Gl13 m7-c3-presentation
Download as PPTX, PDF0 likes1,526 views
This document discusses working with queries and reports in Microsoft Access 2013. It provides steps for using the Query Wizard to create a simple query, designing a query in Layout view with criteria from multiple fields and tables, creating a report from a query with grouping and sorting, and previewing the report in Print Preview. Key skills covered include using the Query Wizard, designing queries, adding tables to a query, sorting and filtering query results, creating and formatting reports, and changing report properties.
Gl13 m7-c3-presentation
- 1. MODULE 7 SKILLS Microsoft Access 2013 Working with Databases Creating Forms and Tables Working with Queries and Reports © Paradigm Publishing, Inc. 1
- 2. SKILLS© Paradigm Publishing, Inc. 2 Working with Queries and Reports
- 3. SKILLS Working with Queries and Reports © Paradigm Publishing, Inc. 3 A query asks a question of the database, such as “How many members of The Chocolate Museum paid their annual fee?” or “How many members of The Chocolate Museum live in Boston?” A query shows only the data that you want to view at any given time You can use the information in a table or in a query to create a professional-looking report
- 4. SKILLS Skills You Learn 1. Use the Query Wizard 2. Create a query in Design view 3. Use more than one table in a query 4. Create a report 5. Preview a report © Paradigm Publishing, Inc. 4
- 5. SKILLS Skill 1 Steps: Use the Query Wizard 1. Click the CREATE tab 2. Click the Query Wizard button in the Queries group 3. In the New Query dialog box, click Simple Query Wizard and then click OK 4. Click LastName in the Available Fields list box 5. Click the single right arrow button (>) to add the field to the query 6. Click Zip in the Available Fields list box 7. Click the single right arrow button (>) © Paradigm Publishing, Inc. 5
- 6. SKILLS Skill 1 Steps…continued 8. Click Next 9. Select the text in the What title do you want for your query? text box and then type Member Last Name and Zip 10. Make sure the Open the query to view information option is selected 11. Click Finish to direct the query to run and to display the results © Paradigm Publishing, Inc. 6
- 7. SKILLS Skill 1 Visual: Use the Query Wizard © Paradigm Publishing, Inc. 7 Click LastName in the Available Fields list box and then click the single right arrow button (>) to add the field to the query.
- 8. SKILLS© Paradigm Publishing, Inc. 8 Deciding Whether to Query or to Filter When you create a query, Access saves the query as an object in the database Because the query is saved, you can run it again at a later time without having to re-create the query In contrast, filtering displays the results temporarily Filtering is useful when you need to see a subset of data in datasheet format, and you only need to see that subset once
- 9. CHECKPOINT QUESTION SKILLS© Paradigm Publishing, Inc. 9 Which asks a question of the database? a. table b. form c. query d. report 1
- 10. SKILLS Skill 2 Steps: Create a Query in Design View 1. Click the CREATE tab 2. Click the Query Design button in the Queries group 3. Click Member Data in the list box on the Tables tab of the Show Table dialog box 4. Click Add 5. Click the Close button to close the Show Table dialog box © Paradigm Publishing, Inc. 10
- 11. SKILLS Skill 2 Steps…continued 6. Double-click the LastName, FirstName, and Zip fields, in that order, in the Member Data table field list box 7. Click the Sort cell for the LastName field in the query design grid 8. Click the down-pointing arrow that appears and then click Ascending at the drop-down list 9. Click in the Criteria cell for the Zip field in the query design grid and type 02114 © Paradigm Publishing, Inc. 11
- 12. SKILLS Skill 2 Steps…continued 10. Click the Run button in the Results group on the QUERY TOOLS DESIGN tab 11. Click the Save button on the Quick Access toolbar 12. Type a query name in the Query Name text box in the Save As dialog box 13. Click OK to finish saving the query © Paradigm Publishing, Inc. 12
- 13. SKILLS Skill 2 Visual: Create a Query in Design View © Paradigm Publishing, Inc. 13 Click the Run button in the Results group on the QUERY TOOLS DESIGN tab to display the query results in a datasheet. Double-click the fields you want to display in your query, in the order you want them to appear, in the Member Data table field list box.
- 14. SKILLS© Paradigm Publishing, Inc. 14 Specifying Criteria You can create a query with criteria from more than one field You can use wildcards to represent any combination of letters, numbers, and special symbols For example, to find all members of The Chocolate Museum whose last names start with S and who also live in Boston, type Boston in the Criteria row of the City field and then type S* in the Criteria row of the LastName field
- 15. CHECKPOINT QUESTION SKILLS© Paradigm Publishing, Inc. 15 When you create a query in Design view, you use the _____ to create the query. a. Query Wizard dialog boxes b. query design grid c. layout design grid d. Print Preview window 2
- 16. SKILLS Skill 3 Steps: Use More Than One Table in a Query 1. Click the CREATE tab 2. Click the Query Design button in the Queries group 3. Make sure that Member Data is selected in the list box on the Tables tab of the Show Table dialog box and then click Add 4. Click Membership Fee and Donations on the Tables tab in the Show Table dialog box and then click Add © Paradigm Publishing, Inc. 16
- 17. SKILLS Skill 3 Steps…continued 5. Click Close to close the Show Table dialog box 6. Double-click ID, LastName, and FirstName, in that order, in the Member Data table field list box 7. Double-click Donations in the Membership Fee and Donations table field list box 8. Click in the Sort cell for the Donations field in the query design grid 9. Click the down-pointing arrow that appears and then click Ascending in the drop-down list © Paradigm Publishing, Inc. 17
- 18. SKILLS Skill 3 Steps…continued 10. Click in the Criteria cell for the Donations field and then type >500 11. Click the Run button in the Results group on the QUERY TOOLS DESIGN tab 12. Click the Save button on the Quick Access toolbar 13. In the Save As dialog box, select the text in the Query Name text box and then type Donations > $500 14. Click OK © Paradigm Publishing, Inc. 18
- 19. SKILLS Skill 3 Visual: Use More Than One Table in a Query © Paradigm Publishing, Inc. 19 Double-click the fields in the table field list box for each table.
- 20. SKILLS© Paradigm Publishing, Inc. 20 Creating Table Relationships You can define a relationship by clicking the Relationships button in the Relationships group on the DATABASE TOOLS tab and then dragging a common data field from one table to another table To view existing table relationships, click the Relationships button and then click the All Relationships button
- 21. CHECKPOINT QUESTION SKILLS© Paradigm Publishing, Inc. 21 To find all records where the Amount field was less than $1000, enter _____ in the Criteria cell for the Amount field. a. 1000 b. >1000 c. <1000 d. <>1000 3
- 22. SKILLS Skill 4 Steps: Create a Report 1. Click Donations > $500 in the Queries group in the Navigation pane 2. Click the CREATE tab 3. Click the Report button in the Reports group to display the report in Layout view 4. Click the Themes button in the Themes group on the REPORT LAYOUT TOOLS DESIGN tab 5. Click Integral (the third theme in the first row in the Office section) to apply the Integral theme to the report © Paradigm Publishing, Inc. 22
- 23. SKILLS Skill 4 Steps…continued 6. Click the Group & Sort button in the Grouping & Totals group to display the Group, Sort, and Total pane 7. Click the Add a sort button 8. Select the Donations option to sort the report by the Donations column 9. Click the Donations Total cell © Paradigm Publishing, Inc. 23
- 24. SKILLS Skill 4 Steps…continued 10. Hover the mouse pointer over the border of the cell until the pointer becomes a left-and-right- pointing arrow with a vertical line in the middle and then double-click the cell border to AutoFit the cell 11. Click the Add a group button 12. Click Donations to group the report by donation amount 13. Click the Save button on the Quick Access toolbar 14. Click OK © Paradigm Publishing, Inc. 24
- 25. SKILLS Skill 4 Visual: Create a Report © Paradigm Publishing, Inc. 25 Click the Themes button in the Themes group on the REPORT LAYOUT TOOLS DESIGN tab to open the Themes gallery.
- 26. SKILLS© Paradigm Publishing, Inc. 26 Formatting a Report The REPORT LAYOUT TOOLS DESIGN tab contains options for formatting a report The REPORT LAYOUT TOOLS FORMAT tab also contains options for formatting a report The REPORT LAYOUT TOOLS ARRANGE tab contains options for inserting rows and columns and altering the layout of the report The REPORT LAYOUT TOOLS PAGE SETUP tab contains options for formatting the page size and the page layout
- 27. CHECKPOINT QUESTION SKILLS© Paradigm Publishing, Inc. 27 Use the _____ button to create a report with grouped data. a. XPS or PDF b. Query c. Theme d. Group & Sort 4
- 28. SKILLS Skill 5 Steps: Preview a Report 1. Double-click Donations > $500 in the Reports group in the Navigation pane 2. Click the View button arrow in the Views group on the HOME tab 3. Click Print Preview at the drop-down list 4. Click the Landscape button in the Page Layout group on the PRINT PREVIEW tab to change the print orientation to landscape 5. Click the Print button 6. Click OK © Paradigm Publishing, Inc. 28
- 29. SKILLS Skill 5 Visual: Preview a Report © Paradigm Publishing, Inc. 29 Click the Landscape button in the Page Layout group on the PRINT PREVIEW tab to change the print orientation to landscape.
- 30. SKILLS© Paradigm Publishing, Inc. 30 Saving a Report as a PDF File You can save an Access report as a PDF A PDF allows anybody to use a free reader program to view the report with its formatting intact Follow these steps to save a report as a PDF file: 1. click the PDF or XPS button in the Data group on the PRINT PREVIEW tab 2. click the Publish button in the Publish as PDF or XPS dialog box
- 31. CHECKPOINT QUESTION SKILLS© Paradigm Publishing, Inc. 31 Which button changes the print orientation from the default setting of portrait orientation? a. Group & Sort b. Themes c. Landscape d. Print 5
- 32. SKILLS Tasks Summary: 1 of 2 © Paradigm Publishing, Inc. 32
- 33. SKILLS Tasks Summary: 2 of 2 © Paradigm Publishing, Inc. 33
Editor's Notes
- #2: In Module 7, you learn about Microsoft Access 2013. Chapter 1 covers working with Access databases. Chapter 2 deals with creating forms and tables. In Chapter 3, you will work with queries and reports.
- #3: You create two queries in this chapter. One query displays only certain fields from the Member Data table. Another query finds all members of The Chocolate Museum who have donated more than $500 to the Museum. You then use the second query, focused on Museum members donating over $500, to create a report that is sorted and grouped. Lastly, you preview and then print the report.
- #4: A database may contain hundreds of records that are divided among many related tables. An easy way to find the information you are looking for is to create and run a query. You can look at a limited number of fields from a single table or select fields from multiple tables to view that data together. You can even sort or filter the query results to display only a subset of the results data, arranged in the order you prefer. You can distribute the report in printed or electronic form. When preparing a report, you have several options. You might sort or group the report or format it by changing the font or by applying a theme.
- #5: In this chapter, you learn how to create queries to find the information you are looking for within an Access database. You also learn how to create, preview, and print a report. Navigation Tip: In Slide Show view, click an underlined skill on this slide to navigate directly to the related slide. At any time in Slide Show view, you may navigate to the beginning of this presentation by clicking the left-most button at the bottom center of the slide. To navigate to the previous slide in this presentation, click the second button from the left. Click the SKILLS button to return to this slide. Click the button to the right of the SKILLS button to navigate to the next slide in this presentation, and click the right-most button to navigate to the end of this presentation.
- #6: Once you have entered information into a database, you can query the database to find records that meet certain criteria. A query pulls, or extracts, data from one or more tables. In this skill, you use the Query Wizard to create a simple query, which displays data from fields that you pick. The simple query you create in this skill displays the LastName and Zip fields from the Member Data table. Another Way: Double-click the field name LastName.
- #7: The new query now appears in the Queries list in the Navigation pane.
- #8: The illustration in this slide displays the LastName field selected in the Available Fields list box of the Simple Query Wizard dialog box. If you need to select all available fields, click the double right arrow button (>>). If you accidentally select a field you do not want, click the field name in the Selected Fields list box and then click the single left arrow button (<) to deselect the field.
- #9: There are important differences between running a query and simply filtering data. Another advantage of running a query is that you can easily create a report from a query, giving you the option of presenting the query results in a professional format. An example of when filtering is useful is if you need the address of The Chocolate Museum member Cara Brown, you can filter the LastName column to display all members with the last name Brown and locate this information quickly.
- #10: Navigation Tip: In Slide Show view, read the Checkpoint question and determine which answer is the correct answer. Click anywhere on the slide, and the correct answer will display in green with a green check mark beside it.
- #11: In the previous skill, you learned to create a query using the Query Wizard. You can also create a query in Design view by using the query design grid. When you create a query in Design view, you have more options and more control than you do with the Query Wizard. In this skill, you create a query to find all the members who live in a specific zip code. You then sort the query by last name.
- #12: Double-click carefully, choosing only those fields that you need for the query. You may need to scroll to see all of the fields. The fields are added to the query design grid at the bottom of the window.
- #13: When you click the Run button, the query results in a datasheet. Another Way: You can also run the query by clicking the View button. When you click the View button, you switch from Design view to Datasheet view and the query results display. The new query now appears in the Queries group in the Navigation pane.
- #14: The illustration in this slide displays how to create and run a query in Design view.
- #15: In this skill, you specified the query criteria by typing in the Criteria cell of the Zip field. The * is a wildcard character.
- #16: Navigation Tip: In Slide Show view, read the Checkpoint question and determine which answer is the correct answer. Click anywhere on the slide, and the correct answer will display in green with a green check mark beside it.
- #17: Tables in a database can be related through a common column of data. For example, the Member Data table and the Membership Fee and Donations table are related through the ID column. The field in this column assigns a unique number to each Museum member. Such database design features are helpful because the tables do not need to contain a lot of duplicate data and, as a result, the database operates more efficiently. When Access tables are related, you can pull data from more than one table to create a query.
- #18: Double-click carefully, choosing only those fields specifically needed for the query.
- #19: In addition to > (greater than), you can use other relational operators including > = (greater than or equal to), < (less than), < = (less than or equal to), = (equal to), and < > (not equal to) as search criteria.
- #20: The illustration in this slide displays how to use more than one table in a query. A join line appears between the ID fields. (Joins are to queries what relationships are to tables: an indication of how data in two sources can be combined based on data values they have in common.)
- #21: Most Access databases contain multiple tables that share data. An effective database designer avoids data redundancy (the duplication of data) by creating relationships between tables for the data fields that they share.
- #22: Navigation Tip: In Slide Show view, read the Checkpoint question and determine which answer is the correct answer. Click anywhere on the slide, and the correct answer will display in green with a green check mark beside it.
- #23: Reports present Access data in an attractive, easy-to-print format. A report is based on multiple, related tables or queries. When you create a report, Access links the report to the objects (query and/or tables) you used to create that report. Because the report is linked, it always displays current data. You can create a report in several ways. In this skill, you use the Report button to create a report based on the Donations > $500 query. At the end of Step 3, REPORT LAYOUT TOOLS DESIGN tab is the active tab.
- #24: Clicking the Donations Total cell makes it active.
- #25: Clicking OK accepts the Donations > $500 report name.
- #26: When you use the Report button to create a report, the report is displayed in Layout view, where you can then format it. The Themes gallery offers a variety formatting options, as illustrated in this slide.
- #27: REPORT LAYOUT TOOLS DESIGN tab: For example, you can click the Logo button in the Header/Footer group to add a business logo to the report. You can also modify the title and the date and time that are displayed by default in the report. Double-click the title to modify it or click the Date and Time button in the Header/Footer group to display the date and time format options. REPORT LAYOUT TOOLS FORMAT tab: You can click a cell in the report and then change options, such as the font, font size, text color, or fill color. You can also add a background image to the report.
- #28: Navigation Tip: In Slide Show view, read the Checkpoint question and determine which answer is the correct answer. Click anywhere on the slide, and the correct answer will display in green with a green check mark beside it.
- #29: Before printing a report, it is good practice to use the Print Preview feature to view what the printed copy will look like and adjust the print settings, if necessary. The PRINT PREVIEW tab in Access contains print and page layout options as well as options for exporting the report to another format, such as PDF. When you preview the report, make sure to check the presentation of the data and the page setup. Another Way: Right-click a report object in the Navigation Pane and then select Print Preview. Click OK if your instructor asks you to print the report. If not, click Cancel.
- #30: The illustration in this slide displays a report using the Print Preview feature.
- #31: A PDF looks the same on any computer.
- #32: Navigation Tip: In Slide Show view, read the Checkpoint question and determine which answer is the correct answer. Click anywhere on the slide, and the correct answer will display in green with a green check mark beside it.
- #33: The table in this slide, which continues on the next slide, lists the tasks covered in this chapter.
- #34: The table in this slide, which continues from the previous slide, lists the tasks covered in this chapter.