1. MSOffice Access Microsoft® Office 2010: Illustrated Introductory 1 Part 2 ® Building Queries

2. Objective: Learn how to use the Query window in Design view Create, run, and save queries Sort data in a query Filter data in a query 2 Microsoft® Office 2010: Illustrated Introductory

3. Objective: Formatting a Datasheet Applying AND Criteria Applying OR Criteria Create and format a calculated field in a query Perform calculations in a query using aggregate functions and record group calculations 3 Microsoft® Office 2010: Illustrated Introductory

4. Objectives Create a form using the Form Wizard Apply a theme to a form Add a picture to a form Change the color and line type of items on a form Find and maintain data using a form Preview and print selected form records 4 Microsoft® Office 2010: Illustrated Introductory

5. Objectives Create a report using the Report Wizard Apply a theme to a report Resize fields in a report Insert a picture in a report Preview and print a report 5 Microsoft® Office 2010: Illustrated Introductory

6. Query Window in Design View 6 Microsoft® Office 2010: Illustrated Introductory

7. Finding Data in a Table The Find command allows you to search a table or query datasheet, or a form, to locate a specific field value or part of a field value 7 Microsoft® Office 2010: Illustrated Introductory

8. Introduction to Queries A query is a question you ask about the data stored in a database The QBE (Query By Example) window allows you to select records and fields quickly (and put in criteria, etc). 8 Microsoft® Office 2010: Illustrated Introductory

9. Create a Query Using the Query Wizard Microsoft® Office 2010: Illustrated Introductory 9

10. Create a Query Using Query Design Click the Create tab on the Ribbon In the Other group on the Create tab, click the Query Design button 10 Microsoft® Office 2010: Illustrated Introductory

11. 11 Create a Query Using Query Design Microsoft® Office 2010: Illustrated Introductory

12. Sorting Data in a Query Sorting is the process of rearranging records in a specified order or sequence To sort records, you must select the sort field, which is the field used to determine the order of records in the datasheet 12 Microsoft® Office 2010: Illustrated Introductory

13. Sorting Data in a Query 13 Microsoft® Office 2010: Illustrated Introductory

14. Sorting a Query Datasheet 14 Microsoft® Office 2010: Illustrated Introductory

15. Filtering Data Filtering a table or query datasheet temporarily displays only those records that match given criteria. Recall that criteria are limiting conditions you set. 15 Microsoft® Office 2010: Illustrated Introductory

16. Specifying an Exact Match With an exact match, the value in the specified field must match the condition exactly in order for the record to be included in the query results 16 Microsoft® Office 2010: Illustrated Introductory

17. Using a Comparison Operator to Match a Range of Values 17 Microsoft® Office 2010: Illustrated Introductory

18. Applying AND Criteria As you have seen, you can limit the number of records that appear on a query datasheet by entering criteria in Query Design View. To create AND criteria, which means that all criteria must be true to select the record, enter two or more criteria on the same Criteria row of the query design grid. 18 Microsoft® Office 2010: Illustrated Introductory

19. Applying AND Criteria 19 Microsoft® Office 2010: Illustrated Introductory

20. Applying AND Criteria 20 Microsoft® Office 2010: Illustrated Introductory

21. Applying OR Criteria You use OR criteria when any one criterion must be true in order for the record to be selected. 21 Microsoft® Office 2010: Illustrated Introductory

22. Applying OR Criteria 22 Microsoft® Office 2010: Illustrated Introductory

23. Applying OR Criteria 23 Microsoft® Office 2010: Illustrated Introductory

24. Formatting a Datasheet 24 Microsoft® Office 2010: Illustrated Introductory

25. Formatting a Datasheet 25 Microsoft® Office 2010: Illustrated Introductory

26. Formatting a Datasheet 26 Microsoft® Office 2010: Illustrated Introductory

27. Using Aggregate Functions Aggregate functions perform arithmetic operations on selected records in a database If you want to quickly perform a calculation using an aggregate function in a table or query datasheet, you can use the Totals button in the Records group on the Home tab 27 Microsoft® Office 2010: Illustrated Introductory

28. Using Aggregate Functions 28 Microsoft® Office 2010: Illustrated Introductory

29. Creating Queries with Aggregate Functions Aggregate functions operate on the records that meet a query’s selection criteria 29 Microsoft® Office 2010: Illustrated Introductory

30. Creating a Simple Form A form is an object you use to enter, edit, and view records in a database; usually one record at a time You can design your own forms, use the Form Wizard, or use the Form tool to create a simple form quickly and easily 30 Microsoft® Office 2010: Illustrated Introductory

31. Creating a Form 31 Microsoft® Office 2010: Illustrated Introductory

32. Form Views 32 Microsoft® Office 2010: Illustrated Introductory

33. Creating a Form Using the Form Wizard The Form Wizard allows you to choose some or all of the fields in the selected table or query, choose fields from other tables and queries, and display the selected fields in any order on the form Click the Create tab in the Ribbon In the Forms group, click the Form Wizard button 33 Microsoft® Office 2010: Illustrated Introductory

34. Creating a Form Using the Form Wizard 34 Microsoft® Office 2010: Illustrated Introductory

35. Creating a Form Using the Form Wizard 35 Microsoft® Office 2010: Illustrated Introductory

36. Form Displayed in Form View 36 Microsoft® Office 2010: Illustrated Introductory

37. Applying a Theme to a Form Display the form in Layout view In the Themes group on the Design tab, click the Themes button In the displayed gallery, click the theme you want to apply to all objects; or, right-click the theme to display the shortcut menu, and then choose to apply the theme to the current object only or to all matching objects 37 Microsoft® Office 2010: Illustrated Introductory

38. Adding a Picture to a Form A picture is one of many controls you can add and modify on a form A control is an item on a form, report, or other database object that you can manipulate to modify the object’s appearance In the Header/Footer group on the Design tab, click the Logo button Navigate to the picture you want to insert and then click the OK button 38 Microsoft® Office 2010: Illustrated Introductory

39. Adding a Picture to a Form 39 Microsoft® Office 2010: Illustrated Introductory

40. Changing the Color of the Form Title The Font group on the Format tab provides many options you can use to change the appearance of text on a form 40 Microsoft® Office 2010: Illustrated Introductory

41. Changing the Type of Line on a Form A line on a form, such as the box around each field value, is another type of control that you can modify in Layout view 41 Microsoft® Office 2010: Illustrated Introductory

42. Finding Data in a Form or Datasheet Open the form or datasheet, and then select the field you want to search In the Find group on the Home tab, click the Find button to open the Find and Replace dialog box In the Find What box, type the field value you want to find Complete the remaining options, as necessary, to specify the type of search to conduct Click the Find Next button to begin the search Click the Find Next button to continue searching for the next match Click the Cancel button to stop the search operation 42 Microsoft® Office 2010: Illustrated Introductory

43. Finding Data in a Form or Datasheet 43 Microsoft® Office 2010: Illustrated Introductory

44. Finding Data in a Form or Datasheet 44 Microsoft® Office 2010: Illustrated Introductory

45. Maintaining Table Data Using a Form Maintaining data using a form is often easier than using a datasheet, because you can concentrate on all the changes required to a single record at one time 45 Microsoft® Office 2010: Illustrated Introductory

46. Previewing and Printing Selected Form Records Access prints as many form records as can fit on a printed page 46 Microsoft® Office 2010: Illustrated Introductory

47. Creating a Report A report is a formatted printout (or screen display) of the contents of one or more tables in a database The Report tool places all the fields from a selected table or query 47 Microsoft® Office 2010: Illustrated Introductory

48. Report views 48 Microsoft® Office 2010: Illustrated Introductory

49. Creating a Report 49 Microsoft® Office 2010: Illustrated Introductory

50. Creating a Report 50 Microsoft® Office 2010: Illustrated Introductory

51. Creating a Report Using the Report Wizard The Report Wizard asks you a series of questions and then creates a report based on your answers A report is a formatted printout of the contents of one or more tables or queries in a database You can change the report’s design after you create it 51 Microsoft® Office 2010: Illustrated Introductory

52. Creating a Report Using the Report Wizard Click the Create tab on the Ribbon In the Reports group on the Create tab, click the Report Wizard button 52 Microsoft® Office 2010: Illustrated Introductory

53. Creating a Report Using the Report Wizard 53 Microsoft® Office 2010: Illustrated Introductory

54. Modifying a Report’s Design in Layout View Click the Layout View button on the status bar 54 Microsoft® Office 2010: Illustrated Introductory

55. Modifying a Report’s Design in Layout View 55 Microsoft® Office 2010: Illustrated Introductory

56. Report in Print Preview 56 Microsoft® Office 2010: Illustrated Introductory