© Paradigm Publishing, Inc. 1

2 Access 2010 Level 1 Unit 1Creating Tables and Queries Chapter 3Performing Queries

© Paradigm Publishing, Inc. 3 Performing Queries  Perform Queries Perform Queries  CHECKPOINT 1 CHECKPOINT 1  Design Queries with Aggregate Functions Design Queries with Aggregate Functions  Create a Crosstab Query Create a Crosstab Query  Create a Find Duplicates Query Create a Find Duplicates Query  Create an Unmatched Query Create an Unmatched Query  CHECKPOINT 2 CHECKPOINT 2 Quick Links to Presentation Contents

© Paradigm Publishing, Inc. 4 Perform Queries  Being able to extract (pull out) specific data from a table is one of the most important functions of a database.  Extracting data in Access is referred to as performing a query.  The word query means to ask a question.

© Paradigm Publishing, Inc. 5 Perform Queries…continued To design and perform a query: 1.Open the desired database. 2.Click the Create tab. 3.Click the Query Design button in the Queries group. continues on next slide… Query Design button

© Paradigm Publishing, Inc. 6 Perform Queries…continued 4.At the Show Table dialog box, click the desired table. 5.Click the Add button. 6.Add any additional tables. continues on next slide… Show Table dialog box

© Paradigm Publishing, Inc. 7 Perform Queries…continued 7.In the query design grid, click the down-pointing arrow in the Field row field. 8.Click the desired field from the drop-down list. continues on next slide… Field row field

© Paradigm Publishing, Inc. 8 Perform Queries…continued 9.Click inside the Criteria row field in the column containing the desired field name. 10.Type the desired criterion. continues on next slide… Criteria row field

© Paradigm Publishing, Inc. 9 Perform Queries…continued 11.Click the Run button in the Results group. 12.Save the query. Run button

© Paradigm Publishing, Inc. 10 Perform Queries…continued  You can click the down-pointing arrow at the right side of a Field row field and then click the desired field at the drop-down list.  You can also double-click a field in a table and it is inserted in the first available Field row field in the query design grid.  A third method for inserting a field in the query design grid is to drag a field from the table to the desired field in the query design grid.

© Paradigm Publishing, Inc. 11 Perform Queries…continued continues on next slide…

© Paradigm Publishing, Inc. 12 Perform Queries…continued

© Paradigm Publishing, Inc. 13 Perform Queries…continued multiple criterion  In addition to performing several queries on specific tables, a query can also be performed on fields from more than one table.

© Paradigm Publishing, Inc. 14 Perform Queries…continued When you press the Enter key, Access changes the 1 to True.  When designing a query, you can extract records containing a check mark or records that do not contain a check mark.

© Paradigm Publishing, Inc. 15 Perform Queries…continued To sort fields in a query: 1.At the query window, click in the Sort row field in the query design grid. 2.Click the down arrow in the Sort row field. 3.Click the desired option. Sort row field

© Paradigm Publishing, Inc. 16 Perform Queries…continued  You can modify a saved query.  Rather than designing a new query, open the existing query, make any needed changes, and then run the query.

© Paradigm Publishing, Inc. 17 Perform Queries…continued To group and display multiple queries in the Navigation pane: 1.Click the down-pointing arrow in the Navigation pane Menu bar. 2.Click the Object Type option at the drop-down list. Object Type option

© Paradigm Publishing, Inc. 18 Perform Queries…continued or row  The query design grid contains an or row that you can use to design a query that instructs Access to display records that match either of the two criteria.

© Paradigm Publishing, Inc. 19 Perform Queries…continued multiple criteria  You can also select records by entering criteria statements into more than one Criteria field. Multiple criteria all entered in the same row become an And statement where each criterion must be met for Access to select the record.

© Paradigm Publishing, Inc. 20 Perform Queries…continued To create a query with the Simple Query Wizard: 1.Click the Create tab. 2.Click the Query Wizard button in the Queries group. 3.Make sure that Simple Query Wizard is selected. 4.Click OK. 5.Specify the table(s). 6.Insert the fields. 7.Click the Next button. continues on next slide… first Simple Query Wizard dialog box

© Paradigm Publishing, Inc. 21 Perform Queries…continued 8.At the second Simple Query Wizard dialog box, specify whether you want a detail or summary query. 9.Click the Next button. 10.At the third Simple Query Wizard dialog box, type a name and make any desired changes. 11.Click the Finish button. third Simple Query Wizard dialog box

© Paradigm Publishing, Inc. 22 Perform Queries…continued To insert a calculated field: 1.Click the Field row field. 2.Type the desired field name followed by a colon. 3.Type the equation. equation

© Paradigm Publishing, Inc. 23 1)Being able to do this is one of the most important functions of a database. a.react b.interact c.detract d.extract 1)Being able to do this is one of the most important functions of a database. a.react b.interact c.detract d.extract 3)Click this option to sort from highest to lowest. a.Descending b.Ascending c.Alphabetical d.Chronological 3)Click this option to sort from highest to lowest. a.Descending b.Ascending c.Alphabetical d.Chronological 2)This is the term used for the results of the query. a.answer b.results c.return d.object 2)This is the term used for the results of the query. a.answer b.results c.return d.object 4)To insert a calculated field, type the desired field name followed by this symbol. a.plus sign b.minus sign c.colon d.asterisk 4)To insert a calculated field, type the desired field name followed by this symbol. a.plus sign b.minus sign c.colon d.asterisk Next Question Next Slide Answer

© Paradigm Publishing, Inc. 24 Design Queries with Aggregate Functions  You can include an aggregate function such as Sum, Avg, Min, Max, or Count in a query to calculate statistics from numeric field values of all the records in the table.  When an aggregate function is used, Access displays one row in the query results datasheet with the formula result for the function used.

© Paradigm Publishing, Inc. 25 Design Queries with Aggregate Functions…continued To design a query with an aggregate function: 1.At the query window, click the Totals button in the Show/Hide group. continues on next slide… Totals button

© Paradigm Publishing, Inc. 26 Design Queries with Aggregate Functions…continued 2.Click the down- pointing arrow in the Total row field. 3.Click the desired aggregate function. aggregate functions

© Paradigm Publishing, Inc. 27 Design Queries with Aggregate Functions…continued Group By option  Using the Group By option in the Total field you can add a field to the query upon which you want Access to group records for statistical calculations.

© Paradigm Publishing, Inc. 28 Create a Crosstab Query  A crosstab query calculates aggregate functions such as Sum and Avg in which field values are grouped by two fields.  A wizard is included that guides you through the steps to create the query.

© Paradigm Publishing, Inc. 29 Create a Crosstab Query…continued To create a crosstab query: 1.Click the Create tab. 2.Click the Query Wizard button in the Queries group. 3.Double-click the Crosstab Query Wizard option. 4.Complete the wizard steps. Crosstab Query Wizard option

© Paradigm Publishing, Inc. 30 Create a Find Duplicates Query  Use the find duplicates query to search a specified table or query for duplicate field values within a designated field or fields.  A few other examples of how you can use a find duplicates query include:  Find the records in an Orders table with the same customer number so that you can identify your loyal customers.  Find the records in a Customers table with the same last name and mailing address so that you send only one mailing to a household to save on printing and postage costs.  Find the records in an EmployeeExpenses table with the same employee number so that you can see the employee who is submitting the most claims.

© Paradigm Publishing, Inc. 31 Create a Find Duplicates Query…continued To create a find duplicates query: 1.Click the Create tab. 2.Click the Query Wizard button in the Queries group. 3.Double-click the Find Duplicates Query Wizard option. 4.Complete the wizard steps. Find Duplicates Query Wizard

© Paradigm Publishing, Inc. 32 Create an Unmatched Query  Create a find unmatched query to compare two tables and produce a list of the records in one table that have no matching record in the other related table.

© Paradigm Publishing, Inc. 33 Create an Unmatched Query…continued To create an unmatched query: 1.Click the Create tab. 2.Click the Query Wizard button in the Queries group. 3.Double-click the Find Unmatched Query Wizard option. 4.Complete the wizard steps. Find Unmatched Query Wizard

© Paradigm Publishing, Inc. 34 1)Sum, Avg, Min, Max, and Count are examples of this type of function. a.informative b.summative c.agitate d.aggregate 1)Sum, Avg, Min, Max, and Count are examples of this type of function. a.informative b.summative c.agitate d.aggregate 3)This type of query calculates aggregate functions in which field values are grouped by two fields. a.unmatched b.crosstab c.find duplicates d.simple 3)This type of query calculates aggregate functions in which field values are grouped by two fields. a.unmatched b.crosstab c.find duplicates d.simple 2)To display the aggregate function list, click this button in the Show/Hide group. a.Functions b.Show c.Display d.Totals 2)To display the aggregate function list, click this button in the Show/Hide group. a.Functions b.Show c.Display d.Totals 4)Use this type of query if you suspect a record has inadvertently been entered twice under two different product numbers. a.unmatched b.crosstab c.find duplicates d.simple 4)Use this type of query if you suspect a record has inadvertently been entered twice under two different product numbers. a.unmatched b.crosstab c.find duplicates d.simple Next Question Next Slide Answer

© Paradigm Publishing, Inc. 35 Performing Queries Design queries to extract specific data from tables Use the Simple Query Wizard to create queries Modify queries Design queries with Or and And criteria Create a calculated field Use aggregate functions in queries Create crosstab, duplicate, and unmatched queries Summary of Presentation Concepts