shelly cashman: microsoftaccess 2016 - toddiwema.com · 2019. 11. 27. · 8 •to use text data in...

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ShellyCashman:Microsoft Access2016Module2:QueryingaDatabase

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• CreatequeriesusingDesignview

• Includefieldsinthedesigngrid

• Usetextandnumericdataincriteria

• Saveaqueryandusethesavedquery

• Createanduseparameterqueries

• Usecompoundcriteriainqueries

• Sortdatainqueries

Objectives (Slide1of2)

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• Jointablesinqueries

• Createareportandaformfromaquery

• Exportdatafromaquerytoanotherapplication

• Performcalculationsandcalculatestatisticsinqueries

• Createcrosstabqueries

• CustomizetheNavigationPane

Objectives (Slide2of2)

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• Roadmap• CreatequeriesinDesignview• Usecriteriainqueries• Sortdatainqueries• Jointablesinqueries• Exportqueryresults• Performcalculationsinqueries• Createacrosstabquery• CustomizetheNavigationPane

Project-QueryingaDatabase

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• ToCreateaQueryinDesignView• Clickthe‘ShutterBarOpen/CloseButton’toclosetheNavigationPane• ClickCREATEontheribbontodisplaytheCREATEtab• ClicktheQueryDesignbuttontocreateanewquery• Clickthetabletoaddtothequery• ClicktheAddbuttontoaddtheselectedtabletothequery• ClicktheClosebuttontoremovethedialogboxfromthescreen• Dragtheloweredgeofthefieldlistdownfarenoughsoallfieldsinthetableappear

CreatingQueries (Slide1of10)

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CreatingQueries (Slide2of10)

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• ToAddFieldstotheDesignGrid• Double-clickeachfieldtoaddtothequery

CreatingQueries (Slide3of10)

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• ToUseTextDatainaCriterion• ClicktheCriteriarowforthefieldtoproduceaninsertionpoint• Typethecriterion• ClicktheRunbuttontorunthequery• ClicktheSavebuttonontheQuickAccessToolbartodisplaytheSaveAsdialogbox• Typethenameofthequery• ClicktheOKbutton(SaveAsdialogbox)tosavethequery

CreatingQueries (Slide4of10)

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• ToUseaWildcard• Ifnecessary,clicktheCriteriarowbelowthedesiredfieldtoproduceaninsertionpoint• Ifnecessary,deletethecurrententry• Typethecriterioncontainingthewildcardcharacter(*)

CreatingQueries (Slide5of10)

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• ToUseCriteriaforaFieldNotIncludedintheResults• Withthedesiredqueryopen,clicktheShowcheckboxtoremovethecheckmarkforafieldcontainingcriteria

CreatingQueries (Slide6of10)

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• ToCreateandViewaParameterQuery• Ifnecessary,returntoDesignviewandtypethecriterionforaparameterquery([EnterCity],forexample)• Runthequery

CreatingQueries (Slide7of10)

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• ToUseaNumberinaCriterion• ClicktheQueryDesignbuttontocreateanewquery• Clickthetableyouwishtoaddtothequery• ClicktheAddbuttontoaddtheselectedtabletothequery• ClicktheClosebuttontoremovethedialogboxfromthescreen• Addthedesiredfieldstothequery• Addanumericcriterionforanumericfield

CreatingQueries (Slide8of10)

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• ToUseaComparisonOperatorinaCriterion• OpenthequeryinDesignview• Enterthecriterionwithacomparisonoperator

CreatingQueries (Slide9of10)

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• ToUseaCompoundCriterionInvolvingAND• OpenthequeryinDesignview• AddthecriteriafortwofieldsintheCriteriarow

• ToUseaCompoundCriterionInvolvingOR• OpenthequeryinDesignview• AddcriterionforonefieldtotheCriteriarow• Addcriterionforanotherfieldintheorrow(therowbelowtheCriteriarow)

CreatingQueries (Slide10of10)

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• ToCleartheDesignGrid• OpenthequeryinDesignview• Clickjustabovethecolumnheadinginthefirstcolumninthegridtoselectthecolumn• HoldtheSHIFTkeydownandclickjustabovethelastcolumnheadingtoselectallthecolumns• PresstheDELETEkeytoclearthedesigngrid

Sorting (Slide1of4)

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• ToSortDatainaQuery• OpenthequeryinDesignview• ClicktheSortrowbelowthefieldyouwishtosort,andthenclicktheSortrowarrowtodisplayamenuofpossiblesortorders• Clickthedesiredsortorder

Sorting (Slide2of4)

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• ToOmitDuplicates• OpenthequeryinDesignview• Clickanemptyfieldinthedesigngrid• ClickthePropertySheetbuttontodisplaythepropertysheet• ClicktheUniqueValuespropertybox,andthenclickthearrowthatappearstoproducealistofavailablechoices• ClickYesandthenclosetheQueryPropertiespropertysheetbyclickingthePropertySheetbuttonasecondtime

Sorting (Slide3of4)

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• ToSortonMultipleKeys• OpenthequeryinDesignview• SelectasortorderintheSortcolumnformultiplefields

• ToCreateaTop-ValuesQuery• OpenthequeryinDesignview• ClicktheReturnarrowtodisplaytheReturnmenu• Clickanoptioncorrespondingtothevaluesyouwishtoreturn

Sorting (Slide4of4)

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• ToJoinTables• ClicktheQueryDesignbuttontocreateanewquery• Addtworelatedtablestothenewquery• Addthedesiredfieldsfromeachtabletothequery

• ToChangeJoinProperties• OpenthequeryinDesignview• Right-clickthejoinlinetoproduceashortcutmenu• ClickJoinPropertiesontheshortcutmenutodisplaytheJoinPropertiesdialogbox

JoiningTables (Slide1of2)

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• ToCreateaReportfromaQuery• OpentheNavigationPane,andthenselectthedesiredqueryintheNavigationPane• ClicktheReportWizardbuttontodisplaytheReportWizarddialogbox• Addthedesiredfieldstothequery• Followtheremainingstepsinthewizardtospecifyagrouping,sortorder,layoutandorientation,andtitle• ClicktheFinishbuttontoproducethereport

JoiningTables (Slide2of2)

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• ToCreateaFormforaQuery• SelectthequeryintheNavigationPane• ClicktheFormbutton tocreateasimpleform

CreatingaFormforaQuery

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• ToExportDatatoExcel• ClickthedesiredqueryintheNavigationPanetoselectit• ClicktheExcelbuttontodisplaytheExport- ExcelSpreadsheetdialogbox• ClicktheBrowsebutton(Export- ExcelSpreadsheetdialogbox)todisplaytheFileSavedialogbox• Navigatetothelocationtosavetheexportedfile• ClicktheOKbutton(Export- ExcelSpreadsheetdialogbox)toexportthedata• Clickthe‘Saveexportsteps’checkbox(Export- ExcelSpreadsheetdialogbox)todisplaytheSaveExportStepsoptions• TypethedesirednameforthestepsintheSaveastextbox• Ifnecessary,typeadescriptionfortheexportsteps• ClicktheSaveExportbutton(Export- ExcelSpreadsheetdialogbox)tosavetheexportsteps

ExportingDataFromAccesstoOtherApplications

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• ToRestricttheRecordsinaJoin• Openthequerycontainingajoin• Typethecriterionforthedesiredfield

AddingCriteriatoaJoinQuery

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• ToUseaCalculatedFieldinaQuery• OpenthequeryinDesignviewcontainingafieldthatcanbecalculated• Right-clicktheFieldrowinthefirstopencolumninthedesigngridtodisplayashortcutmenu• ClickZoomontheshortcutmenutodisplaytheZoomdialogbox• TypethecalculationintheZoomdialogbox• ClicktheOKbutton(Zoomdialogbox)toentertheexpression

Calculations (Slide1of5)

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• ToChangeaCaption• OpenthequeryinDesignview• Clickthefieldinthedesigngridtowhichyouwishtoaddthecaption,andthenclickthePropertySheetbuttontodisplaythepropertiesforthefield• ClicktheCaptionbox,andthentypethedesiredcaption• ClosethepropertysheetbyclickingthepropertySheetbuttonasecondtime

Calculations (Slide2of5)

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• ToCalculateStatistics• Createanewqueryforatablecontainingfieldsforwhichyoucancalculatestatistics• ClicktheTotalsbuttontoincludetheTotalrowinthedesigngrid• Addthefieldforwhichyouwishtototal• ClicktheTotalrowfortheaddedfield• ClicktheTotalarrowtodisplaytheTotallist• SelectthedesiredcalculationforAccesstoperform

Calculations (Slide3of5)

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• ToUseCriteriainCalculatingStatistics• Addafieldtothequerycontainingstatisticsforwhichyouwishtoaddcriteria• ClicktheTotalrowinthedesiredcolumn• ClicktheTotalarrowfortheaddedfieldtoproduceaTotallist• ClickWhere• TypethecriterionintheCriteriarow

Calculations (Slide4of5)

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Calculations (Slide5of5)

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• ToUseGrouping

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CrosstabQueries (Slide1of2)

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• ToCreateaCrosstabQuery• ClicktheQueryWizardbuttontodisplaytheNewQuerydialogbox• ClickCrosstabQueryWizard(NewQuerydialogbox)• ClicktheOKbuttontodisplaytheCrosstabQueryWizarddialogbox• Followtheinstructionsinthewizardtoselecttherowandcolumnheadingsforthequery,andthennamethequery

CrosstabQueries (Slide2of2)

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• ToCustomizetheNavigationPane• Ifnecessary,clicktheShutterBarOpen/CloseButtontoopentheNavigationPane• ClicktheNavigation PanearrowtoproducetheNavigationPanemenu• ClickthedesiredoptiontoorganizetheNavigationPane

CustomizingtheNavigationPane

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