Access: Queries Ad-hoc Reporting Chapter T

Access Queries Queries Access Properties Sorting Selection Criteria Calculations

Objective ▪ State the purpose of common table properties. ▪ Create queries to support common business problems. (Using Query Design View only) ▪ Distinguish between record and summary calculations.

What are Access Objects? ▪ Tables ▪ Queries ▪ Reports ▪ Forms

Open XLS in Access – Step 1 Open blank desktop database & name it

Open XLS in Access – Step 2 Load data into new table

Open XLS in Access – Step 3

Open XLS in Access – Step 4 Format Text Fields

Open XLS in Access – Step 5 Add Primary Key

Open XLS in Access – Step 6 Name Table

Example Data Participant Registration Card Participant ID: 1 Age: Gender: Male Female Are you married? Y or N Are you a parent? Y or N Are you a home owner?Y or N What is your favorite food?

Example Data Observation Card Participant ID #: Observation Date: 1 = Poor … 5 = Excellent Rating of Product A: Rating of Product B: Rating of Product C: Rating of Product D:

Open Existing Database Start Access

Review Tables

Review Relationships

What Table Properties Can I Set? ▪ Field Name ▪ Data Type ▪ Field Size ▪ Format (output) ▪ Decimal Places ▪ Input Mask ▪ Default Value ▪ Validation Rule ▪ Required ▪ Indexed

Book Database

What is the Purpose of Queries? ▪ Ad-hoc information retrieval ▪ Output subsets of data

Start a Query Example: List demographics of all participants.

Fields

Run a Query

Show & Hide Fields Example: List demographics of all participants but hide homeowner field.

Save a Query

Sort Records Example: List ratings for Product A from high to low.

Select Records Example: List demographics of Female participants.

Query More Than One Table Example: List all observation ratings by female participants.

Selection Criteria: Operators Example: List demographics of all participants over 30 years of age.

Selection Criteria: * and ? Example: List demographics of all participants who like liver. Liver may be anywhere in the Favorite Food string; beginning, middle or end.

Selection Criteria: NOT Example: List demographics of all participants who did not identify ice cream as their favorite food.

Selection Criteria: NULL Example: List demographics of all participants who did not identify a favorite food.

Selection Criteria: AND Example: List demographics of female participants who are over thirty.

Selection Criteria: OR Example: List demographics of participants who are either Female or over 30.

Combine Selection Criteria Example: List all female participants who are married and all male participants who are parents.

Selection Criteria: Dates Example: List all observations recorded on Feb 24, 2011.

Summary Calculations One calculation total for a group of records. Example: Calculate the average rating each participant assigned to Product A.

Record Calculations One calculation per record. Example: Determine the age of each participant in five years.

Query Limitations ▪ Queries can show only one level of grouping at a time. ▪ Queries have limited formatting options.