Access Tutorial 3

Maintaining and Querying a Database

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Objectives
Find, modify, and delete records in a table Learn how to use the Query window in Design view Create, run, and save queries Update data using a query datasheet Create a query based on multiple tables Sort data in a query Filter data in a query
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Objectives

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Specify an exact match condition in a query Change the font size and alternating row color in a datasheet Use a comparison operator in a query to match a range of values Use the And and Or logical operators in queries Create and format a calculated field in a query Perform calculations in a query using aggregate functions and record group calculations Change the display of database objects in the Navigation Pane
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Updating a Database

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Updating, or maintaining, a database is the process of adding, modifying, and deleting records in database tables to keep them current and accurate
Navigation mode Editing mode

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Finding Data in a Table

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The Find command allows you to search a table or query datasheet, or a form, to locate a specific field value or part of a field value

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Deleting a Record

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With the table in Datasheet view, click the row selector for the record you want to delete In the Records group on the Home tab, click the Delete button (or right-click the row selector for the record, and then click Delete Record on the shortcut menu) In the dialog box asking you to confirm the deletion, click the Yes button

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Deleting a Record

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Introduction to Queries
Access provides powerful query capabilities that allow you to do the following:
Display selected fields and records from a table Sort records Perform calculations Generate data for forms, reports, and other queries Update data in the tables in a database Find and display data from two or more tables

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A Query Wizard prompts you for information by asking a series of questions and then creates the appropriate query based on your answers

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Query Wizard

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When you use query by example (QBE), you give Access an example of the information you are requesting Click the Create tab on the Ribbon In the Other group on the Create tab, click the Query Design button

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Query Wizard

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Creating and Running a Query

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Updating Data Using a Query

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You can update the data in a table using a query datasheet After updating the query, close the table

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Creating a Multitable Query

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A multitable query is a query based on more than one table If you want to create a query that retrieves data from multiple tables, the tables must have a common field

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Sorting Data in a Query

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Sorting is the process of rearranging records in a specified order or sequence To sort records, you must select the sort field, which is the field used to determine the order of records in the datasheet

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Using AutoFilter to Sort Data

The AutoFilter feature enables you to quickly sort and display field values in various ways Clicking the arrow in a column heading displays the AutoFilter menu

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Sorting a Query Datasheet

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In the query datasheet, click the arrow on the column heading for the field you want to sort In the menu that opens, click Sort A to Z for an ascending sort, or click Sort Z to A for a descending sort or In the query datasheet, select the column or adjacent columns on which you want to sort In the Sort & Filter group on the Home tab, click the Ascending button or the Descending button or In Design view, position the fields serving as sort fields from left to right Click the right side of the Sort text box for the field you want to sort, and then click Ascending or Descending for the sort order
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Sorting a Query Datasheet

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Using Filter By Selection

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A filter is a set of restrictions you place on the records in an open datasheet or form to temporarily isolate a subset of the records In the datasheet or form, select part of the field value that will be the basis for the filter; or, if the filter will be based on the entire field value, click anywhere within the field value In the Sort & Filter group on the Home tab, click the Selection button, and then click the type of filter you want to apply
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Using Filter By Selection

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Defining Record Selection Criteria for Queries

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Just as you can display selected fields from a database in a query datasheet, you can display selected records To tell Access which records you want to select, you must specify a condition as part of the query A comparison operator asks Access to compare the value in a database field to the condition value and to select all the records for which the relationship is true
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Defining Record Selection Criteria for Queries

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Specifying an Exact Match

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With an exact match, the value in the specified field must match the condition exactly in order for the record to be included in the query results

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Changing a Datasheets Appearance

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You can change the characteristics of a datasheet, including the font type and size of text in the datasheet, to improve its appearance or readability By default, the rows in a datasheet are displayed with alternating background colors of white and light gray

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Changing a Datasheets Appearance

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Using a Comparison Operator to Match a Range of Values

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Defining Multiple Selection Criteria for Queries

Multiple conditions require you to use logical operators to combine two or more conditions
Use the And logical operator when you want a record selected only if two or more conditions are met Use the Or logical operator when you place conditions in different Criteria rows

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Defining Multiple Selection Criteria for Queries

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Creating a Calculated Field

In addition to using queries to retrieve, sort, and filter data in a database, you can use a query to perform calculations

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Expression Builder is an Access tool that makes it easy for you to create an expression

Open the query in Design view In the design grid, position the insertion point in the Field text box of the field for which you want to create an expression In the Query Setup group on the Query Tools Design tab, click the Builder button Use the expression elements and common operators to build the expression, or type the expression directly Click the OK button

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Creating a Calculated Field

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Formatting a Calculated Field

You can specify a particular format for a calculated field, just as you can for any field, by modifying its properties

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Using Aggregate Functions

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Aggregate functions perform arithmetic operations on selected records in a database If you want to quickly perform a calculation using an aggregate function in a table or query datasheet, you can use the Totals button on the Home tab

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Using Aggregate Functions

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Creating Queries with Aggregate Functions

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Aggregate functions operate on the records that meet a querys selection criteria

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Using Record Group Calculations

The Group By operator divides the selected records into groups based on the values in the specified field

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Working with the Navigation Pane

The Navigation Pane divides database objects into categories, and each category contains groups
Tables and Related Views All Tables

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