Access Lesson 8 Using Advanced Queries Microsoft Office 2010 Advanced Cable / Morrison 1

Access Lesson 8 Cable / MorrisonMicrosoft Office 2010 Advanced Objectives Create a parameter query. Run a parameter query. Prepare a table for action queries. Use an append query. 222

Access Lesson 8 Cable / MorrisonMicrosoft Office 2010 Advanced Objectives (continued) Change data with an update query. Use wildcards in a query. Use parameters and wildcards in a query. Create a crosstab query. 333

Access Lesson 8 Cable / MorrisonMicrosoft Office 2010 Advanced Vocabulary action query append criterion parameter wildcard character 444

Access Lesson 8 Cable / MorrisonMicrosoft Office 2010 Advanced Introduction Queries are operations that let you locate specific information in tables. This lesson will explore: – Parameter queries – Action queries – Append queries – Update queries – Crosstab queries 5

Access Lesson 8 Cable / MorrisonMicrosoft Office 2010 Advanced Creating a Parameter Query Parameter queries increase efficiency. – A single query can be used many times by using a different criterion each time the query runs. Parameter means to vary. Criterion refers to the specific information you are searching for. To create a parameter query, enter a “prompt” in the Criteria cell of the desired field. 6

Access Lesson 8 Cable / MorrisonMicrosoft Office 2010 Advanced Creating a Parameter Query (continued) Query design grid with a parameter 7

Access Lesson 8 Cable / MorrisonMicrosoft Office 2010 Advanced Running a Parameter Query Each time you run a parameter query, you can type a different criterion in the text box. Options for running a query: – Clicking the Run button on the Design tab – Clicking the View button in the Results group – Double-clicking the query in the Navigation pane 8

Access Lesson 8 Cable / MorrisonMicrosoft Office 2010 Advanced Running a Parameter Query (continued) Enter Parameter Value dialog box 9

Access Lesson 8 Cable / MorrisonMicrosoft Office 2010 Advanced Preparing a Table for Action Queries An action query makes changes to the records in a table. The records in the table are changed as soon as you run the query; you cannot undo the changes. Before you run an action query, compare the fields in the tables. 10

Access Lesson 8 Cable / MorrisonMicrosoft Office 2010 Advanced Preparing a Table for Action Queries (continued) To protect the data in the table, it is best to make a copy of the table before you run the query. Paste Table As dialog box 11

Access Lesson 8 Cable / MorrisonMicrosoft Office 2010 Advanced Using an Append Query An append query moves data from one table to another table. – The word append means to add To use an append query: – Add the table that has the records you want added to another table. – Add the fields to the query design grid for the fields that will contain the data to be appended to another table. 12

Access Lesson 8 Cable / MorrisonMicrosoft Office 2010 Advanced Using an Append Query (continued) Append query window 13

Access Lesson 8 Cable / MorrisonMicrosoft Office 2010 Advanced Changing Data with an Update Query Update queries let you change field values in a table. Always make a copy of the table before running an update query. – Table records are permanently changed when you run the update query. 14

Access Lesson 8 Cable / MorrisonMicrosoft Office 2010 Advanced Changing Data with an Update Query (continued) Query Design window for an update query 15

Access Lesson 8 Cable / MorrisonMicrosoft Office 2010 Advanced Using Wildcards in a Query A wildcard character is a character, such as an asterisk, that you can use to represent incomplete or unknown information. Wildcard characters can be used in queries. You can use a wildcard character with letters or numbers in any order. 16

Access Lesson 8 Cable / MorrisonMicrosoft Office 2010 Advanced Using Wildcards in a Query (continued) Query design grid using wildcards 17

Access Lesson 8 Cable / MorrisonMicrosoft Office 2010 Advanced Using Parameters and Wildcards in a Query Access allows you to use parameters and wildcards in the same query. Using both parameters and wildcards allows you to enter only the criterion that you are sure of in the provided message box. 18

Access Lesson 8 Cable / MorrisonMicrosoft Office 2010 Advanced Using Parameters and Wildcards in a Query (continued) Query with increased field size 19

Access Lesson 8 Cable / MorrisonMicrosoft Office 2010 Advanced Creating a Crosstab Query A crosstab query rearranges data in a table or query so that it appears in another format. Crosstab queries let you arrange the information you want to place in rows and columns. Crosstab queries calculate a Sum, Avg, Count, or other type of calculation for numerical data. 20

Access Lesson 8 Cable / MorrisonMicrosoft Office 2010 Advanced Creating a Crosstab Query (continued) First Crosstab Query Wizard dialog box 21

Access Lesson 8 Cable / MorrisonMicrosoft Office 2010 Advanced Summary In this lesson, you learned: Parameter queries display a dialog box for you to enter information each time you run the query. It is best to make a copy of a table before you run an action query. 22

Access Lesson 8 Cable / MorrisonMicrosoft Office 2010 Advanced Summary (continued) An append query can add records from one table to another table. Using an update query lets you quickly change records in a table. Using wildcards in queries allows for the flexibility of not knowing a complete phrase or spelling. 23

Access Lesson 8 Cable / MorrisonMicrosoft Office 2010 Advanced Summary (continued) Using both parameters and wildcards allows you to enter only the criteria that you are sure of in the provided message box. A crosstab query places data in a spreadsheet-like format. 24