1. © 2008 The McGraw-Hill Companies, Inc. All rights reserved. ACCESS 2007 M I C R O S O F T ® THE PROFESSIONAL APPROACH S E R I E S Lesson 10 – Designing Advanced Queries

2. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 2 Lesson Objectives Create and use select queries. Create and use summary queries. Work with summary query options. Create and use a parameter query. Create and use action queries.

3. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 3 Creating Select Queries Exercises –Create a Query from a Filter –Create a Subquery

4. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 4 Create a Query from a Filter Convert a datasheet filter to a query

5. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 5 Create a Subquery Queries create a dynaset using recordsets Subqueries create a dynaset using other queries Can help reduce complexity Can increase speed to create the dynaset

6. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 6 Creating and Using Summary Queries Exercises –Create a Summary Query Using a Wizard –Create a Summary Query in Design View

7. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 7 Create a Summary Query Using a Wizard Summary queries show aggregate values for a recordset

8. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 8 Create a Summary Query in Design View Summary queries require the Total row By default, all fields are set to “Group By” Aggregate Functions –Sum & Avg functions Numeric data types –Count function Any data type

9. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 9 Working with Summary Query Options Exercises –Use Aggregate Functions in a Query –Use the Month Function in a Query –Use the MonthName Function in a Query –Use the Year Function in a Query –Enter a Calculation in a Query –Create a Summary Query

10. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 10 Use Aggregate Functions in a Query Summarized data can be used to forecast trends

11. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 11 Use the Month Function in a Query The Month Function extracts the numeric value of each month from a data value

12. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 12 Use the MonthName Function in a Query The MonthName Function extracts the name of each month from a data value

13. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 13 Use the Year Function in a Query The Year Function extracts the numeric value of year from a data value

14. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 14 Enter a Calculation in a Query Subtracting two dates will give you the duration between the two dates

15. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 15 Create a Summary Query Summary queries can contain many data calculations

16. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 16 Creating and Using a Parameter Query Exercises –Run a Parameter Query –Create a Parameter Query –Set Data Types in a Parameter Query –Use Multiple Criteria in a Parameter Query –Use a Parameter Query with Wildcards –Use a Parameter Query with a Report

17. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 17 Run a Parameter Query Parameter queries prompt the user to type a value The typed value is then used as a criterion

18. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 18 Create a Parameter Query Create a select query Add a criterion and test Replace the criterion with a prompt with square brackets

19. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 19 Set Data Types in a Parameter Query A parameter query assumes the data type of the parameter is Variant Variant data types are inefficient If the criterion is expecting a date, the parameter should be set to Date/Time data type

20. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 20 Use Multiple Criteria in a Parameter Query Queries can have more than one criterion Queries can have more than one parameter

21. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 21 Use Multiple Criteria in a Parameter Query Parameters work the same as criteria when creating “AND” and “OR” queries

22. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 22 Use a Parameter Query with Wildcards To use wildcards in a criterion or parameter you must use the keyword “LIKE”

23. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 23 Use a Parameter Query with a Report Reports are based on recordsets If the recordset contains a parameter, one report can show data based on the parameter value

24. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 24 Creating and Using Action Queries Exercises –Create an Update Query –Edit an Update Query –Create a Make-Table Query –Create a Delete Query –Create an Append Query

25. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 25 Create an Update Query Update queries can make global changes to a group of fields

26. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 26 Edit an Update Query This type of query is normally used only one time Can be saved and edited

27. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 27 Create a Make-Table Query Used to copy data from one recordset to a new table Can have criteria

28. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 28 Create a Delete Query Used to delete records from a recordset based on a criterion

29. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 29 Create an Append Query Used to join records from different recordsets

30. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 30 Lesson 10 Summary Queries can be categorized as select queries, summary queries, parameter queries, and action queries. A select query locates data from one or more tables and displays the dynaset in a defined order. A filter can be used to create a select query. When you use a query within a query, you create a subquery. Summary queries are select queries that display summarized rather than individualized data. For each summarized field in a query, Access creates a caption on the basis of the function and the name of the field. Aggregate functions summarize large or complex data.

31. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 31 Lesson 10 Summary The Month function extracts the numeric value of the month from a date/time value. The MonthName function extracts the name of the month from a date/time value. The Year function extracts the numeric value of the year from a date/time value. The numeric values of two dates can be subtracted to display a numeric value. A parameter query prompts the user for criteria each time it runs. When you create a parameter query, you must first choose the field or fields on which comparisons are to be made. Wildcards can only be used with text and numeric fields.

32. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 32 Lesson 10 Summary When you create a parameter, Access sets the format to the default variant data type. If you place two parameters on the same criteria row, both criteria must match for the record to be included in the dynaset. If you place parameters on separate rows, either criterion must match for the record to be included in the dynaset. A make-table query is an action query that creates a new table. A delete query is an action query that deletes a group of records. An append query is an action query that adds a group of records to the end of a table. An update query is an action query that makes global changes to a group of records.