1. Nagendra Vemulapalli Nagendra.vemulapalli@mail.wvu.edu
Access chapters 3&5
Nagendra Vemulapalli
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2. Reports
Let us put things into a visually professional format suitable for printing
Creation can be somewhat like doing Forms with Subforms…
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3. Reports Open the File Music.Accdb
Create ribbon > Reports Group > Report Wizard
Add these fields:
[Bands] Band Name
[Members] FirstName,LastName, Instrument, Living
[Countries] Country
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4. Reports Click Next 3 times
Sort Ascending by LastName and then FirstName
Click Next 2 times
Select any style you like
Click “Finish”
To Change any of the column widths in Report Right Click and Select Layout View Drag the fields to resize!!
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5. Exercise
Go to the lecture notes page and Download Music_extended.accdb
Note the added records to complete the English band Def Leppard and also the addition of the Canadian band Rush…
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6. Exercise Create a new query in design view
Add 3 tables: Bands, Countries, & Members…
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7. Specify an Exact Match Condition
An exact match condition only shows records that match your criteria in the “Criteria” row of the query design grid
The field values of the records for the field the criteria is specified in must match the condition exactly to be shown in the query results
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8. Exercise Add the following fields from these tables:
[Bands] BandName
[Member] FirstName, LastName
[Countries] Country
Run the Query to see the unrestricted results of all the 16 records
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9. Adding Criteria Return to Design View
In the criteria row for Country, type England to have it show us a Dynaset with only band members from England
Rerun the query
Change England to America and rerun
Try Portugal to see that nothing returns!
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10. Using Comparison Operators… “And” / “Or”
When using multiple conditions for a query, you can use the logical operators to combine conditions
The “And” logical operator specifies that both conditions must be met
The “Or” logical operator specifies that one or the other of the conditions must be met
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11. Using “And” and “Or”
When you enter two conditions in the same row of the query design grid, an “And” condition is created
If you enter two conditions that are on separate rows, an “Or” condition is created
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12. Illustration of “And” & “Or” Logic
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13. Creating “And” Condition in the Design Grid…
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14. Let’s Try an “And” Clear any existing criteria
Add the field [Members] Living
Type England in the Country row and create the AND condition by placing Yes in the Living row to return all living band members from England
Run it
Go back and change Yes to No and rerun
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15. Let’s do an “Or” Remove the old criteria
We will set the criteria to show all members from Rush OR anyone from any band that is living at all from the list of members…
First lets put “Rush” in the [Bands] Name field and run to see the results
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16. Create the “OR”
We wish to not only see the members of Rush, but also in addition to them, anyone that might be alive in the members table.
In Design view, type “Yes” in the OR row for [Members] Living
You should now see a list of 10 additional records (13 total)
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17. Sorting Results by Data Type…
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18. Sort Exercise Open the RockTrivia Query in Design View
In the Sort row for the BandName field, have it sort the records in Ascending Order
Run the Query
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19. Two-Level Sort
Leave the existing sort in place and move the last name field so that it is before the first name field in the Design view…
Click once to select it… let go and then click and drag to move it over
Add a secondary sort by having it do Last Name in Ascending order
Run it. Last names are now show alphabetically inside the band names
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20. We can also use “Wildcards”
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21. Wildcard Example
We want to see all members whose last names begin with “E”…
Remove all existing sort options
In the last name field, type the letter E in Criteria and run the query.
(No results show as no one has just the letter E for a last name)
Make it read E* and rerun to get any other characters…
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22. Wildcards continued
Change the criteria to show people whose last names end in “N” *N
Run it and we should see 6 records.
Remove all criteria.
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23. Using Fields without Showing
It is possible to use a field in searching but not show that field in the query results
Let’s say we want to see all band members whose bands begin and end in “d”, but not see the band name
Remove the “Show” row checkmark for BandName
Create the criteria and run !
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24. Operators
Note: This technique is similar to what part of a query asks for in HW4 !
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25. Date Field Entries for Birthday
Note Born field in Members table is completed
Close Members table
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26. Criteria & Operators Exercise
Go to Design view for RockTrivia, add the Born field, and clear criteria, re-show BandName
In the criteria row for born, add: >1/1/1960
Note we get 3 records
Try making it: >=1/1/1950 AND <=1/1/1960
We get 9 Records
Change it to: <1/1/1960
We get 13 records
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27. Calculations in a Query…
Mathematical calculation can be done as part of the query..
We often do this for things that we do not need to store and take up space with
Expressions can be entered into the query design grid as if they were regular fields
Done on data type fields treated as numbers
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28. Calculations in a Query…
To perform a calculation in a query, you must created a calculated field in query design.
Make certain that you are following the rules of precedence !(Please Excuse My Dear Aunt Sally)
Two options for entering expressions:
Enter the expression directly into the field text box
Enter the expression in the Expression Builder
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29. Creating a Calculated Field
Remove the existing criteria
Click in the next available blank field where the name would be, and then click the magic wand “Builder” icon above
The expression builder shows up…
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30. The Expression Builder…
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31. Let’s make a Query to try this…
Download and Open Music_extended.accdb
We want to figure out how many years they are/would be alive. It would be inefficient to store this and we would have to update it all the time too !
Build or type the following:
Age: (Date()-[Members]![Born])/365
Note: If you see <<expr>> be sure to remove it ! ! !
Run it !
Expand the width of the column if you see ####
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32. Changing Decimals Precision
Note: Similar to what is needed for to set decimal places on query results in homeworks!!
YOU MUST RUN THE QUERY ONCE FIRST !
In design view, right click Age field
Click Properties
Select Fixed for Format and 0 for Decimal Places
Re-run it to see it without the decimal places
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33. Total Queries
“Totals” in a query can group field values and also perform basic computational functions on them
To make the Total row appear, you need to click the Sigma symbol “Totals” button in query design view !
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34. Premise
We are running an investment firm and have some consultants working for us who have clients for which they manage investments.
We want a query that will show us how many clients each consultant has and the total amount of investments each consultant is handling…
Save locally and open Total_example.accdb
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35. Structure of Tables & Relationship
This Database has not yet had a relationship created. We will do it in the query for this one. Sometimes under special circumstances you will create them here instead of in the relationships window. Generally it is done in the relationships window though…
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36. Building the Total Query
Create ribbon > Other group > Query Design
Add both tables
Create relationship inside query by dragging ConsultantID fields together
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37. Building the Total Query
Add the field [Consultants]LastName
Add the field [Clients]LastName
Add the field [Clients]Assets
Run it without Total options > back to design view
Click the button on the Query Tools / Design ribbon to insert a “Total:” row
Note that the default for each is “Group By”
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38. Building the Total Query
We will Group By the last name of the consults to show each of them singularly
We will Count the last names of the clients as they are tied to the consultants to show how many clients each has ! (Yes, kind of cool)
We will Sum the assets of the clients to show how much all clients of each consultant have together
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39. Setting up the Total Row
Have [Consultants] LastName as Group By
Have [Clients] LastName as Count
Have Assets as Sum
Run the Query !
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40. Aliasing the Field Names
Sometimes for a Field, a Calculated field, or a Total field, we like to make the display name more specific in the query results
To do this, simply change the field name in design view by adding a new name and an “:”
An example for the clients LastName field:
# of Clients: LastName
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41. Alias the 3 fields in Design View
Consultant: LastName
# Clients: LastName
Total Assets: Assets
Run the Query and note the field names in the dynaset !
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