Improving Queries

Objectives Create multitable queriesCreate multitable queries Apply sorts and view SQLApply sorts and view SQL Develop AND criteriaDevelop AND criteria Develop OR criteriaDevelop OR criteria Microsoft Office 2013-Illustrated2

Objectives Create calculated fieldsCreate calculated fields Build summary queriesBuild summary queries Build crosstab queriesBuild crosstab queries Create a report on a queryCreate a report on a query Microsoft Office 2013-Illustrated3

Creating Multitable Queries A select query selects fields from related tables and displays records in a datasheetA select query selects fields from related tables and displays records in a datasheet Query Design View gives you more options for selecting and presenting information.Query Design View gives you more options for selecting and presenting information. When you open (or run) a query, the fields and records that you selected for the query are presented in Query Datasheet View.When you open (or run) a query, the fields and records that you selected for the query are presented in Query Datasheet View. 4Microsoft Office 2013-Illustrated

Creating Multitable Queries 5Microsoft Office 2013-Illustrated

Applying Sorts and Viewing SQL Sorting refers to reordering records in either ascending or descending order based on the values in a field.Sorting refers to reordering records in either ascending or descending order based on the values in a field. You can specify more than one sort field in Query Design View.You can specify more than one sort field in Query Design View. Sort orders are evaluated from left to right, meaning that the sort field on the far left is the primary sort field.Sort orders are evaluated from left to right, meaning that the sort field on the far left is the primary sort field. Sort orders defined in Query Design View are saved with the query object. Sort orders defined in Query Design View are saved with the query object. 6Microsoft Office 2013-Illustrated

Applying Sorts and Viewing SQL 7Microsoft Office 2013-Illustrated

Developing AND Criteria Criteria are tests, or limiting conditions, that must be true for the record to be selected for a datasheet.Criteria are tests, or limiting conditions, that must be true for the record to be selected for a datasheet. To create AND criteria, which means the query selects a record only if all criteria are true, enter two or more criteria on the same Criteria row of the query design grid.To create AND criteria, which means the query selects a record only if all criteria are true, enter two or more criteria on the same Criteria row of the query design grid. To create AND criteria for the same field, enter the two criteria in the same Criteria cell separated by the AND operator.To create AND criteria for the same field, enter the two criteria in the same Criteria cell separated by the AND operator. 8Microsoft Office 2013-Illustrated

Common Comparison Operators 9Microsoft Office 2013-Illustrated

Developing OR Criteria OR criteria expand the number of records in the datasheet because a record needs to be true for only one of the criteria.OR criteria expand the number of records in the datasheet because a record needs to be true for only one of the criteria. You enter OR criteria in the query design grid on different criteria rows.You enter OR criteria in the query design grid on different criteria rows. 10Microsoft Office 2013-Illustrated

Developing OR Criteria 11Microsoft Office 2013-Illustrated

Creating Calculated Fields A calculated field is a field of data that can be created based on the values of other fields.A calculated field is a field of data that can be created based on the values of other fields. An expression is a combination of field names, operators (such as +, –, /, and *), and functions that result in a single value.An expression is a combination of field names, operators (such as +, –, /, and *), and functions that result in a single value. A function is a predefined formula that returns a value such as a subtotal, count, or the current date.A function is a predefined formula that returns a value such as a subtotal, count, or the current date. 12Microsoft Office 2013-Illustrated

Creating Calculated Fields 13Microsoft Office 2013-Illustrated

Creating Calculated Fields 14Microsoft Office 2013-Illustrated

Building Summary Queries A summary query calculates statistics about groups of records.A summary query calculates statistics about groups of records. To create a summary query, you add the Total row to the query design grid to specify how you want to group and calculate the statistics using aggregate functions.To create a summary query, you add the Total row to the query design grid to specify how you want to group and calculate the statistics using aggregate functions. Aggregate functions calculate a statistic such as a subtotal, count, or average on a field in a group of records.Aggregate functions calculate a statistic such as a subtotal, count, or average on a field in a group of records. 15Microsoft Office 2013-Illustrated

Building Summary Queries 16Microsoft Office 2013-Illustrated

Building Summary Queries 17Microsoft Office 2013-Illustrated

Building Crosstab Queries A crosstab query subtotals one field by grouping records using two other fields that are placed in the column heading and row heading positions.A crosstab query subtotals one field by grouping records using two other fields that are placed in the column heading and row heading positions. You can use the Crosstab Query Wizard to guide you through the steps of creating a crosstab query, or you can build the crosstab query from scratch using Query Design View.You can use the Crosstab Query Wizard to guide you through the steps of creating a crosstab query, or you can build the crosstab query from scratch using Query Design View. 18Microsoft Office 2013-Illustrated

Building Crosstab Queries 19Microsoft Office 2013-Illustrated

Create a Report on a Query When you want a more professional printout of the information that can be provided by a query datasheet, you use a report object.When you want a more professional printout of the information that can be provided by a query datasheet, you use a report object. When you base a report on a query the query name is identified in the Record Source property of the report.When you base a report on a query the query name is identified in the Record Source property of the report. 20Microsoft Office 2013-Illustrated

Create a Report on a Query 21Microsoft Office 2013-Illustrated