© Paradigm Publishing, Inc.
1
Access 2010
Level 2
Unit 1 Advanced Tables, Relationships,
Queries, and Forms
Chapter 3 Advanced Query Techniques
© Paradigm Publishing, Inc.
2
Advanced Query Techniques
Quick Links to Presentation Contents







Extract Records Using Select Queries
Modify Join Properties in a Query
CHECKPOINT 1
Create and Use Subqueries
Select Records Using a Multiple-Value Field
Perform Operations Using Action Queries
CHECKPOINT 2
© Paradigm Publishing, Inc.
3
Extract Records Using Select Queries
 A select query is the type of query most often used in
Access.
 Select queries extract records from a single table or
from multiple tables according to criteria that you
specify.
© Paradigm Publishing, Inc.
4
Extract Records Using Select Queries…continued
 A filter is used in a datasheet or form to temporarily
hide records that do not meet specified criteria. The
subset of records can be edited, viewed, or printed.
 A filter is active until it is removed or until the
datasheet or form is closed.
© Paradigm Publishing, Inc.
5
Extract Records Using Select Queries…continued
To save a filter as a query:
1. Open the table.
2. Filter the table as
desired.
3. Click the Advanced Filter
Options button in the
Sort & Filter group in the
Home tab.
4. Click the Filter By Form
option at the drop-down
list.
continues on next slide…
© Paradigm Publishing, Inc.
6
Filter By Form
option
Extract Records Using Select Queries…continued
5. Click the Advanced Filter
Options button in the
Sort & Filter group in the
Home tab.
6. Click the Save As Query
option in the drop-down
list.
continues on next slide…
Save As Query
option
© Paradigm Publishing, Inc.
7
Extract Records Using Select Queries…continued
7. At the Save As Query
dialog box, type the
desired query name.
8. Click OK.
9. Close the Filter By Form
datasheet.
10. Close the table.
© Paradigm Publishing, Inc.
Save As Query
dialog box
8
Extract Records Using Select Queries…continued
 In a parameter query, specific criteria for a field are not
stored with the query design. Instead, the field(s) used
to select records have a prompt message that displays
when the query is run.
Enter Parameter Value
dialog box
© Paradigm Publishing, Inc.
9
Extract Records Using Select Queries…continued
 The message in the dialog box is created in the field to
which the criterion will be applied.
 When the query is run, the user types the criterion at
the Enter Parameter Value dialog box. Access then
selects the records based on that criterion.
 If more than one field contains a parameter, Access
prompts the user one field at a time.
© Paradigm Publishing, Inc.
10
Extract Records Using Select Queries…continued
To create a parameter query:
1.
2.
3.
4.
5.
6.
7.
8.
9.
Start a new query in Design
view.
Add the desired table(s).
Close the Show Table dialog box.
Add the desired fields to the
query design grid.
Click in the Criteria row of the
field to be prompted.
Type the message text, encased
in square brackets.
Repeat Steps 5-6 for each
additional criteria field.
Save the query.
Close the query.
© Paradigm Publishing, Inc.
11
Criteria
row
Modify Join Properties in a Query
 The term join properties refers to the way in which
Access matches the values in the common fields
between two tables in a relationship.
 Access provides for three join types in a relationship:
an inner join, a left outer join, and a right outer join.
© Paradigm Publishing, Inc.
12
Modify Join Properties in a Query…continued
To create a query with an
inner join:
1. Create a new query in
Design view.
2. Add the tables to the
query window.
3. Double-click the join line
between the tables.
4. At the Join Properties
dialog box, click OK.
5. Add the desired fields to
the query design grid.
6. Save and run the query.
© Paradigm Publishing, Inc.
13
Join Properties
dialog box
Modify Join Properties in a Query…continued
To create a query with a
left outer join:
1. Create a new query in
Design view.
2. Add the tables to the
query window.
3. Double-click the join line
between the tables.
4. At the Join Properties
dialog box, click option 2.
5. Click OK.
6. Add the desired fields to
the query design grid.
7. Save and run the query.
© Paradigm Publishing, Inc.
option 2
14
Modify Join Properties in a Query…continued
To create a right outer join:
1. Create a new query in
Design view.
2. Add the tables to the
query window.
3. Double-click the join line
between the tables.
4. At the Join Properties
dialog box, click option 3.
5. Click OK.
6. Add the desired fields to
the query design grid.
7. Save and run the query.
© Paradigm Publishing, Inc.
15
option 3
Modify Join Properties in a Query…continued
To remove a table from
a query:
1. Open the query in
Design view.
2. Right-click the table.
3. Click the Remove
Table option at the
shortcut menu.
© Paradigm Publishing, Inc.
Remove Table
option
16
Modify Join Properties in a Query…continued
To create a self-join query:
1. Create a new query in
Design view.
2. Add two copies of the
same table to the query.
3. Right-click the second
table name.
4. Click the Properties
option.
continues on next slide…
© Paradigm Publishing, Inc.
Properties
option
17
Modify Join Properties in a Query…continued
5. Click in the Alias
property box and delete
the existing table name.
6. Type the alias table
name.
7. Close the Property
Sheet.
Alias
property box
continues on next slide…
© Paradigm Publishing, Inc.
18
Modify Join Properties in a Query…continued
8. Drag the field name from
the left table to the field
name in the right table
that contains the
matching values.
9. Add fields to the query
design grid as required.
10. Run the query.
11. Save the query.
field name
© Paradigm Publishing, Inc.
19
Modify Join Properties in a Query…continued
 If a query is created from two tables for which no join
is established, Access will not know how to relate the
records in each table.
 In the absence of a relationship, Access produces a
datasheet representing every combination of records
between the two tables. This type of query is called a
cross product or Cartesian product query.
 If you add two tables to a query and no join line
appears, create a join by dragging a field from one
table to a compatible field in the other table.
© Paradigm Publishing, Inc.
20
1) This is the type of query most
often used in Access.
a. append
b. select
c. update
d. make-table
Answer
3) The Advanced Filter Options
button is located in this tab.
a. Home
b. Create
c. External Data
d. Database Tools
Answer
Next Question
2) This is used to temporarily hide
records that do not meet
specified criteria.
a. screen
b. section
c. filter
d. sort
Answer
Next Question
4) By default, Access uses this type
of join between tables.
a. inner
b. outer
c. left
d. right
Answer
Next Question
© Paradigm Publishing, Inc.
Next Slide
21
Create and Use Subqueries
 When performing multiple calculations based on
numeric fields, you may decide to create a separate
query for each individual calculation and then use
subqueries to generate the final total.
 A subquery is a query nested inside another query.
 Using subqueries to break the calculations into
individual objects allows you to reuse a calculated field
in multiple queries.
© Paradigm Publishing, Inc.
22
Create and Use Subqueries…continued
To nest a query within a
query:
1. Start a new query in Design
view.
2. At the Show Table dialog
box, click the Queries tab.
3. Double-click the query to
be used as a subquery.
4. Add other queries or tables
as required.
5. Close the Show Table
dialog box.
6. Add fields as required.
7. Save and run the query.
© Paradigm Publishing, Inc.
23
Queries
tab
Select Records Using a Multiple-Value Field
To show a multiple-value field
in separate rows in a query:
1. Open the query in Design
view.
2. Click in the Field list box of
the multiple-value field in the
design grid.
3. Move the insertion point to
the end of the field name.
4. Type a period.
5. Press Enter to accept the
.Value property.
6. Save the query.
© Paradigm Publishing, Inc.
24
Field
list box
Perform Operations Using Action Queries
Query Type
Description
Make Table
A new table is created from selected records in an
existing table. For example, you could create a new
table that combines fields from two other tables in
the database.
Append
Selected records are added to the end of an existing
table. This action is similar to performing a copy and
paste.
Update
A global change is made to the selected group of
records based on an update expression. For example,
you could increase the labor rate by 10 percent in one
step.
Delete
A selected group of records is deleted from a table.
© Paradigm Publishing, Inc.
25
Perform Operations Using Action Queries…continued
To create a make-table query:
1. Create the query in Design
view.
2. Add the desired table to the
query.
3. Add the desired fields to the
query design grid.
4. Enter the criteria to select
records.
5. Run the query.
6. Switch to Design view.
7. Click the Make Table button
in the Query Type group in
the Query Tools Design tab.
Make Table
button
continues on next slide…
© Paradigm Publishing, Inc.
26
Perform Operations Using Action Queries…continued
8. Type a table name.
9. At the Make Table
dialog box, select
the destination
database.
10. Click OK.
11. Run the query.
12. Click Yes.
13. Save the query.
© Paradigm Publishing, Inc.
Make Table
dialog box
27
Perform Operations Using Action Queries…continued
 A delete query is used to delete, in one step, a group
of records that meet specific criteria.
 You can use this action query in any instance in which
the records you want to delete can be selected using a
criteria statement.
© Paradigm Publishing, Inc.
28
Perform Operations Using Action Queries…continued
To delete records using a
query:
1.
2.
3.
4.
5.
6.
7.
8.
Right-click the make-table
query.
Click the Design View option
at the shortcut menu.
Click the Delete button in the
Query Type group in the
Query Tools Design tab.
Click the File tab.
Click Save Object As.
Type the name and click OK.
Run the query.
A the Microsoft Access
message, click Yes.
© Paradigm Publishing, Inc.
Microsoft Access
message
29
Perform Operations Using Action Queries…continued
To add records to a table
using a query:
1.
2.
3.
4.
5.
6.
7.
8.
Open the make-table query in
Design view.
Click the Append button in the
Query Type group in the Query
Tools Design tab.
At the Append dialog box, click
OK.
Click the File tab.
Click Save Object As.
Type the name and click OK.
Run the query.
A the Microsoft Access
message, click Yes.
© Paradigm Publishing, Inc.
30
Append
dialog box
Perform Operations Using Action Queries…continued
To create an update query:
1.
2.
3.
Create the query in Design view.
Add the desired table to the query.
Add the desired fields to the query
design grid.
4. Enter the criteria to select records.
5. Run the query.
6. Switch to Design view.
7. Click the Update button in the Query
Type group in the Query Tools Design
tab.
8. Click in the Update To box in the field to
be changed.
9. Type the update expression.
10. Run the query.
11. Click Yes.
12. Save the query.
© Paradigm Publishing, Inc.
31
Update To
box
1) This is a query nested inside
another query.
a. make-table query
b. update query
c. append query
d. subquery
Answer
Next Question
2) With this type of query, selected
records are added to the end of
an existing table.
a. update
b. delete
c. append
d. select
Answer
Next Question
© Paradigm Publishing, Inc.
3) This type of query is used to
delete, in one step, a group of
records that meet specific criteria.
a. update
b. delete
c. append
Answer
d. select
Next Question
4) With this type of query, a global
change is made to a selected
group of records based on an
expression.
a. update
b. delete
c. append
Answer
d. select
Next Slide
32
Advanced Query Techniques
Summary of Presentation Concepts












Save a filter as a query
Create and run a parameter query to prompt for criteria
Add tables to and remove tables from a query
Create an inner join, left join, and right join to modify query results
Create a self-join to match two fields in the same table
Create a query that includes a subquery
Assign an alias to a table and a field name
Select records using a multiple-value field in a query
Create a new table using a make-table query
Remove records from a table using a delete query
Add records to the end of an existing table using an append query
Modify records using an update query
© Paradigm Publishing, Inc.
33