Microsoft

Access
Create queries for a new
database
Lecture 4

Dr. Huynh Tan Quoc

Business Computing Skills - BA120IU 1-1

Topics
1: Database Essentials
2: Creating Database Tables
3: Working with Table and Database Records
4: Modifying Tables and Fields
5: Creating Forms
6: Creating Reports
7: Creating Queries
8: Using Controls in Reports and Forms
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Course goals

• Use the Query Designer to create a select query that returns

data from a single table.
• Create a select query that asks you to enter parameters and
then returns results that match those parameters.
• Use a formula in a query to calculate a sum.
• Use the Query Wizard to create a select query that returns data
from two tables.
• Use an expression to concatenate fields.

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CREATE QUERIES FOR A NEW DATABASE
Get answers from your data
Your new asset-tracking database is

coming along. You have tables,

relationships, and data, so the next

step is to build some queries. They’ll

help you answer important questions,

and they’ll make it easier to create

The building blocks of a select query.
forms and reports.

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CREATE QUERIES FOR A NEW DATABASE
Get answers from your data
Specifically, you’ll create select
queries. They’re components that
retrieve and process your data and
display the results in a datasheet.

For example, if you want to know

who to call when a computer needs
The building blocks of a select query.
repair, you create a query that
extracts the relevant names and
phone numbers.

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CREATE QUERIES FOR A NEW DATABASE
Get answers from your data

That’s what the picture shows. The

query takes asset data from the first
table, the names of technicians from
the second table, and displays the
result in a way that you can consume.

The building blocks of a select query. Let’s start by looking at the parts of a
query.

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CREATE QUERIES FOR A NEW DATABASE
The basics of creating select queries

Access provides two primary ways to

create select queries — the Query
Designer and the Query Wizard.
Regardless of the tool you use, you
follow some common steps when
you create a select query.
The basic process for creating a query.

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CREATE QUERIES FOR A NEW DATABASE
The basics of creating select queries
Start by choosing a record source
for the query. A record source can
be one or more tables, one or more
queries, or a combination of the
two. The picture shows a table
open in the Query Designer.

The basic process for creating a query.
From the record source, select the
fields that you want to see in the
query. The picture shows fields in
the Query Designer, but you do the
same thing in the Query Wizard. 1-8
CREATE QUERIES FOR A NEW DATABASE
Add any sorting, filtering, or other
The basics of creating select queries
selection criteria to your queries.
For example, if you use the criteria
shown in the picture, the query will
only return data for assets purchased
after May First of 2010. You can also
use criteria that make a query ask
you for input before it runs; you’ll see
that later in this course.

The basic process for creating a query.

After you finish adding fields and
any selection criteria, run your
query to see if it gives you the
correct results.
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CREATE QUERIES FOR A NEW DATABASE
Ways to use query results
When you run a select query, Access
displays the results in a datasheet. The
result is called a record set, and you can
work with it in the same way that you
work with a datasheet.

For example, you can add or change

A query as the data source for a report.
data, and Access will write your
changes to the tables that serve as the
record sources for your query.

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CREATE QUERIES FOR A NEW DATABASE
Ways to use query results
You can also use your record sets to
provide data for forms, reports, and
even other queries. For example, if you
want a report on the computers that you
need to replace, you can create a query
that returns that data, and then quickly
build your report.

A query as the data source for a report.

The picture shows this. The query
returns only those records where an
asset has been marked for retirement.

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CREATE QUERIES FOR A NEW DATABASE
Ways to use query results
The final two courses in this series show
you how to create forms and reports that
use queries as data sources. For now,
remember that unlike tables, record sets
don’t physically exist in your database.
Instead, Access stores the query, and it only
displays a record set when you run the
query.
A query as the data source for a report.
So let’s build one. We’ll start with the
Query Designer.

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CREATE QUERIES FOR A NEW DATABASE
Query a single record source

The Query Designer gives you the most

control over a select query. It also makes
it easy to create a query that uses a single
table as a record source.

For example, this type of query makes it

easy to list your assets and their purchase
Using the Query Designer. dates.

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CREATE QUERIES FOR A NEW DATABASE
Query a single record source Here’s the process.

On the Create tab, in the Queries

group, click Query Design. The
designer starts and displays the Show
Table dialog box. On the ribbon, the
Design tab also appears.

In the dialog box, select your record

Using the Query Designer.
source. You can use a combination of
tables and queries, and the ones you
select appear in the upper section of
the designer. 1-14
CREATE QUERIES FOR A NEW DATABASE
Query a single record source
In your record source, double-click the
fields that you want to see in your
record set, or results. Your choices
appear in the bottom section of the
designer.

When you finish adding fields, go to

the Design tab, and in the Results
group, click Run.
Using the Query Designer.
Your record set appears
as a datasheet.

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CREATE QUERIES FOR A NEW DATABASE
Make a query ask for input

The type of query that you created in

the previous section can return a lot
of data. A common way to limit what
the query returns is to use a
parameter.

Put simply, parameters make the

Using criteria in a query.
query ask for input before it runs;
they are a type of filter that you build
into your query.

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CREATE QUERIES FOR A NEW DATABASE
Make a query ask for input
Here’s how to use parameters in your queries:

Open the query in Design view, and

in the Criteria row of the field you
want to filter, enter your parameter.
For example, you can use the criteria
shown in the picture.

When you run the query, that criteria

Using criteria in a query. asks you for a start date, then an end
date, and it returns only the records
that fall within the dates you specify.

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CREATE QUERIES FOR A NEW DATABASE
Use a formula in a query

Another common way to alter the

selection criteria in a query is to add a
function.

For example, if you want to know how

much your company spent on office
furniture last year, you can add an

Using a function in a query. aggregate function to the query and the

sum will appear in your results.

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CREATE QUERIES FOR A NEW DATABASE
Use a formula in a query
Open your query in Design view.

On the Design tab, in the

Show/Hide group, click Totals. The
Total row appears in the designer.
In the field where you want to use
the function, click the Total row and
select a function from the list.

When you run your query, the results

Using a function in a query.

include your calculation.

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CREATE QUERIES FOR A NEW DATABASE
Query multiple record sources
You can use multiple tables, or other
queries, as the record source for a new
query. In fact, you’ll query multiple record
sources far more than you will single
sources. Multi-source queries are how
you answer questions such as which
assets came from which suppliers.

Using the Query Wizard to build a multi-source query.

The Query Wizard is the easiest way to
get started building multi-source queries,
especially if you’re new to Access.

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CREATE QUERIES FOR A NEW DATABASE
Query multiple record sources
Using the Query Wizard to build a multi-source query.
On the Create tab, in the Queries
group, click Query Wizard.
Complete the wizard. As part of that
process, select the tables and fields
you want to use as your record
source, and…
Give your new query a descriptive
name, and remember to avoid using
spaces in the name.
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Suggestions for practice
1. Create a select query from a single table.
2. Make the query ask for your input (add a parameter).
3. Add a calculated field to a query.
4. Format the calculated field.
5. Create a query from multiple tables.
6. Concatenate fields with an expression.

Online practice (requires Access 2010)

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Test question 1
When you first create a query, you select which of the following? (Pick one
answer.)

1. A record source.
2. A system table.
3. A record set.

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Test question 1
When you first create a query, you select which of the
following?

Answer:
1. A record source.

The record source can be a combination of tables and

queries.

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Test question 2
Use criteria in a query when you need to do which of the following? (Pick one
answer.)

1. Ensure your data is properly formatted.

2. Add formulas to a table.
3. Sort, filter, or otherwise limit what the query returns.

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Test question 2
Use criteria in a query when you need to do which of the
following?

Answer:
3. Sort, filter, or otherwise limit what the query returns.

Criteria can be quite powerful, too. For example, you can

use criteria to find records for people who live in a given
city and have birthdays that fall between dates that you
specify.

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Test question 3
Before you can use multiple tables as a record source,
those tables must: (Pick one answer.)

1. Be open in Datasheet view.

2. Participate in a relationship.
3. Not serve as the record source for another query.

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Test question 3
Before you can use multiple tables as a record source,
those tables must:

Answer:
2. Participate in a relationship.

If the tables don’t participate in a relationship, the query

returns all the data in each table, and the results are almost
always meaningless.

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Test question 4
An expression is: (Pick one answer.)

1. A formula stored in one or more database tables.

2. A formula that just calculates dates.
3. An object that can perform calculations and other tasks such as data
validation.

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Test question 4
An expression is:

Answer:
3. An object that can perform calculations and other
tasks such as data validation.

This course has shown you a couple of ways to use

expressions. The Quick Reference Card that’s linked to at
the end points you to a lot more information about them.

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Test question 5
This course has taught you everything you need to know about queries. (Pick one
answer.)

1. True.
2. False.

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Test question 5
This course has taught you everything you need to know
about queries.

Answer:
2. False.

The Quick Reference Card, linked to on the next slide,

points to a lot more information. Grab it.

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Quick Reference Card
For a summary of the tasks covered in this course, view the Quick Reference
Card.

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 Using this template
See the notes pane or view the full notes page (View tab, Notes
Page) for detailed help on this template.

1-34
Example In class
 How many films with a rating of 5?
 How many films that are either Musicals or Comedies?
 How many films that have been directed by Gurinder
Chandha or George Lucas?
 How many films featuring the following actors:
 Arnold Schwarzenegger
 Tom Cruise
 How many science Fiction films made:
 Before 1990
 Between 1990 and 2000
 After 2000
 Films in the Star Wars series listed in the order they
were released
1-35
Example In class
 How many films with a rating of 5?
 How many films that are either Musicals or Comedies?
 How many films that have been directed by Gurinder
Chandha or George Lucas?
 How many films featuring the following actors:
 Arnold Schwarzenegger
 Tom Cruise and Helen Hunt
 How many science Fiction films made:
 Before 1990
 Between 1990 and 2000
 After 2000
 Films in the Star Wars series listed in the order they
were released
1-36