1. Exploring Microsoft Office Access 2010
Chapter 7
Action Queries
This chapter’s focus is on the use of advanced queries in Access. 1 1

2. Objectives Maintain a database Understand action queries
Create an Update query
Create an Append query
Use a make table query
Create a delete query
The objectives of this chapter are:
Maintain a database
Understand action queries
Create an Update query
Use a make table query
Create a delete query

3. Objectives Construct a crosstab query Work with parameter queries
Create find unmatched queries
Understand find duplicate queries
Additional objectives of this chapter are:
Construct a crosstab query
Work with parameter queries
Create find unmatched queries
Understand find duplicate queries

4. Action Queries Change underlying table data
Select queried do not
Can be used to create new tables
Cannot be undone
Play a large role in maintaining a database
Action queries change underlying table data; select queries do not.
Action queries cannot be undone.
They play a large role in maintaining a database.

5. About Update Queries Changes value(s) in one/ more records
Use the Update query button
Database Tools tab, Query Type group
Update button
Update queries changes the value in one or more records. They can update all records when a new field is created, change the value in existing records, and may or may not be used with criteria.
To begin an update query, use the Update query button located on the Database Tools tab in the Query Type group.

6. Creating an Update query
Identify record source
Show desired tables in design grid
Switch from Select to Update Query
Insert Field to be updated
Enter the value to be updated
Value entered in Update To field
Update value
To create an update query, enter the value you wish to update in the Update To field in the query grid.

7. Testing Action Queries
Check Datasheet View first
Test all action queries before execution. To do this, choose Datasheet View after all criteria has been entered. This allows you to preview results before execution. Remember that action queries cannot be undone.
Test all action queries before execution
Choose Datasheet View
Allows preview of results before execution

8. Running an Update Query
Before Update query
After Update query
To run an update query, click the run button located in the Design tab, results group. Switch to the table you were updating to view the results.
Run button
Click the Run button
Design tab, Results group
View table to see the results

9. Specifying Criteria in an Action Query
You can specify certain records to be updated by using criteria in action queries. Criteria may be specified in the field being updated as well as additional field(s).
Specified in the field being update
Also specified using an additional field(s)

10. Using Criteria with an Update Query
Before update query with criteria
Criteria
Rules and methods for using criteria to select specific records for update in an action query are the same as when criteria is used in basic select queries.
After update query with criteria
Specifies specific records for update
Works the same as in a select query

11. Copyright © 2008 Pearson Prentice Hall. All rights reserved.
About Append Queries
Adds records from one table to another
Data types between tables must match
Validation rules in existing table apply
Records not added if validation rule violated
Source table fields may be ignored
Do not add to design grid
If auto-number fields exists in target table
Do not import auto-number fields
Append queries add records from one table to another. Data types between the tables you are working with must match. The validation rules that are in the existing table apply. If validation rules are violated, records will not be not added to the table.
You may choose fields form the source table to be ignored during the import if necessary. This is accomplished by not adding the field(s) to the design grid.
If auto-number fields exists in target table, do not import auto-number fields from target.
Copyright © 2008 Pearson Prentice Hall. All rights reserved. 11

12. Creating an Append Query
Append button
Append dialog box
To create an append query, first identify target and source tables.
Click the Append button. Choose Target table from Append box (you may also browse to choose a table in another database).
Identify target and source tables
Click Append button
Choose Target table from Append box
May also browse to choose another database

13. Creating an Append Query
Fields to append added to design grid
Add the fields from the source table to the design grid. Test in Datasheet view, then run the query.
Add fields from Source table to design grid
Test in Datasheet view
Run query

14. Append Query Results Data is appended to existing table
February Agents after append
February Agents before append
The final result will show that the data is appended to the existing table.
September Agents before and after append
Data is appended to existing table

15. About a Make Table Query
Almost the same as append query
Table must preexist in append query
No pre-existing table in make table query
Target database must exist
A Make Table query is almost the same as an append query. The difference is that in an append query, the table must preexist.
In a make table query, the target database must preexist.

16. Creating a Make Table Query
Make Table button
Make Table dialog box
In order to create a make table query, first identify the source table and then click Make Table button.
Enter a table name or choose the database. This is accomplished in the Make table dialog box.
Identify the source table
Click Make Table button
Enter table name or choose database
Accomplished in the Make table dialog box

17. Running a Make Table Query
Fields added in design grid
Test in Datasheet view
Next, add fields to the design grid. Test in Datasheet view and run the query.
Add fields to design grid
Test in Datasheet view
Run query

18. Make Table Query Results
Source Table
Results of make table query
The final results yield a new table added to the Objects pane. Open the table to view the results.
New table added to Objects pane
Open table to view results

19. About Delete Queries Can delete all records from table
Criteria used to delete specific records
If no criteria, all records deleted
Very powerful – cannot be undone
Setup is same as other action queries
Delete queries can delete all records from a table, or, if criteria is used, delete specific records from a table. If no criteria is used, all records are deleted. This is a very powerful query– it cannot be undone. Initial setup is the same as other action queries.

20. Creating a Delete Query
Add table to design grid
Delete button
Add table to Design grid
Click Delete Button
Add field(s) to design grid
Use criteria to specify delete conditions
To create a delete query, first add a table to the Design grid. Then click the Delete Button and add field(s) to the design grid. Use criteria to specify the delete conditions.
Delete Query with criteria

21. Running a Delete Query Test query in Datasheet view Run Query
Test in Design view
Table before delete query
Table after delete query
Test the query in Datasheet view. Run the query and open a table to view results.
Test query in Datasheet view
Run Query
Open table to view results 21

22. Hiding a Query Prevents accidental execution of action queries
All queries shown
Some queries hidden
Hiding a query prevents accidental execution of action queries. To hide a query, right-click the query and click the Hidden checkbox.
Prevents accidental execution of action queries
Right-click query
Click the Hidden checkbox

23. UPDATE Data Field:
Using SQL view
UPDATE Product SET UnitPrice = [UnitPrice] *[UnitPrice]

24. About Crosstab Queries
Summarizes by two sets of unrelated facts
Output resembles a PivotTable
PivotTable primarily for management decision making
Crosstab query primarily for end users
Will not work on related data
Works with one or more tables
Crosstab queries summarize values by two sets of unrelated facts. The output resembles a PivotTable; however, a PivotTable is primarily for management decision making. Crosstab queries are primarily for end users. Crosstab queries will not work on related data. They will work with one or more tables. 24

25. Crosstab Query – Using the Query Wizard Step 1
Select Crosstab Query Wizard
To begin a crosstab query, click the Query Wizard button. In the New Query dialog box, select Crosstab Query Wizard.
Click the Query Wizard button
In the New Query dialog box
Select Crosstab Query Wizard 25

26. Using the Query Wizard Step 2
Select source table or query to use
Select the table/query to use in the crosstab. To use fields from multiple tables, first create a query. Use that query as the table for the crosstab
Select table/query to use in crosstab
To use fields from multiple tables
Create query from tables first 26

27. Using the Query Wizard Step 3
Select field(s) for column headings
Select the field(s) to be used for column headings.
Select fields(s) for column headings 27

28. Using the Query Wizard Step 4
Select aggregate function
Select the field you would like to calculate, then select the appropriate aggregate function.
Select the field to calculate
Select the appropriate aggregate function 28

29. Using the Query Wizard Step 5
Enter new name or accept default name
Enter a new query name or accept the default name. View or modify the query.
Enter new query name or accept default
View or modify the query

30. Completed Crosstab Query
Source table
Crosstab query
This is a completed crosstab query.
Summarizes list price
Per selling/listing agent per city

31. About Parameter Queries
Information intentionally omitted by designer
Allows end user to supply criteria
Customizable data request
More flexible than other query types
Considered a select query
Designers able to lock query design
Parameter queries consist of information intentionally omitted by the designer. This allows the end user to supply criteria. It provides for customizable data request and is more flexible than any other query type.
Parameter queries are considered to be select queries and are not action queries.
This type of query also allows the query designer to lock down the query design.

32. Creating a Parameter Query
Message for user entered in brackets
Identify tables/ fields in design view
Create prompt for user in criteria field
Prompt must be enclosed in brackets [ ]
Multiple fields can be used as prompts
To create a parameter query, first identify the necessary tables and fields in design view. Create a prompt for the user in the criteria field. The prompt must be enclosed in brackets [ ]. You can create prompts for multiple fields.

33. Running a Parameter Query
Message prompt with criteria entered
Parameter query results
Click the Run button
Enter criteria in message box
Criteria rules and use is same as normal select query
View results in Datasheet view
Click the Run button. Enter criteria in the message box then view the results in Datasheet view.

34. Parameter Report Normally based of a parameter query
If not based on parameter query
Open reports source query in design view
Add parameter Or
View report in Design
Open property sheet for field
Click Record Source property - add parameter
Parameter reports are normally based off a parameter query.
If not based on a parameter query, a parameter report can be created by following the steps below:
1. Open reports source query in design view
2.Add the parameter OR
1. View the report in Design view
2. Open the property sheet for the field
3. Click the Record Source property and add the parameter

35. About Unmatched Queries
Unmatched Query results
Unmatched queries compares records in two related tables. It returns records found in only one table – not both. The Query Wizard is the easiest method of creation.
Compares records in two related tables
Returns records found in only one table
Query Wizard easiest method of creation

36. Unmatched Query Wizard
Find Unmatched Query
To begin an unmatched query, run the Query Wizard and select Find Unmatched Query Wizard in the New Query dialog box.
Run Query Wizard
Select Find Unmatched Query Wizard

37. Unmatched Query Wizard
Select first table source
Select first table source
Select second table source
In the next dialog box, select the first table source. Click Next. Select the second table source and click Next.
Select second table source

38. Unmatched Query Wizard
Select duplicate fields
Select the duplicate fields
Click the <=> button
Select display fields for query results
Click Finish
In the next dialog boxes, you will Select the duplicate fields and click the <=> button. Proceed to the next dialog box and select display fields for the query results. Click Finish.
Select fields for query results

39. About Find Duplicates Query
Query Wizard
Find Duplicates query result
Find Duplicate queries find duplicate data and aid in data entry error detection. They also allow administrative use of purposely duplicated data. Find duplicate queries are easily created with the Query Wizard.
Finds duplicate data
Aids in data entry error detection
Allows administrative use of purposely duplicated data
Easily created with the Query Wizard