PRACTICAL IT SKILLS

MS ACCESS
AICT003-4-1-PITS and Version VD1

DATABASE (PART 2)

AICT003-4-1-Practical IT Skills Module Introduction

 Lecture Outline

• Review on previous lecture

• How to create queries in database?
– Examples?
• How to create reports in database?
– Examples?
• Lab Session 8 (Queries & Reports)

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 Learning Outcomes

• By the end of this lecture, YOU should be able to :

– Demonstrate Query Wizard and Query Design features
– Demonstrate Report Wizard features

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 Key Terms you must be able to use

• If you have mastered this topic, you should be able to use the following terms
correctly in your assignments:
– Query Wizard
– Query Design View
• query window
• run query
• design grid
• criteria
• wildcard
• comparison operator
• sorting data
• joining tables
• calculated fields
• calculate statistics
• report wizard
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 Introduction to query

• An Access query
– If you want to see just a portion of the data in a table you
can create a query.
– A query is a question you ask about the data stored in a
database table.
– Query means to ask a question.
– Access responds by displaying the data according to your
question.
• For example, if you ask to see all the customers from
New York, the response would be to display only the
records whose state field matches with NY

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 Introduction to query (continue…)

• You can create a query that will display only selected

fields from a table instead of displaying all fields.
• If you want to select all the fields except one, you
can move them all to the selected fields list and then
remove the one field you don't want.
• You can open an existing query by clicking Queries
on the Objects bar and then selecting the query you
want to open
• When you run and get the results of your query, you
can reorganize the data by sorting the datasheet in
either ascending or descending order

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 Querying a Database

• Query Wizard
• Query Design Feature
• Query Criteria

A query allows you to select and filter data from

multiple tables.  Queries can be saved and
utilized as often as you need them.

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 Query Wizard
• The Query Wizard walks you through the
steps to set up a query.  To run a query
using the query wizard:
• Click the Create tab
• Click the Query Wizard button
• Choose the type of query you wish to run
• Click OK
• Choose the fields you wish to include from each table
• To select fields from different tables, click the
Tables/Queries down arrow  Click Next

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 Query Design Feature

• Click the Query Design Button on the

Create tab  Select the tables  Add
• Double click the name of the field you
would like to query
• Repeat this process for as many fields as
you would like in the query  
• Click Run

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AICT003-4-1-Practical IT Skills Module Introduction Slide 12 of 34
 Query Criteria
Query criteria are search conditions used in
a query to retrieve specific data. Query
criteria can be set to be a specific number
or data set, or to be a range of data.

To specify search criteria:

Click the query that you
wish to add conditions
Type in the appropriate
query criteria in the
Criteria Box
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 “value” Will only display items that are that exact value
(replace the word value with what you want to
search by)

= Is equal to
<  Less than
<= Less than or equal to
>  Greater than
>= Greater than or equal to
<>  Not equal to
Between  X  Within a range (replace X & Y with values)
And Y
Is Null Null values
And True only if both conditions exist
Or True if either condition exists
Not True if the single instance is not true

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 Establishing Query Criteria
Criteria Returns Field Value
“Smith” matching Smith
“Smith” or “Larson” matching either Smith or Larson
Not “Smith” that is not Smith
“S*” that begins with S and ends in anything
“*s” that begins with anything and ends in s
“[A-D]*” that begins with A through D and ends
in anything
#01/01/2005# matching the date 01/01/2005
<#04/01/2005# less than (before) 04/01/2005
>#04/01/2005# greater than (after) 04/01/2005

Access will automatically insert “ and #

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Basic Queries

Using AND OR Operators

Both conditions of AND must be satisfied in order to produce a true
result.
The OR operation is true as long as one condition is true.

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Basic Queries

Using IIF Functions

Offers alternate action if neither condition is met

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 Multiple Table Queries

Creating a Calculated Field

Add a column with an expression

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 Advanced Queries

Creating a Parameter Query

Lets you add specific search criteria every time you run a query

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 Advanced Queries

Using Parameter Queries

Run query, enter criteria

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 Calculated Fields

• Expressions
• Zoom

A calculated field is a field that gets its

information from the calculations performed on
other fields.  You can build calculated fields in the
Query screen by using the addition (+),
subtraction (-), multiplication (*) and division (/)
operators. 
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 Expressions
Expressions is a combination of functions,
field names, numbers, text, and the operators
listed above. 
To build an expression to create a calculated field:
• Open an existing query or start a new query
• Click on the View Button  Design View
• In the Query Pane, right-click on the field where you would like
to create the calculation Click Build
• Choose the tables that you wish to build the calculation from
• Double-click the field that you want to include in the calculation
• Click the operator that you wish to include in the calculation
• Click the second field you wish to include in the calculation 
Click OK  Click Run

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 Zoom
• To view an entire expression at one time. 
To view the Zoom Dialog Box:
– In Design View, right click on the field you
want to display
– Click Zoom

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 Basic Queries

Sorting a Query
Sort & Filter section of the Home ribbon Header menu

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 Basic Queries

Filtering a Query
Sort & Filter section of the Home ribbon

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 Generating Reports

• Report Views
• Create a Report
• Report Wizard
• Custom Calculated Fields

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 Create a  Report

To create a blank report:

• Click the Blank Report button on the
Create tab
• Click the Add Existing Fields button
• From the field list, Click and drag the fields
to the report

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 Report Wizard
To create a report using the report wizard:
• On the Create tab, click the Report Wizard button
• Choose the Tables/Queries that you wish to have on the form
• Choose the fields you wish to have on the forms  Click Next
• Choose the sort order for your report
• Chose the layout for the form  Click Next
• Choose a style  Click Next
• Create a title for the form
• Choose whether you want to open
the form to view it or modify the
form’s design  Click Finish

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 Print a Report

To print a report:
– Select the report you wish to print
– Right-click on the Report Name
– Click Print Preview
– Choose the appropriate layout, margins, and
paper size in the Page Layout group
– Click Print  Click OK

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 Quick Review Questions

• How to create queries?

• How to create reports?

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 Summary of Main Teaching Points

• Understand Queries in MS Access

• How to apply queries wizard, query design in database

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 Question and Answer Session

Q&A

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 Next Session
• Lab Session 8:
• How to create queries? (using query design,
choose the right table/s and provide criteria
or/and formula using builder)
• How to create reports? (include: company logo,
background color, etc.)
• Assignment Progress

• Lecture 9: Database (Part 3)

• Refer to Lab Session and Hand-Out materials

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