![Succeeding in Business with Microsoft Access 2013
Using Parameter Values in Queries
• Parameter values
– Phrase usually in form of a question or instruction
– Enclosed in square brackets
– Serves as prompt to user to enter value
– Example
• [Enter a job ID:]
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![Succeeding in Business with Microsoft Access 2013
Concatenating in Queries
• Concatenation
– Combining contents of two or more fields
– Operator
• &
– Example
• Name [EmpFirst]& " " & [EmpLast]
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Ch03 cmpt110
- 1. Succeeding in Business with Microsoft Access 2013 Analyzing Data For Effective Decision Making
- 2. Succeeding in Business with Microsoft Access 2013 Chapter Introduction • Filter data in a Microsoft Office Access 2013 database – Retrieve and examine only the records you need – Sort data to rearrange records in a specified order • Create complex queries • Explore advanced queries • Explore queries written in Structured Query Language 2
- 3. Succeeding in Business with Microsoft Access 2013 Tools Covered In This Chapter • Action queries (update, append, delete, crosstab, and make-table) • Aggregate functions (Avg, Max, Min, Sum) • Calculated field • Comparison and logical operators • Crosstab query • Filter by Form and Filter by Selection • Find duplicates query • Find unmatched records query 3
- 4. Succeeding in Business with Microsoft Access 2013 Tools Covered In This Chapter (cont’d.) • Immediate IF (IIF) function • Parameter query • Design View • Select query • Simple Query Wizard • SQL commands • Top Values query • Wildcard character 4
- 5. Succeeding in Business with Microsoft Access 2013 Level 1 Objectives: Organizing and Retrieving Information from a Database • Filter and sort data to make it more meaningful • Create simple queries to answer business questions • Develop queries using comparison criteria and wildcards • Verify and print query results 5
- 6. Succeeding in Business with Microsoft Access 2013 Filtering and Sorting Data • Filter – Restricts data in single table to create temporary subset of records – See only certain records in table based on specified criteria • Sorting records – Organizing in particular order or sequence – Sort records regardless of whether table filtered 6
- 7. Succeeding in Business with Microsoft Access 2013 Filtering by Selection • Tools – Filter by Selection • Select particular field in datasheet • Display only data that matches contents of field • Specify only one criterion for filter – Filter by Form 7
- 8. Succeeding in Business with Microsoft Access 2013 8
- 9. Succeeding in Business with Microsoft Access 2013 Filtering by Form • Specify two or more criteria • Filter for comparative data – Use comparison operators • AND criteria – Selects records that contain all specified values • OR criteria – Selects records that contain any of specified values 9
- 10. Succeeding in Business with Microsoft Access 2013 Sorting Data to Increase Information Content • Lets you view the information in a variety of ways • Access sorts records based on primary key values – Use sorting to change order • To sort – Select sort field • Sort on multiple fields – Move fields in Datasheet view so that they are adjacent 10
- 11. Succeeding in Business with Microsoft Access 2013 Sorting Data To Increase Information Content (cont’d.) • How Access sorts different types of data 11
- 12. Succeeding in Business with Microsoft Access 2013 Filtering Using the Filter Arrow 12
- 13. Succeeding in Business with Microsoft Access 2013 Using Queries to Answer Business Questions • Query – Database object – Stores criteria for selecting records from one or more tables based – Save query • Use it again – More powerful than filter • Display only some fields in table • Create fields that perform calculations 13
- 14. Succeeding in Business with Microsoft Access 2013 Using Queries to Answer Business Questions (cont’d.) • Capabilities of Access queries: – Display selected fields and records from table – Sort records on one or multiple fields – Perform calculations – Generate data for forms, reports, and other queries – Update data in database – Find and display data from two or more tables – Create new tables – Delete records in table based on one or more criteria 14
- 15. Succeeding in Business with Microsoft Access 2013 Using Queries to Answer Business Questions (cont’d.) • Select query – Ask question based on one or more tables in database – Result displayed in datasheet • Called recordset 15
- 16. Succeeding in Business with Microsoft Access 2013 Using the Simple Query Wizard to Create a Query • Simple query wizard – Presents list of tables and queries in database • And fields that they contain – Select fields from one or more tables – Wizard creates and displays results 16
- 17. Succeeding in Business with Microsoft Access 2013 Including Summary Statistics in a Query for Data Analysis • Summary query – Groups records – Calculate sum, average, minimum, or maximum value in each selected field – Count records in table or query • Click Summary Options button 17
- 18. Succeeding in Business with Microsoft Access 2013 18 Figure 3.7: Creating a summary query with the Simple Query Wizard
- 19. Succeeding in Business with Microsoft Access 2013 Creating a Query in Design View • Select Query window in Design view has two sections – Area for field lists at top of window – Design grid below it • Add tables for query to top part of window – Appear as field lists • Query by example (QBE) – Typing search value as a criterion 19
- 20. Succeeding in Business with Microsoft Access 2013 20
- 21. Succeeding in Business with Microsoft Access 2013 Creating Queries with Multiple Criteria • Most queries involve more than one criterion • Represent AND criteria – Enter conditions in same criteria row in query design grid • Specify OR criteria – Use “or” row of query design grid 21
- 22. Succeeding in Business with Microsoft Access 2013 22 Figure 3.10: Setting criteria for the query in Design view
- 23. Succeeding in Business with Microsoft Access 2013 Specifying Sort Order in Queries • Query results appear in same order as data from underlying tables – Unless specify sort order when designing query • Sort order determined from left to right 23
- 24. Succeeding in Business with Microsoft Access 2013 Running a Query • Click Run button in the Results group – Access displays datasheet of records • Save query – Save only design – Not values from tables displayed in results 24
- 25. Succeeding in Business with Microsoft Access 2013 Enhancing Query Criteria to Improve Data Analysis • Expand criteria by using – Wildcards – Comparison operators 25
- 26. Succeeding in Business with Microsoft Access 2013 Using Wildcards for Inexact Query Matches • Wildcard character – Placeholder – Stands for one or more characters • Comment fields – Use same keywords throughout comments – Easily retrieve records later – Use wildcards when specifying keyword as a query criterion • To select records that contain characters before and after keyword 26
- 27. Succeeding in Business with Microsoft Access 2013 27
- 28. Succeeding in Business with Microsoft Access 2013 Using Wildcards for Inexact Query Matches (cont’d.) • Access inserts – Word “LIKE” for criteria with wildcards quotation marks around text • LIKE “*Spanish*” – Pound signs around dates • #12/*/2013# 28
- 29. Succeeding in Business with Microsoft Access 2013 Using Comparison Operators to Refine Query Criteria • Comparison operators – Compare value in field with range of values in criterion • Clear the design grid to create or modify a query – Start with same field list but blank grid 29
- 30. Succeeding in Business with Microsoft Access 2013 30
- 31. Succeeding in Business with Microsoft Access 2013 Verifying and Printing Query Results • Verify query results before – Distributing query to others – Using it as basis for decisions • Use business knowledge – Determine whether results adequately answer question • Print query datasheet 31
- 32. Succeeding in Business with Microsoft Access 2013 Modifying Query Datasheets • Improve appearance of query or table datasheet • Resize column widths in any datasheet – Double-click line between field names to resize columns to best fit 32
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- 34. Succeeding in Business with Microsoft Access 2013 Level 1 Summary • Use filtering and sorting to change data display • Develop queries using – Simple query wizard – Design view • Use comparison operators and wildcards to make queries more flexible • Verify query results using business knowledge 34
- 35. Succeeding in Business with Microsoft Access 2013 Level 2 Objectives: Creating More Complex Queries • Design queries that compare data from more than one table • Refine table relationships by specifying the join type • Perform calculations in queries • Customize queries and their results 35
- 36. Succeeding in Business with Microsoft Access 2013 36
- 37. Succeeding in Business with Microsoft Access 2013 Using Queries to Find Duplicate Records • Duplicates Query Wizard – Searches for duplicate values in fields – Improves business operations – Designed to identify records that contain same information in particular field 37
- 38. Succeeding in Business with Microsoft Access 2013 Using Queries to Find Unmatched Records • Find Unmatched Query Wizard – Compares records in two specified tables or recordsets – Finds all records in one table or query that have no related records in second table or query – Requires that two tables being compared have common field 38
- 39. Succeeding in Business with Microsoft Access 2013 Limiting the Records in the Query Results • Limiting results to only a few records often aids analysis • Top and Bottom Values – Set a sort order for the field – Descending to display the records with the highest values – Ascending to display the records with the smallest values 39
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- 41. Succeeding in Business with Microsoft Access 2013 Using Parameter Values in Queries • Parameter values – Phrase usually in form of a question or instruction – Enclosed in square brackets – Serves as prompt to user to enter value – Example • [Enter a job ID:] 41
- 42. Succeeding in Business with Microsoft Access 2013 42
- 43. Succeeding in Business with Microsoft Access 2013 Analyzing Data from More than One Table • Data from more than one table required to answer question – Combine records from two or more tables – Display only information needed • Work in Design View to specify criteria for selecting records from multiple tables • Lines between tables link primary key to foreign key field – Primary key designated with 1 – Foreign key designated with ∞ 43
- 44. Succeeding in Business with Microsoft Access 2013 Analyzing Data from More than One Table (cont’d.) • Join tables – Linking of tables using primary and foreign keys – Established relationship – Or • Each table shares field with same or compatible data type • One join field primary key • If tables do not include fields that can be joined – Add one or more extra tables or queries – Link tables that contain the data 44
- 45. Succeeding in Business with Microsoft Access 2013 Analyzing Data from More than One Table (cont’d.) • Use queries as source of underlying data for another query in place of one or more tables • Create queries based on more than one object – Should not use any table or query that does not have common field with at least one of the other tables or queries – Otherwise Access displays every combination of records between two tables 45
- 46. Succeeding in Business with Microsoft Access 2013 Refining Relationships with Appropriate Join Types • Inner join – Displays all records in one table that have corresponding values in common field in another table – Records must match before being displayed in query results • Outer join – Displays all records of one table • Regardless of whether corresponding record is stored in related table 46
- 47. Succeeding in Business with Microsoft Access 2013 47 Figure 3.34: Inner join
- 48. Succeeding in Business with Microsoft Access 2013 48
- 49. Succeeding in Business with Microsoft Access 2013 49 Figure 3.36: Right outer join
- 50. Succeeding in Business with Microsoft Access 2013 Refining Relationships with Appropriate Join Types (cont’d.) • Outer join types – Left – Right • Use Join Properties dialog box – To change join type – By default, tables are related using inner joins – Options for outer joins 50
- 51. Succeeding in Business with Microsoft Access 2013 Using Logical Operators to Specify Multiple Conditions • Logical operators – Test values that can only be true or false • Place conditions in separate fields in same criteria row of design grid – All conditions in row must be met to select record • NOT logical operator – Excludes values that don’t meet criterion 51
- 52. Succeeding in Business with Microsoft Access 2013 52
- 53. Succeeding in Business with Microsoft Access 2013 Performing Calculations with Queries • Any information derived from fields in table or query should be calculated in query – Rather than included as data in table • Calculation types – Predefined • Compute amounts for groups of records or for all records combined in query – Custom • Perform numeric date and text computations on each record • Using data from one or more fields 53
- 54. Succeeding in Business with Microsoft Access 2013 Calculating Statistical Information • Aggregate functions – Mathematic and statistical operations – Apply to records that meet query’s selection criteria 54
- 55. Succeeding in Business with Microsoft Access 2013 55
- 56. Succeeding in Business with Microsoft Access 2013 56 Figure 3.43: Using aggregate functions in a query
- 57. Succeeding in Business with Microsoft Access 2013 Creating Calculated Fields in a Query • Expression – Arithmetic formula for calculation – Use standard arithmetic operators – Use parenthesis for complex expressions • Calculated field – Add to query design grid – Type expression • Expression Builder – Build complex expressions 57
- 58. Succeeding in Business with Microsoft Access 2013 Creating Calculated Fields in a Query (cont’d.) • Function – Performs standard calculation – Returns value • Date() – Provides today’s date • Field properties – Change format and number of decimal places for calculated field 58
- 59. Succeeding in Business with Microsoft Access 2013 59
- 60. Succeeding in Business with Microsoft Access 2013 Concatenating in Queries • Concatenation – Combining contents of two or more fields – Operator • & – Example • Name [EmpFirst]& " " & [EmpLast] 60
- 61. Succeeding in Business with Microsoft Access 2013 Level 2 Summary • Use queries to select from more than one table • Join types – Inner – Right outer – Left outer • Calculated field types – Predefined – Custom 61
- 62. Succeeding in Business with Microsoft Access 2013 Level 3 Objectives: Exploring Advanced Queries and Queries Written in Structured Query Language • Calculate and restructure data to improve analysis • Examine and create advanced types of queries • Make decisions in a query using the immediate IF (IIF) function • Develop queries using SQL 62
- 63. Succeeding in Business with Microsoft Access 2013 Analyzing Query Calculations • More advanced queries – Crosstab query • Most useful for preparing data for further analysis – Action queries • Change or move many records in one operation – Four types of action queries: • Append, update, delete, and make-table 63
- 64. Succeeding in Business with Microsoft Access 2013 Analyzing Query Calculations (cont’d.) • Crosstab queries – Special type of totals query – Perform aggregate function calculations on values of one database field – Determine exactly how summary data appears in results – Calculate and restructure data • Analyze it more easily – Work especially well with time-series data 64
- 65. Succeeding in Business with Microsoft Access 2013 Creating a Crosstab Query • To create: – Use Design View • Start with select query that includes numeric values or summary calculations – Use the Crosstab Query Wizard • Guides you through the steps • Shows samples of how the crosstab results will look 65
- 66. Succeeding in Business with Microsoft Access 2013 66
- 67. Succeeding in Business with Microsoft Access 2013 Modifying Data Using Queries • Action queries – Modify data in table – Add records to or delete records from table – Create new table • Backup data before using action query 67
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- 70. Succeeding in Business with Microsoft Access 2013 Archiving Data with Make-table Queries • Make-table query – Creates table from some or all of the fields and records in existing table or query – Access does not delete selected fields and records from existing table 70
- 71. Succeeding in Business with Microsoft Access 2013 Adding Records to Tables with Append Queries • Append query – Select records from one or more tables by setting criteria – Add those records to end of another table – Selected records also remain in original tables – Table to which records added must already exist – Can bring data from another source into database 71
- 72. Succeeding in Business with Microsoft Access 2013 Removing Records from Tables with Delete Queries • Delete query – Removes information from table – Based on specified criteria – All records meeting criteria permanently removed • Create select query first – Convert to delete query • Cascading deletes 72
- 73. Succeeding in Business with Microsoft Access 2013 Updating Data with an Update Query • Update query – Changes values of data in one or more existing tables – Create select query first • Change type to update query 73
- 74. Succeeding in Business with Microsoft Access 2013 Making Decisions in Queries • IF statement – Tests condition – Takes one action if condition true – Takes another action if condition false • IIF function – Make IF decision – Format • IIF(condition to test, what to do if true, what to do if false) 74
- 75. Succeeding in Business with Microsoft Access 2013 Customizing Queries Using Structured Query Language • Access designed as database management system (DBMS) for: – Small businesses – Or departments within large businesses • Structured query language – Common query language of most DBMSs – Use to query/update/manage relational databases • Create query in Design View – Access translates entries and criteria into SQL statements 75
- 76. Succeeding in Business with Microsoft Access 2013 Customizing Queries Using Structured Query Language (cont’d.) • View statements by switching from Design view to SQL view • SELECT statement defines: – What data query should retrieve from database – How it should present data 76
- 77. Succeeding in Business with Microsoft Access 2013 Exploring the Components of an SQL Query • Keywords – Use to construct SQL statements • Most developers place each statement on separate line – To make SQL code easy to read 77
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- 79. Succeeding in Business with Microsoft Access 2013 Creating a Union Query Using SQL • Union query – Combine, or unite, the results from two or more select queries 79
- 80. Succeeding in Business with Microsoft Access 2013 Level 3 Summary • Crosstab and Action queries • IFF function • SQL – Use SQL view to edit SQL directly 80
- 81. Succeeding in Business with Microsoft Access 2013 Chapter Summary • Queries retrieve data from one or more tables – Action queries update data – Perform calculations – Make decisions using IIF function • SQL – Used to interact with relational databases – Use SQL view to view/edit SQL statements generated by Access 81