1. Microsoft Access 2003 Illustrated Complete
Creating Advanced Queries

2. Objectives Query for top values Create a parameter query
Modify query properties
Create a make-table query
Creating Advanced Queries Unit K

3. Objectives Create an append query Create a delete query
Create an update query
Specify join properties
Create find unmatched queries
Creating Advanced Queries Unit K

4. Querying for Top Values
Use the Top Values feature in Query Design View to specify a number or percentage of records that you want to display
Always sort records to establish the order or “top records”
Creating Advanced Queries Unit K

5. Querying for Top Values
Top Values list arrow
Totals button
Count LogNo
Group By Description
Creating Advanced Queries Unit K

6. Querying for Top Values
Top Value options
Creating Advanced Queries Unit K

7. Creating a Parameter Query
A parameter query displays a dialog box that prompts you for an entry
The entry is used as criteria for the query
The criteria narrows the number of records that appear in the datasheet
You may build a form or report based on a parameter query
Creating Advanced Queries Unit K

8. Creating a Parameter Query
Parameter prompt
Parameter criteria
Creating Advanced Queries Unit K

9. Modifying Query Properties
Properties are characteristics that define the appearance and behavior of database objects, fields, and controls
View the properties for an item b opening its property sheet
Creating Advanced Queries Unit K

10. Modifying Query Properties
Properties button
Click here to select the query
Query properties
Creating Advanced Queries Unit K

11. Action Queries An action query changes many records in one process
To change data, click the Run button
There are 4 types of action queries
Update
Make-Table
Append
Delete
Creating Advanced Queries Unit K

12. Action Queries
Action queries
Creating Advanced Queries Unit K

13. Creating a Make-Table Query
A make-table query creates a new table of data based on the recordset defined by the query
Creates a copy of the selected data and pastes it into a new table
The location of the new table can be the current or any other Access database
Creating Advanced Queries Unit K

14. Creating a Make-Table Query
Run button
Creating Advanced Queries Unit K

15. Clues to Use: 1900 versus 2000 dates
Access assumes that the digits 00 through 29 are for the years 2000 through 2029
Access assumes that the digits 30 to 99 refer to 1930 through 1999
To specify years outside these ranges, type all four digits of the year
Creating Advanced Queries Unit K

16. Creating an Append Query
An append query adds a selected recordset to an existing table called the target table
Records are copied and pasted to the target table
If the target table has more fields than those you want to append, the append query will ignore the unmatched fields
Creating Advanced Queries Unit K

17. Creating an Append Query
Append Query button
Append To: row
Creating Advanced Queries Unit K

18. Creating a Delete Query
A delete query deletes selected records
Delete queries delete entire records, not just selected fields within records
Creating Advanced Queries Unit K

19. Creating a Delete Query
Delete Query button
Delete: row
Creating Advanced Queries Unit K

20. Clues to Use: Reviewing referential integrity
Referential integrity prevents orphan records
A “many” table many have an orphan record when information in the foreign key field doesn't have a matching entry in the primary key field of the “one” table
Creating Advanced Queries Unit K

21. Creating an Update Query
Update Query button
Update To: row
Creating Advanced Queries Unit K

22. Specifying Join Properties
By default, only records that have matching values in two related tables will appear in a query datasheet
Default join properties can be changed in the Join Properties dialog box
Creating Advanced Queries Unit K

23. Specifying Join Properties
Creating Advanced Queries Unit K

24. Specifying Join Properties
The Join line’s appearance shows that all records in the Courses table will be included in the datasheet
Creating Advanced Queries Unit K

25. Creating Find Unmatched Queries
The Find Unmatched Query finds all records in the “one” table without a matching record in the “many” table
There are no records in the “many” table without matching records in the “one” table if referential integrity is enforced
Creating Advanced Queries Unit K

26. Summary
Top values and parameter queries create special criteria to limit the selected records
The four action queries (make-table, append, delete, and update) change data when they are run
Queries and join lines have properties that can be modified
Use the Find Unmatched Query Wizard to find records in one related table without matching records in the other
Creating Advanced Queries Unit K