With Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall1 PowerPoint Presentation to Accompany GO! with Microsoft ® Office 2007 Introductory.

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall2 Objectives Open an Existing Database Create Table Relationships Sort Records in a Table Create a Query in Design View Create a New Query From an Existing Query

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall3 Objectives Sort Query Results Specify Criteria in a Query Create a New Table by Importing an Excel Spreadsheet Specify Numeric Criteria in a Query Use Compound Criteria

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall4 Objectives Create a Query Based on More Than One Table Use Wildcards in a Query Use Calculated Fields in a Query Group Data and Calculate Statistics in a Query

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall5 Create Table Relationships Access databases are relational databases because the tables in the databases can relate to each other. Common fields are fields that include the same data in more than one table. Place common fields in tables that are related, then define the relationship.

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall6 Create Table Relationships Both tables include common fields –In first table, primary key –In second table, foreign key Referential integrity ensures the validity of the data between related tables. Join line between the two tables show the one-to-many relationship.

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall8 Sort Records in a Table Sorting is the process of arranging data in a specific order. –Ascending–A to Z or lowest number to highest –Descending–Z to A or highest number to lowest To sort records, click the arrow to the right of the field name.

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall10 Sort Records in a Table To sort on two or more fields –Identify the outermost sort field (first level of sorting) –Identify the innermost sort field (second level of sorting) Sort the outermost field first; then sort the innermost field.

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall11 Create and Use a Query A query retrieves specific data from one or more tables. Query means to ask a question. Data sources are the table or tables from which queries get their data. Access provides a wizard to walk step by step through the query process. The wizard involves choosing the data source and fields.

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall12 Create and Use a Query On Ribbon, click Create tab. In Other group, click Query Wizard. In New Query dialog box, click Simple Query Wizard, then OK. In dialog box, select table. Select fields. Follow wizard. Name query with a meaningful name.

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall14 Create a Query in Design View Queries created in Design view can be more complex. Click Create tab on Ribbon, in Other group, click the Query Design button. In the Show Table dialog box, click the first table, click the Add button, then close the dialog box. Query window: field list (upper pane) and design grid (lower pane).

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall17 Create a New Query From an Existing Query It is a good idea to save your queries. It is very likely you will need to ask the same question again. –Open a previous query. –From the Office menu, click Save As. –Save with a new name.

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall19 Sort Query Results Results of a query can be sorted. The process is similar to sorting a table. –Open a saved query. –From Office menu, click Save As. –Save with new name.

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall21 Sort Query Results In Design view sorting can be done on two non-adjacent fields. One field can be sorted in ascending order and the other in descending order. Fields that have Sort designations are sorted from left to right.

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall22 Specify Criteria in a Query Queries can locate information based on criteria specified as part of the query. –Criteria are conditions that identify the specific records you are looking for and enable you to ask more specific questions. You do not have to have every field in the query display in the results. –In the Show row, click the box to clear the criteria you do not want to be shown.

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall24 Specify Criteria in a Query To locate records where specific data is missing, use is null as a criteria. To locate records where a value has been entered, use is not null as criteria.

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall25 Create a New Table by Importing an Excel Spreadsheet Many users track their data in an Excel spreadsheet. –Sorting and filtering capabilities are useful for simple databases. –Excel is limited to one table and cannot relate data from multiple spreadsheets. Data from Excel spreadsheets can become Access tables by importing the spreadsheet.

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall28 Specify Numeric Criteria in a Query Criteria can be set for fields that contain numerical data. Set the appropriate data type for fields that will contain numbers, currency, or dates so that mathematical calculations can be performed.

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall29 Specify Numeric Criteria in a Query Comparison operators can be used to evaluate each field value. –Same = –Greater than > –Less than < –In between a range (Between...And) For example - Between 08/01/09 And 09/30/09

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall31 Use Compound Criteria Compound criteria is used for specifying more than one condition in a query. Logical operators AND and OR are compound criteria. –AND displays records that meet both parts of the specified criteria. –OR displays records that meet either part of the criteria.

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall33 Create a Query Based on More Than One Table In relational databases, information can be retrieved from more than one table. –Tables are joined by relating primary key field in one table to foreign key field in the other table. –Add the required fields. –Set the criteria on the Criteria row for the first criteria. –Set the second criteria on the OR row.

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall35 Use Wildcards in a Query Wildcard characters serve as a placeholder for one or more unknown characters in the criteria. –The asterisk (*) represents any group of characters. –The question mark (?) is used to search for unknown single characters. Access adds the word like at the beginning of the criteria.

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall37 Use Calculated Fields in a Query Queries can create calculated values. –First, name the field that will store the calculated values. –Second, write the expression that will perform the calculation. Each field name used in calculation must be enclosed within its own pair of square brackets, [ ]. Zoom dialog box display gives you working space so you can see your calculation as you type it.

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall40 Group Data and Calculate Statistics in a Query You can perform statistical calculations known as aggregate functions on a group of records. –Examples: AVG, SUM, MAX, and MIN The aggregate functions can also be used to calculate totals by groups of data.

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall42 Covered Objectives Open an Existing Database Create Table Relationships Sort Records in a Table Create a Query in Design View Create a New Query From an Existing Query

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall43 Covered Objectives Sort Query Results Specify Criteria in a Query Create a New Table by Importing an Excel Spreadsheet Specify Numeric Criteria in a Query Use Compound Criteria

with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall44 Covered Objectives Create a Query Based on More Than One Table Use Wildcards in a Query Use Calculated Fields in a Query Group Data and Calculate Statistics in a Query

With Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall1 PowerPoint Presentation to Accompany GO! with Microsoft ® Office 2007 Introductory.

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With Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall1 PowerPoint Presentation to Accompany GO! with Microsoft ® Office 2007 Introductory.

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