Access OutputFilters, Queries and Reports

FiltersLimit the data, creating a dataset, or partial view of

the whole databaseSingle use – filters do not save with the database

QueriesAllow you to answer questions about the data,

turning it into informationCan be saved and used again.Can include fields from more than one table in a

database.Can be formatted in Design View.

Creating a Query Click the Query Wizard button on the Create tab

Queries can be edited later by selecting them

from the Object List

The New Query dialog box allows you to select the type of query you want.

Designing a QueryIn Design view, you can:Add and remove fieldsSort by selected fieldsAdd criterion to limit which records display

Query Design View

This design will show only the clients for Recruiter

Number #24, and sort the records by Client Number

Checked boxed indicate which fields will be

included in the query.

Selecting fieldsYou can simply add fields to a query by checking the

Show box.You can also hide fields … You can use queries to sort and add criteria, but

leave the Show boxed unchecked so that the field data does not show.

For example, if you are showing all records for a particular city, you can indicate that in the query title and not include the city name in the query.

Entering CriterionCriterion are entered into the Criteria fieldUsing Wild Card characters (* and ?) can simplify

the workPr* will find any records with values that start with

“Pr” Pr? Will find records with values containing “Pr” and

one more letterYou can also use numbers and comparison symbols

=, < and > to limit data. Ex: >50

Parameter QueryPrompts the user to enter criteriaTo create, type [Enter fieldname] in the criteria

field

When anyone views the query, the Enter Parameter Value dialog box appears.

Calculated FieldsAdding a calculated field.

1. Enter the fields you want in the query.

2. In an empty column, type the calculation using the syntax NewFieldName:[fieldOne] operator [fieldTwo]

Examples: Total Amount: [Amount Paid]+[Current Due] New Balance:[Old Balance]-[Amount Paid] Salary:[Sales Amount]*[20%]

StatisticsYou can see Totals, Averages, and other statistics in

queriesFrom the Design View, select the field you want to

calculate and click the Totals button on the ribbonExpand the Total box and

select the operation you want.