ac03 lectures

THE

O’L

EARY

SER

IES

© 2014 by McGraw-Hill Education. This proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.

THE O’LEARY SERIES

Lab


Microsoft Access 2013

Querying Tables and Creating Reports

3

THE

O’L

EARY

SER

IES


Lab 3 Objectives

1.  Evaluate table design 2.  Modify relationships 3.  Enforce referential integrity 4.  Create and modify a simple query 5.  Query two tables

8/8/14

2

THE

O’L

EARY

SER

IES


Objectives continued…

6.  Filter a query 7.  Find unmatched and duplicate records 8.  Create a parameter query 9.  Create reports from tables and queries 10. Display a Totals row

8/8/14

3

THE

O’L

EARY

SER

IES


Objectives continued…

11. Modify a report design 12. Select, move, and size controls 13. Change page margins 14. Preview and print a report 15. Compact and back up a database

8/8/14

4

THE

O’L

EARY

SER

IES


Concepts

• Query • Join • Query Criteria • Report

8/8/14

5

THE

O’L

EARY

SER

IES


Lab 3 Outline

• Refining the database design • Evaluating table design • Creating a table list lookup field • Deleting a table

• Defining and Modifying Relationships • Deleting relationships • Editing relationships to enforce referential integrity

8/8/14

6

Outline continues on next slide

THE

O’L

EARY

SER

IES


Lab 3 Outline continued…

• Creating a Query • Using the Query Wizard • Filtering a Query • Using Query Design View • Adding a Second Table to the Query • Adding Fields • Specifying Query Criteria • Hiding and Sorting Columns

8/8/14

7


THE

O’L

EARY

SER

IES



• Creating a Query continued… • Rearranging the Query Datasheet • Finding Unmatched Records • Finding Duplicate Records • Creating a Parameter Query

• Displaying a Totals Row

8/8/14


8

THE

O’L

EARY

SER

IES



• Creating Reports • Using the Report Tool • Viewing the Report • Using the Report Wizard • Modifying the Report in Layout View • Changing the Report Theme • Modifying a Report in Design View • Formatting Controls • Deleting a Field • Sorting and Filtering Data in a Report

8/8/14

9


THE

O’L

EARY

SER

IES



• Preparing Reports for Printing • Modifying the Page Setup • Previewing and Printing Reports • Printing a Relationships Report

• Compacting and Backing Up the Database

8/8/14

10


THE

O’L

EARY

SER

IES



• Key Terms • FAQs • Discussion Questions

8/8/14

11

THE

O’L

EARY

SER

IES


Refining the Database Design

• Once created, evaluate your table design for efficiency • There may be a better way to organize your table information •  Is information repeated? • Are there any fields that need to be added?

• Use the Access Table Analyzer to evaluate the design of your database

8/8/14

12

THE

O’L

EARY

SER

IES


Evaluating Table Design

8/8/14

13

THE

O’L

EARY

SER

IES


Table Analyzer Wizard

8/8/14

14

THE

O’L

EARY

SER

IES


Table Analyzer Wizard

8/8/14

15

THE

O’L

EARY

SER

IES


Table Analyzer Wizard-New Table

8/8/14

16

THE

O’L

EARY

SER

IES


Creating a Table List-Lookup Field

8/8/14

17

THE

O’L

EARY

SER

IES


Deleting a Table

8/8/14

18

THE

O’L

EARY

SER

IES


Deleting and Modifying Relationships

8/8/14

19

THE

O’L

EARY

SER

IES


Deleting Relationships

1. Remove Relationship 2. Delete the Table

8/8/14

20

THE

O’L

EARY

SER

IES


Enforcing Referential Integrity

8/8/14

21

THE

O’L

EARY

SER

IES


Enforcing a Relationship with Referential Integrity

8/8/14

22

THE

O’L

EARY

SER

IES


Concept 1

• A query is a request for specific data contained in a database • Used to: •  view data in different ways • analyze date •  change existing data

• Queries are based on tables • Five types of queries

8/8/14

23

Query

THE

O’L

EARY

SER

IES


Types of Queries Query Type Description

Select query Retrieves the specific data you request from one or more tables, then displays the data in a query datasheet in the order your specify. This is the most common type of query.

Crosstab query Summarizes large amounts of data in an easy-to-read, row-and-column format.

Parameter query

Displays a dialog box prompting you for information, such as the criteria for locating data. For example, a parameter query might request the beginning and ending dates, then display all records matching dates between the two specified values.

Action query Used to make changes to many records in one operation. There are four types of action queries:

Make –table Creates a new table from selected data in one or more tables.

Update Makes update changes to records, when for example, you need to raise salaries of all sales staff by 7 percent.

Append Adds records from one or more tables to the end of other tables.

Delete Deletes records from a table or tables.

SQL query Created using SQL (Structured Query Language), an advanced programming language used in Access.

8/8/14

24

THE

O’L

EARY

SER

IES


Using the Query Wizard

• Query Design view or Query Wizard can be used to create a query • Query Wizard guides you through the steps • Choose the type of query you want to create

8/8/14

25

THE

O’L

EARY

SER

IES


Types of Queries Using the Wizard

Query Wizard Type of Query

Simple Select query

Crosstab Crosstab query

Find Duplicates Locates all records that contain duplicate values in one or more fields in the specified tables.

Find Unmatched Locates records in one table that do not have records in another. For example, you could locate all employees in one table who have no hours worked in another table.

8/8/14

26

THE

O’L

EARY

SER

IES


Creating a Simple Query

8/8/14

Sample footer text

27

• Add fields • Name the query

THE

O’L

EARY

SER

IES


Creating a Simple Query

8/8/14

28

THE

O’L

EARY

SER

IES


Filtering a Query

Criteria Entered in Design Filtered Results

8/8/14

29

THE

O’L

EARY

SER

IES


Using Query Design View

8/8/14

30

• Create or modify a query • Screen divided into two areas • Upper area contains

the field list •  Lower area displays the

design grid

THE

O’L

EARY

SER

IES


Adding a Second Table to the Query

8/8/14

31

AA query that uses two or more tables is called a multitable query.

THE

O’L

EARY

SER

IES


Concept 2

• An association between a field in one table or query and a field in another table or query • Must have at least one common field • Fields must be the same data type

• Used to bring together information from different tables • Joins are what make relational databases so powerful

8/8/14

32

Join

THE

O’L

EARY

SER

IES


Querying Two Tables

8/8/14

33

THE

O’L

EARY

SER

IES


Adding Fields

• These methods can be used to add fields to the query design grid •  Select field name and drag • Double-click on the field names •  Select the field drop-down arrow and choose

field name

• Select the asterisk in the field grid to include all fields in the query results

8/8/14

34

THE

O’L

EARY

SER

IES


Basic Types of Joins

Join Type Description

Inner Join Tells a query that rows from one of the joined tables correspond to rows in the other table on the basis of the data in the joined fields. Checks for matching values in the joined fields; when it finds matches, it combines the records and displays them as one record in the query results.

Outer Join Tells a query that although some of the rows on both sides of the join correspond exactly, the query should include all rows from one table even if there is no match in the other table. There are left outer joins and right outer joins.

Unequal Join Records to be included in the query results are based on the value in one join field being greater than, less than, not equal to, greater than or equal to, or less than or equal to the value in the other join field.

8/8/14

35

THE

O’L

EARY

SER

IES


Concept 3

• Expressions that are used to restrict the results of a query to display only records that meet certain limiting conditions • Uses compound criteria • AND operator • OR operator

• Five types of queries

8/8/14

36

Query Criteria

THE

O’L

EARY

SER

IES


Criterion Examples

Criterion Description

Is Null This can be used to find any records where field contents are empty or “null”.

Is Not Null Returns records only where there is a value in the field.

Not Return all results except those meeting the Not criteria.

Date Diff Used with Date/Time fields to determine the differences in time between dates

Like Returns records where there is a match in content.

Not Like Returns records that do not contain the text string.

8/8/14

37

THE

O’L

EARY

SER

IES


Specifying Criteria

• A criteria expression will select only records that meet certain limiting criteria • Criteria can be entered in the Criteria row of the query in Design View • Not necessary to enter = (equal to) • Character strings are automatically

enclosed in quotation marks 8/8/14

38

THE

O’L

EARY

SER

IES


Display in Design View

8/8/14

39

THE

O’L

EARY

SER

IES


Hiding and Sorting Columns

8/8/14

40

•  Specify Sort & Hidden Field

• Query Results

THE

O’L

EARY

SER

IES


Rearranging the Query Datasheet

8/8/14

41

THE

O’L

EARY

SER

IES


Finding Unmatched Records

• Click in the Query Wizard in the Other group of the Create tab • Choose Find Unmatched

Query Wizard

8/8/14

42

THE

O’L

EARY

SER

IES


Finding Duplicate Records

8/8/14

43

THE

O’L

EARY

SER

IES


Creating a Parameter Query

8/8/14

44

THE

O’L

EARY

SER

IES


Displaying a Totals Row

• Calculations that are performed on a range of data are called aggregate functions •  Averages •  Sums •  Counts

• Data type of field must be Number, Decimal, or Currency • Count function can be used on all data types • For Text data types only the Count function is listed

8/8/14

45

THE

O’L

EARY

SER

IES


Count Aggregate

8/8/14

46

THE

O’L

EARY

SER

IES


Concept 4

• Professional-appearing output • Generated from tables or queries •  Includes groups and summary information

• Can create … • Formatted labels • Report titles • Headings • Design styles, layouts, and graphics

8/8/14

47

Report

THE

O’L

EARY

SER

IES


Creating Reports

8/8/14

48

THE

O’L

EARY

SER

IES


Methods for Creating Reports

Type Description

Report Tool Creates a simple report containing all the fields in the table.

Blank Report Tool

Builds a report from scratch in Report Layout view by adding the fields you select from the table.

Report Design Builds a report from scratch in Report Design view by adding the fields you select from the table.

Report Wizard Guides you through the steps to create a report. 8/8/14

49

THE

O’L

EARY

SER

IES


Using the Report Tool

8/8/14

50

THE

O’L

EARY

SER

IES


Viewing the Report

8/8/14

51

THE

O’L

EARY

SER

IES


Viewing Report in Print Preview

8/8/14

52

THE

O’L

EARY

SER

IES


Using the Report Wizard

8/8/14

53

THE

O’L

EARY

SER

IES


Report Wizard Design Styles

8/8/14

54

THE

O’L

EARY

SER

IES


Report Wizard Output

8/8/14

55

THE

O’L

EARY

SER

IES


Modifying a Report in Layout View

• Tabs available for modification • Format •  Change fonts and colors •  Add or modify report design objects

• Arrange •  Modify the overall layout •  Modify individual elements

• Page Setup - controls the page layout for printing • Changes can also be made in Design

8/8/14

56

THE

O’L

EARY

SER

IES


Changing the Report Theme

8/8/14

57

THE

O’L

EARY

SER

IES


Modifying a Report in Design View

8/8/14

58

THE

O’L

EARY

SER

IES


Report Elements

Section Description

Report Header Contains information to be printed once at the beginning of the report. The report title is displayed in this section.

Page Header Contains information to be printed at the top of each page. The column headings are displayed in this section.

Detail Contains the records of the table. The field column widths are the same as the column widths set in the table design

Page Footer Contains information to be printed at the bottom of each page such as the date and page number.

Report Footer Contains information to be printed at the end of the report. The Report Footer section currently contains no data.

8/8/14

Sample footer text

59

THE

O’L

EARY

SER

IES


Compound Controls in Design View

8/8/14

60

THE

O’L

EARY

SER

IES


Formatting Controls

8/8/14

61

THE

O’L

EARY

SER

IES


Deleting a Field

8/8/14

62

THE

O’L

EARY

SER

IES


Sorting and Filtering Data in a Report

8/8/14

63

THE

O’L

EARY

SER

IES


Preparing Reports for Printing

8/8/14

Sample footer text

64

THE

O’L

EARY

SER

IES


Printing a Relationship Report

8/8/14

65

THE

O’L

EARY

SER

IES


Compacting and Backing up the Database

• Makes a copy of the file • Rearranges how the file is stored on disk • Makes database perform optimally • Compacting is important because: •  Database becomes fragmented due to deletes •  Space not used efficiently

• Backup your databases periodically

8/8/14

66

THE

O’L

EARY

SER

IES


Manage/Backup a Database

8/8/14

67

THE

O’L

EARY

SER

IES


Key Terms

• action query • aggregate functions • AND operator • append query •  column selector bar •  compact •  compound control •  compound criteria

•  criteria expression •  crosstab query • delete query • design grid •  field list • hard-coded criteria •  inner join •  join

8/8/14

68

THE

O’L

EARY

SER

IES


Key Terms continued…

•  join line • Make-table query • multitable query • OR operator • orphaned record • outer join • parameter query • parameter value • query

• query criteria •  report •  row label •  select query •  Show box •  SQL query • unequal join • update query

8/8/14

69

THE

O’L

EARY

SER

IES


FAQs

1.  What is the Table Analyzer? 2.  What is an Access relationship? 3.  What is a query? 4.  How can I prevent certain fields that I

need in my query from displaying in the results?

8/8/14

70

THE

O’L

EARY

SER

IES


FAQs

5.  Can I save the results of a query? 6.  What is a join? 7.  I need to change the arrangement on

my query datasheet. How is this done?

8/8/14

71

THE

O’L

EARY

SER

IES


FAQs

8. How can I find if my database has duplicate records?

9. What is a parameter query? 10. How can I create a professional appearing report in Access?

8/8/14

72

THE

O’L

EARY

SER

IES


Discussion Questions

1.  Why is it important to refine your database?

2.  Define referential integrity. Give examples of how it is used.

3.  Define joins. What is the difference between a relationship line and a join line?

4.  What is a compound criteria? Describe how it works in a join.

8/8/14

73

THE

O’L

EARY

SER

IES



5.  Discuss the three basic types of joins. Give examples of each.

6.  You periodically need to change the criteria for your query. Discuss how you can do this in Access with a query.

7.  Discuss the various methods available to create reports.

8/8/14

74

THE

O’L

EARY

SER

IES



8. How can you prepare a report for printing?

9. List the advantages of compacting and backing up the database.

10.  How do you restore a backed up database?

8/8/14

75

THE

O’L

EARY

SER

IES

© 2014 by McGraw-Hill Education. This proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part. © 2014 by McGraw-Hill Education. This proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.

Access 2013

Lab 3

8/8/14

76