tutorial 3 maintaining and querying a...
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Microsoft Access 2013® ®
Tutorial3Maintainingand
QueryingaDatabase
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XPXPXPObjectives• Session3.1– Find,modify,anddeleterecordsinatable– Hideandunhidefieldsinadatasheet–WorkintheQuerywindowinDesignview– Create,run,andsavequeries– Updatedatausingaquerydatasheet– Createaquerybasedonmultipletables– Sortdatainaquery– Filterdatainaquery
NewPerspectivesonMicrosoftAccess2013 2
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XPXPXPObjectives(Cont.)• Session3.2– Specifyanexactmatchconditioninaquery– Useacomparisonoperatorinaquerytomatcharangeofvalues
– UsetheAndandOrlogicaloperatorsinqueries– Changethefontsizeandalternaterowcolorinadatasheet– Createandformatacalculatedfieldinaquery– Performcalculationsinaqueryusingaggregatefunctionsandrecordgroupcalculations
– ChangethedisplayofdatabaseobjectsintheNavigationPane
NewPerspectivesonMicrosoftAccess2013 3
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XPXPXPMaintainingandQueryingaDatabase
• Case- ChathamCommunityHealthServicesUpdatingandRetrieving InformationAboutPatients,Visits, andInvoices
– Userwantstomakesureshehasup- to-datecontactinformation
– Theofficestaffalsomustmonitorbillingactivitytoensurethatinvoicesarepaidontimeandinfull
– Developnewstrategiesforpromotingservicesprovidedbytheclinic
– Analyzeotheraspectsofthebusinessrelatedtopatientvisitsandfinances
NewPerspectivesonMicrosoftAccess2013 4
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XPXPXPMaintainingandQueryingaDatabase(Cont.)
NewPerspectivesonMicrosoftAccess2013 5
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XPXPXPMaintainingandQueryingaDatabase(Cont.)
NewPerspectivesonMicrosoftAccess2013 6
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XPXPXPUpdatingaDatabase• Updating,ormaintaining,adatabaseistheprocessof
adding,modifying,anddeletingrecordsindatabasetablestokeepthemcurrentandaccurate
• ModifyingRecords– Tomakeminorchanges,orselect thefieldvaluetoreplace itentirely
• TheF2keyisatogglethatyouusetoswitchbetween navigationmodeandeditingmode
– Innavigation mode,Access selects anentire fieldvalue. Ifyoutypewhileyouareinnavigationmode,yourtypedentryreplaces thehighlighted fieldvalue
– Ineditingmode,youcaninsertordeletecharacters inafieldvaluebasedonthelocationoftheinsertion point
NewPerspectivesonMicrosoftAccess2013 7
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XPXPXPUpdatingaDatabase(Cont.)
NewPerspectivesonMicrosoftAccess2013 8
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XPXPXPUpdatingaDatabase(Cont.)• HidingandUnhidingFields– WhenyouareviewingatableorquerydatasheetinDatasheetview,youmightwanttotemporarilyremovecertainfieldsfromthedisplayeddatasheet,makingiteasiertofocusonthedatayou’reinterestedinviewing
– TheHideFieldscommandremovesthedisplayofoneormorefields• Canbeespeciallyusefulinatablewithmanyfields
– TheUnhideFieldscommandredisplaysanyhiddenfields
NewPerspectivesonMicrosoftAccess2013 9
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XPXPXPUpdatingaDatabase(Cont.)• FindingDatainaTable– Accessprovidesoptionsyoucanusetolocatespecificfieldvaluesinatable• TheFindcommandsearchesatableorquerydatasheet,oraform,tolocateaspecificfieldvalueorpartofafieldvalue
NewPerspectivesonMicrosoftAccess2013 10
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XPXPXPUpdatingaDatabase(Cont.)• DeletingRecords– Todeletearecord,youneedtoselecttherecordinDatasheetview,andthendeleteitusingtheDeletebuttonintheRecordsgroupontheHOMEtabortheDeleteRecordoptionontheshortcutmenu
NewPerspectivesonMicrosoftAccess2013 11
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XPXPXPIntroductiontoQueries• Accessprovidespowerfulquerycapabilitiesthatallowyoutodothefollowing:– Displayselected fieldsandrecords fromatable– Sortrecords– Performcalculations– Generate datafor forms, reports,andotherqueries– Updatedatainthetables inadatabase– Findanddisplaydatafromtwoormore tables
• Theanswertoaselectqueryisreturnedintheformofadatasheet– Theresultofaqueryisalsoreferred toasarecordset because the
queryproducesasetofrecords thatanswersyourquestion
NewPerspectivesonMicrosoftAccess2013 12
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XPXPXPIntroductiontoQueries(Cont.)
NewPerspectivesonMicrosoftAccess2013 13
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XPXPXPCreatingandRunningaQuery
NewPerspectivesonMicrosoftAccess2013 14
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XPXPXPCreatingandRunningaQuery(Cont.)
NewPerspectivesonMicrosoftAccess2013 15
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XPXPXPUpdatingDataUsingaQuery
NewPerspectivesonMicrosoftAccess2013 16
• Aquerydatasheetistemporaryanditscontentsarebasedonthecriteriainthequerydesigngrid• Youcanstillupdatethedatainatableusingaquerydatasheet
• Insteadofmakingthechangesinthetabledatasheet,youcanmaketheminthePatientEmailquerydatasheetbecausethequeryisbasedonthePatienttable
• TheunderlyingPatienttablewillbeupdatedwiththechangesyoumake
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XPXPXPCreatingaMultitableQuery
NewPerspectivesonMicrosoftAccess2013 17
• Amultitablequeryisaquerybasedonmorethanonetable
• Ifyouwanttocreateaquerythatretrievesdatafrommultipletables,thetablesmusthaveacommonfield
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XPXPXP
• Sortingistheprocessofrearrangingrecordsinaspecifiedorderorsequence– Sometimesyoumightneed tosortdatabefore displayingorprintingit
tomeetaspecific request
• Tosortrecords,youmustselectthesortfield,whichisthefieldusedtodeterminetheorderofrecordsinthedatasheet
SortingDatainaQuery
NewPerspectivesonMicrosoftAccess2013 18
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XPXPXPSortingDatainaQuery(Cont.)
• WhenworkinginDatasheetviewforatableorquery,eachcolumnheadinghasanarrowtotherightofthefieldname– ArrowgivesyouaccesstotheAutoFilter feature,whichenablesyoutoquicklysortanddisplayfieldvaluesinvariousways
NewPerspectivesonMicrosoftAccess2013 19
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XPXPXPSortingDatainaQuery(Cont.)• SortingonMultipleFieldsinDesignView– Sortfieldscanbeuniqueornonunique
• Asortfield isunique ifthevalueinthesort fieldforeachrecord isdifferent
• Asortfield isnonunique ifmore thanonerecordcanhave thesamevalue forthesortfield– Whenthesortfieldisnonunique, recordswiththesamesortfieldvaluearegrouped together, buttheyarenotsorted inaspecificorderwithinthegroup
– Toarrange thesegroupedrecords inaspecificorder,youcanspecifyasecondary sort field,whichisasecond fieldthatdetermines theorderofrecords thatarealreadysortedbytheprimary sort field(the firstsortfieldspecified)
NewPerspectivesonMicrosoftAccess2013 20
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XPXPXPSortingDatainaQuery(Cont.)
NewPerspectivesonMicrosoftAccess2013 21
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XPXPXPFilteringData• Afilterisasetofrestrictionsyouplaceontherecordsto
temporarilyisolateasubsetoftherecords– Letsyouviewdifferent subsetsofdisplayedrecords sothatyoucan
focusononlythedatayouneed– Anapplied filter isnotavailable thenexttimeyourunthequeryor
opentheform(unless ithasbeensaved)
• ThesimplesttechniqueforfilteringrecordsisFilterBySelection– Letsyouselectallorpartofafieldvalue inadatasheet orform,and
thendisplayonlythoserecords thatcontaintheselected value inthefield
– Another technique forfiltering records istouseFilterByForm,whichchangesyourdatasheet todisplayblankfields
NewPerspectivesonMicrosoftAccess2013 22
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XPXPXPFilteringData(Cont.)
NewPerspectivesonMicrosoftAccess2013 23
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XPXPXPSelectionCriteriainQueries
NewPerspectivesonMicrosoftAccess2013 24
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XPXPXP
• TotellAccesswhichrecordsyouwanttoselect,youmustspecifyaconditionaspartofthequery– Aconditionusuallyincludesoneofthecomparisonoperators
DefiningRecordSelectionCriteriaforQueries
NewPerspectivesonMicrosoftAccess2013 25
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XPXPXP
• SpecifyinganExactMatch– Createaquerythatwilldisplayspecificrecords
• Thistypeofconditionisanexactmatchbecause thevalue inthespecified fieldmustmatchtheconditionexactlyinorder fortherecord tobeincludedinthequeryresults
DefiningRecordSelectionCriteriaforQueries(Cont.)
NewPerspectivesonMicrosoftAccess2013 26
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XPXPXP
• ModifyingaQuery– Afteryoucreateaqueryandviewtheresults,youmightneedtomakechangestothequeryiftheresultsarenotwhatyouexpectedorrequire
DefiningRecordSelectionCriteriaforQueries(Cont.)
NewPerspectivesonMicrosoftAccess2013 27
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XPXPXPDefiningRecordSelectionCriteriaforQueries(Cont.)
NewPerspectivesonMicrosoftAccess2013 28
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XPXPXP
• UsingaComparisonOperatortoMatchaRangeofValues– Afteryoucreateandsaveaquery,youcandouble-clickthequerynameintheNavigationPanetorunthequeryagain
– ClicktheViewbuttontochangeitsdesign– Youcanalsouseanexistingqueryasthebasisforcreatinganotherquery
DefiningRecordSelectionCriteriaforQueries(Cont.)
NewPerspectivesonMicrosoftAccess2013 29
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XPXPXPDefiningRecordSelectionCriteriaforQueries(Cont.)
NewPerspectivesonMicrosoftAccess2013 30
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XPXPXPDefiningMultipleSelectionCriteriaforQueries
NewPerspectivesonMicrosoftAccess2013 31
• Multipleconditionsrequireyoutouselogicaloperatorstocombinetwoormoreconditions– NeedtousetheAndlogicaloperator
– IfyouplaceconditionsinseparatefieldsinthesameCriteriarowofthedesigngrid,allconditionsinthatrowmustbemetinorderforarecordtobeincludedinthequeryresults
– Ifyouplaceconditionsindifferent Criteriarows,arecordwillbeselectedifatleastoneoftheconditionsismet
– Ifnoneoftheconditionsaremet,norecordsareselected– WhenyouplaceconditionsindifferentCriteriarows,youareusingtheOrlogicaloperator
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XPXPXPDefiningMultipleSelectionCriteriaforQueries(Cont.)
NewPerspectivesonMicrosoftAccess2013 32
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XPXPXPDefiningMultipleSelectionCriteriaforQueries(Cont.)
NewPerspectivesonMicrosoftAccess2013 33
• TheAndLogicalOperator• Inthequerydesign,bothconditionsyouspecifywillappearinthesameCriteriarow;therefore,thequerywillselectrecordsonlyifbothconditionsaremet
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XPXPXPDefiningMultipleSelectionCriteriaforQueries(Cont.)
NewPerspectivesonMicrosoftAccess2013 34
• TheOrLogicalOperator• Inthequerydesign,eitheroneoftwoconditionsissatisfiedorwhenbothconditionsaresatisfied
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XPXPXPChangingaDatasheet’sAppearance
NewPerspectivesonMicrosoftAccess2013 35
• Youcanmakemanyformattingchangestoadatasheettoimproveitsappearanceorreadability– Fonttype,size,color,alignmentoftext,applydifferentcolorstotherowsandcolumns
• ModifyingtheFontSize– Dependingonthesizeofthemonitoryouareusingorthescreenresolution,youmightneedtoincreaseordecreasethesizeofthefonttoviewmoreorfewercolumnsofdata
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XPXPXPChangingaDatasheet’sAppearance(Cont.)
NewPerspectivesonMicrosoftAccess2013 36
• ChangingtheAlternateRowColorinaDatasheet– Accessusesthemestoformattheobjectsinadatabase.Athemeisapredefinedsetofformatsincludingcolors,fonts,andothereffectsthatenhanceanobject’sappearanceandusability• TheOfficetheme,whichformatseveryotherrowinadatasheetwithagraybackgroundcolortodistinguishonerowfromanother,isthedefault
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XPXPXPChangingaDatasheet’sAppearance(Cont.)
NewPerspectivesonMicrosoftAccess2013 37
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XPXPXPCreatingaCalculatedField
NewPerspectivesonMicrosoftAccess2013 38
• Queriescanperformcalculations– Mustdefineanexpressioncontainingacombinationofdatabasefields,constants,andoperators
– Acalculatedfieldisafieldthatdisplaystheresultsofanexpressionbutitdoesnotexistinadatabase
– TheZoomboxisadialogboxthatyoucanusetoentertext,expressions,orothervalues
– ExpressionBuilderisanAccesstoolthatmakesiteasyforyoutocreateanexpression• Itcontainsaboxforentering theexpression, anoptionfordisplayingandchoosingcommonoperators, andoneormorelistsofexpression elements, suchastableandfieldnames
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XPXPXPCreatingaCalculatedField(Cont.)
NewPerspectivesonMicrosoftAccess2013 39
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XPXPXPCreatingaCalculatedField(Cont.)
NewPerspectivesonMicrosoftAccess2013 40
FormattingaCalculatedFieldYoucanspecifyaparticularformatforacalculated field, justasyoucanforanyfield,bymodifying itsproperties
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XPXPXPUsingAggregateFunctions
NewPerspectivesonMicrosoftAccess2013 41
• Youcancalculatestatisticalinformation,suchastotalsandaverages,ontherecordsdisplayedinatabledatasheetorselectedbyaquery– UsetheAccessAggregatefunctionswhichperformarithmeticoperationsonselectedrecordsinadatabase
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XPXPXPUsingAggregateFunctions(Cont.)
NewPerspectivesonMicrosoftAccess2013 42
• WorkingwithAggregateFunctionsUsingtheTotalRow– Toquicklyperformacalculationusinganaggregatefunctioninatableorquerydatasheet,youcanusetheTotalsbuttonintheRecordsgroupontheHOMEtab• Whenyouclickthisbutton,arowlabeled“Total”appearsatthebottomofthedatasheet
• Chooseoneoftheaggregatefunctions
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XPXPXPUsingAggregateFunctions(Cont.)
NewPerspectivesonMicrosoftAccess2013 43
• CreatingQuerieswithAggregateFunctions– Aggregate functionsoperateontherecords thatmeetaquery’s
selectioncriteria– Youspecifyanaggregate function foraspecificfield,andthe
appropriate operation appliestothatfield’svalues fortheselectedrecords
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XPXPXPUsingAggregateFunctions(Cont.)
NewPerspectivesonMicrosoftAccess2013 44
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XPXPXPUsingAggregateFunctions(Cont.)
NewPerspectivesonMicrosoftAccess2013 45
• UsingRecordGroupCalculations– Inaddition tocalculatingstatistical informationonallorselected
records, youcancalculatestatistics forgroupsofrecords– TheGroup Byoperatordivides theselected records intogroupsbased
onthevalues inthespecified field• Those recordswiththesamevalue forthefieldaregroupedtogether, andthedatasheet displaysonerecord foreachgroup
• Aggregate functions,whichappear intheothercolumnsofthedesigngrid,providestatisticalinformationforeachgroup
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XPXPXPWorkingwiththeNavigationPane
NewPerspectivesonMicrosoftAccess2013 46
• TheNavigationPaneisthemainareaforworkingwiththeobjectsina– Provides optionsforgroupingdatabase objectsinvariouswaystosuit
yourneeds– Dividesdatabaseobjects intocategories, andeachcategorycontains
groups– Thedefault category is
ObjectType,whicharrangesobjectsbytype—tables,queries, forms,andreports
– ThedefaultgroupisAllAccessObjects,whichappearsatthetopoftheNavigationPane
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XPXPXPWorkingwiththeNavigationPane(Cont.)
NewPerspectivesonMicrosoftAccess2013 47