Let us put things into a visually professional format suitable for printing Creation can be somewhat like doing Forms with Subforms… 1/18/2019

Reports Open the File Music.Accdb Create ribbon > Reports Group > Report Wizard Add these fields: [Bands] Band Name [Members] FirstName,LastName, Instrument, Living [Countries] Country 1/18/2019

Reports Click Next 3 times Sort Ascending by LastName and then FirstName Click Next 2 times Select any style you like Click “Finish” To Change any of the column widths in Report Right Click and Select Layout View Drag the fields to resize!! 1/18/2019

Exercise Go to the lecture notes page and Download Music_extended.accdb Note the added records to complete the English band Def Leppard and also the addition of the Canadian band Rush… 1/18/2019

Exercise Create a new query in design view Add 3 tables: Bands, Countries, & Members… 1/18/2019

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 1/18/2019

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 16 records 1/18/2019

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! 1/18/2019

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 1/18/2019

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 1/18/2019

Illustration of “And” & “Or” Logic 1/18/2019

Creating “And” Condition in the Design Grid… 1/18/2019

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 1/18/2019

Let’s do an “Or” Remove the old criteria We will set the criteria to show all members from Rush OR anyone from any band that is living at all from the list of members… First lets put “Rush” in the [Bands] Name field and run to see the results 1/18/2019

Create the “OR” We wish to not only see the members of Rush, 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 10 additional records (13 total) 1/18/2019

Sorting Results by Data Type… 1/18/2019

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 1/18/2019

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 1/18/2019

We can also use “Wildcards” 1/18/2019

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… 1/18/2019

Wildcards continued Change the criteria to show people whose last names end in “N” *N Run it and we should see 6 records. Remove all criteria. 1/18/2019

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 ! 1/18/2019

Operators Note: This technique is similar to what part of a query asks for in HW4 ! 1/18/2019

Date Field Entries for Birthday Note Born field in Members table is completed Close Members table 1/18/2019

Criteria & Operators Exercise 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 1/18/2019

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 1/18/2019

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 1/18/2019

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… 1/18/2019

The Expression Builder… 1/18/2019

Let’s make a Query to try this… Download and Open Music_extended.accdb We want to figure out how many years they are/would be alive. It would be inefficient to store this and we would have to update it all the time too ! Build or type the following: Age: (Date()-[Members]![Born])/365 Note: If you see <<expr>> be sure to remove it ! ! ! Run it ! Expand the width of the column if you see #### 1/18/2019

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 1/18/2019

Total Queries “Totals” in a query can group field values and also perform basic computational functions on them To make the Total row appear, you need to click the Sigma symbol “Totals” button in query design view ! 1/18/2019

Premise We are running an investment firm and have some consultants working for us who have clients for which they manage investments. We want a query that will show us how many clients each consultant has and the total amount of investments each consultant is handling… Save locally and open Total_example.accdb 1/18/2019

Structure of Tables & Relationship This Database has not yet had a relationship created. We will do it in the query for this one. Sometimes under special circumstances you will create them here instead of in the relationships window. Generally it is done in the relationships window though… 1/18/2019

Building the Total Query Create ribbon > Other group > Query Design Add both tables Create relationship inside query by dragging ConsultantID fields together 1/18/2019

Building the Total Query Add the field [Consultants]LastName Add the field [Clients]LastName Add the field [Clients]Assets Run it without Total options > back to design view Click the button on the Query Tools / Design ribbon to insert a “Total:” row Note that the default for each is “Group By” 1/18/2019

Building the Total Query We will Group By the last name of the consults to show each of them singularly We will Count the last names of the clients as they are tied to the consultants to show how many clients each has ! (Yes, kind of cool) We will Sum the assets of the clients to show how much all clients of each consultant have together 1/18/2019

Setting up the Total Row Have [Consultants] LastName as Group By Have [Clients] LastName as Count Have Assets as Sum Run the Query ! 1/18/2019

Aliasing the Field Names Sometimes for a Field, a Calculated field, or a Total field, we like to make the display name more specific in the query results To do this, simply change the field name in design view by adding a new name and an “:” An example for the clients LastName field: # of Clients: LastName 1/18/2019

Alias the 3 fields in Design View Consultant: LastName # Clients: LastName Total Assets: Assets Run the Query and note the field names in the dynaset ! 1/18/2019