1. Microsoft Office 2010 for Medical Professionals - Illustrated Access 2010 Unit B: Building and Using Queries

2. Objectives Use the Query WizardUse the Query Wizard Work with data in a queryWork with data in a query Use Query Design ViewUse Query Design View Sort and find dataSort and find data Microsoft Office 2010 for Medical Professionals-Illustrated2

3. Objectives (continued) Filter dataFilter data Apply AND criteriaApply AND criteria Apply OR criteriaApply OR criteria Format a datasheetFormat a datasheet Microsoft Office 2010 for Medical Professionals-Illustrated3

4. Using the Query Wizard A query allows you to select a subset of fields and records from one or more tables and then present the selected data as a single datasheet.A query allows you to select a subset of fields and records from one or more tables and then present the selected data as a single datasheet. Because a query doesn’t physically store the data, a query datasheet is sometimes called a logical view of the data.Because a query doesn’t physically store the data, a query datasheet is sometimes called a logical view of the data. 4Microsoft Office 2010 for Medical Professionals-Illustrated

5. Using the Query Wizard (continued) A query is a set of SQL (Structured Query Language) instructions.A query is a set of SQL (Structured Query Language) instructions. Because you can use Access query tools such as Query Design View, you are not required to know SQL to build or use Access queries.Because you can use Access query tools such as Query Design View, you are not required to know SQL to build or use Access queries. 5Microsoft Office 2010 for Medical Professionals-Illustrated

6. Using the Query Wizard (continued) Simply Query Wizard:Simply Query Wizard: 6Microsoft Office 2010 for Medical Professionals-Illustrated

7. Working with Data in a Query You enter and edit data in a query datasheet the same way you do in a table datasheet.You enter and edit data in a query datasheet the same way you do in a table datasheet. Any edits you make in a query datasheet are permanently stored in the underlying tables, and are automatically updated in all views of the data in other queries, forms, and reports.Any edits you make in a query datasheet are permanently stored in the underlying tables, and are automatically updated in all views of the data in other queries, forms, and reports. 7Microsoft Office 2010 for Medical Professionals-Illustrated

8. Working with Data in a Query (continued) Microsoft Office 2010 for Medical Professionals-Illustrated8

9. Using Query Design View Use Query Design View to:Use Query Design View to: Add, delete, or move the fields in an existing query, to specify sort orders, or to add criteria to limit the number of records shown in the resulting datasheet.Add, delete, or move the fields in an existing query, to specify sort orders, or to add criteria to limit the number of records shown in the resulting datasheet. Create a new query from scratch.Create a new query from scratch. Microsoft Office 2010 for Medical Professionals-Illustrated9

10. Using Query Design View (continued) Query Design View presents the fields you can use for that query in small windows called field lists.Query Design View presents the fields you can use for that query in small windows called field lists. If you use the fields of two or more related tables in the query, the relationship between two tables is displayed with a join or link line identifying which fields are used to establish the relationship.If you use the fields of two or more related tables in the query, the relationship between two tables is displayed with a join or link line identifying which fields are used to establish the relationship. Microsoft Office 2010 for Medical Professionals-Illustrated10

11. Using Query Design View (continued) Microsoft Office 2010 for Medical Professionals-Illustrated11

12. Sorting and Finding Data Works the same way for queries as it does for tables.Works the same way for queries as it does for tables. Data can be sorted by clicking the list arrow on a datasheet’s column heading, then click a sorting option.Data can be sorted by clicking the list arrow on a datasheet’s column heading, then click a sorting option. Data can also be sorted by using the Sort and Find buttons on the Home tab.Data can also be sorted by using the Sort and Find buttons on the Home tab. Microsoft Office 2010 for Medical Professionals-Illustrated12

13. Sorting and Finding Data (continued) Setting Sort Order:Setting Sort Order: 13Microsoft Office 2010 for Medical Professionals-Illustrated

14. Filtering Data Filters provide a temporary way to display a subset of records that match given criteria.Filters provide a temporary way to display a subset of records that match given criteria. Filters are not used to calculate sums, averages, counts, etc.Filters are not used to calculate sums, averages, counts, etc. Filters are removed when the datasheet is closed.Filters are removed when the datasheet is closed. Filters can be saved as queries.Filters can be saved as queries. 14Microsoft Office 2010 for Medical Professionals-Illustrated

15. Filtering Data (continued) Filter By Selection: Filtering by a given field value. Filters records for an exact match.Filter By Selection: Filtering by a given field value. Filters records for an exact match. Filter By Form: Filters by comparative data.Filter By Form: Filters by comparative data. 15Microsoft Office 2010 for Medical Professionals-Illustrated

16. Filtering Data (continued) Wildcard characters:Wildcard characters: Used to search for a pattern.Used to search for a pattern. Represents any character.Represents any character. Entered as criteria.Entered as criteria. ? - used to search for a single character.? - used to search for a single character. * - used to search for any number of characters.* - used to search for any number of characters. 16Microsoft Office 2010 for Medical Professionals-Illustrated

17. Filtering Data (continued) Microsoft Office 2010 for Medical Professionals-Illustrated17 Filters vs. Queries:Filters vs. Queries:

18. Applying AND Criteria AND criteria means all criteria must be true for the record to be selected.AND criteria means all criteria must be true for the record to be selected. Created by entering 2 or more criteria in the same Criteria row of the query design grid.Created by entering 2 or more criteria in the same Criteria row of the query design grid. Microsoft Office 2010 for Medical Professionals-Illustrated18

19. Applying AND Criteria (continued) Criteria Syntax:Criteria Syntax: Quotation marks (“) around text criteria and pound signs (#) around date criteria are automatically added by Access.Quotation marks (“) around text criteria and pound signs (#) around date criteria are automatically added by Access. Criteria in Number, Currency, and Yes/No fields are not surrounded by any characters.Criteria in Number, Currency, and Yes/No fields are not surrounded by any characters. Microsoft Office 2010 for Medical Professionals-Illustrated19

20. Applying AND Criteria (continued) Searching for Blank Fields:Searching for Blank Fields: 2 common criteria are Is Null and Is Not Null.2 common criteria are Is Null and Is Not Null. Is Null – Finds all records where no entry has been made.Is Null – Finds all records where no entry has been made. Is Not Null – Finds all records where any entry has been made (even if zero).Is Not Null – Finds all records where any entry has been made (even if zero). Microsoft Office 2010 for Medical Professionals-Illustrated20

21. Applying AND Criteria (continued) 21Microsoft Office 2010 for Medical Professionals-Illustrated Comparison Operators:Comparison Operators:

22. Applying OR Criteria OR criteria means any one criterion must be true for the record to be selected.OR criteria means any one criterion must be true for the record to be selected. Created by entering 2 or more criteria on different Criteria rows of the query design grid.Created by entering 2 or more criteria on different Criteria rows of the query design grid. Also created by entering 2 or more criteria in the same Criteria cell separated by OR.Also created by entering 2 or more criteria in the same Criteria cell separated by OR. 22Microsoft Office 2010 for Medical Professionals-Illustrated

23. Applying OR Criteria (continued) Microsoft Office 2010 for Medical Professionals-Illustrated23

24. Formatting a Datasheet Can: Change font size, font face, colors, gridlines.Can: Change font size, font face, colors, gridlines. Cannot: Add custom headers, footers, images, subtotals.Cannot: Add custom headers, footers, images, subtotals. Microsoft Office 2010 for Medical Professionals-Illustrated24

25. Formatting a Datasheet (continued) Microsoft Office 2010 for Medical Professionals-Illustrated25

26. Summary In this unit you learned how to:In this unit you learned how to: Use the Query WizardUse the Query Wizard Work with data in a queryWork with data in a query Use Query Design ViewUse Query Design View Sort and find dataSort and find data Filter dataFilter data Apply AND criteriaApply AND criteria Apply OR criteriaApply OR criteria Format a datasheetFormat a datasheet 26Microsoft Office 2010 for Medical Professionals-Illustrated