1. Access: Queries Ad-hoc Reporting Chapter T

2. Access Queries Queries Access Properties Sorting Selection Criteria Calculations

3. Objective ▪ State the purpose of common table properties. ▪ Create queries to support common business problems. (Using Query Design View only) ▪ Distinguish between record and summary calculations.

4. What are Access Objects? ▪ Tables ▪ Queries ▪ Reports ▪ Forms

5. Open XLS in Access – Step 1 Open blank desktop database & name it

6. Open XLS in Access – Step 2 Load data into new table

7. Open XLS in Access – Step 3

8. Open XLS in Access – Step 4 Format Text Fields

9. Open XLS in Access – Step 5 Add Primary Key

10. Open XLS in Access – Step 6 Name Table

11. Example Data Participant Registration Card Participant ID: 1 Age: Gender: Male Female Are you married? Y or N Are you a parent? Y or N Are you a home owner?Y or N What is your favorite food?

12. Example Data Observation Card Participant ID #: Observation Date: 1 = Poor … 5 = Excellent Rating of Product A: 1 2 3 4 5 Rating of Product B: 1 2 3 4 5 Rating of Product C: 1 2 3 4 5 Rating of Product D: 1 2 3 4 5

13. Open Existing Database Start Access

14. Review Tables

15. Review Relationships

16. What Table Properties Can I Set? ▪ Field Name ▪ Data Type ▪ Field Size ▪ Format (output) ▪ Decimal Places ▪ Input Mask ▪ Default Value ▪ Validation Rule ▪ Required ▪ Indexed

17. Book Database

18. What is the Purpose of Queries? ▪ Ad-hoc information retrieval ▪ Output subsets of data

19. Start a Query Example: List demographics of all participants.

20. Fields

21. Run a Query

22. Show & Hide Fields Example: List demographics of all participants but hide homeowner field.

23. Save a Query

24. Sort Records Example: List ratings for Product A from high to low.

25. Select Records Example: List demographics of Female participants.

26. Query More Than One Table Example: List all observation ratings by female participants.

27. Selection Criteria: Operators Example: List demographics of all participants over 30 years of age.

28. Selection Criteria: * and ? Example: List demographics of all participants who like liver. Liver may be anywhere in the Favorite Food string; beginning, middle or end.

29. Selection Criteria: NOT Example: List demographics of all participants who did not identify ice cream as their favorite food.

30. Selection Criteria: NULL Example: List demographics of all participants who did not identify a favorite food.

31. Selection Criteria: AND Example: List demographics of female participants who are over thirty.

32. Selection Criteria: OR Example: List demographics of participants who are either Female or over 30.

33. Combine Selection Criteria Example: List all female participants who are married and all male participants who are parents.

34. Selection Criteria: Dates Example: List all observations recorded on Feb 24, 2011.

35. Summary Calculations One calculation total for a group of records. Example: Calculate the average rating each participant assigned to Product A.

36. Record Calculations One calculation per record. Example: Determine the age of each participant in five years.

37. Query Limitations ▪ Queries can show only one level of grouping at a time. ▪ Queries have limited formatting options.