DAY 18:
MICROSOFT ACCESS – CHAPTER 3 CONTD.
Akhila Kondai
[email protected]
October 21, 2013
EXERCISE
• Go to the lecture notes page and Download
Music_extended.accdb
• Note the added records to complete the
English band Def Leppard and also the
addition of the Canadian band Rush…
EXERCISE
• Create a new query in design view
• Add 3 tables: Bands, Countries, &
Members…
SPECIFY AN EXACT MATCH
CONDITION
• An exact match condition only shows
records that match your criteria in the
“Criteria” row of the query design grid
• The field values of the records for the field
the criteria is specified in must match the
condition exactly to be shown in the query
results
EXERCISE
• Add the following fields from these tables:
• [Bands] BandName
• [Member] FirstName, LastName
• [Countries] Country
• Run the Query to see the unrestricted
results of all the 16 records
ADDING CRITERIA
• Return to Design View
• In the criteria row for Country, type
England to have it show us a Dynaset
with only band members from England
• Rerun the query
• Change England to America and rerun
• Try Portugal to see that nothing returns!
USING COMPARISON
OPERATORS… “AND” / “OR”
• When using multiple conditions for a
query, you can use the logical operators to
combine conditions
– The “And” logical operator specifies that
both conditions must be met
– The “Or” logical operator specifies that
one or the other of the conditions must
be met
USING “AND” AND “OR”
• When you enter two conditions in the
same row of the query design grid, an
“And” condition is created
• If you enter two conditions that are on
separate rows, an “Or” condition is created
ILLUSTRATION OF “AND” & “OR”
LOGIC
CREATING “AND” CONDITION
IN THE DESIGN GRID…
LET’S TRY AN “AND”
• Clear any existing criteria
• Add the field [Members] Living
• Type England in the Country row and
create the AND condition by placing Yes
in the Living row to return all living band
members from England
• Run it
• Go back and change Yes to No and
rerun
LET’S DO AN “OR”
• Remove the old criteria
• We will set the criteria to show all
members from Rush OR anyone from any
band that is living at all from the list of
members…
• First lets put “Rush” in the [Bands] Name
field and run to see the results
CREATE THE “OR”
• We wish to not only see the members of
Rush, but also in addition to them, anyone
that might be alive in the members table.
• In Design view, type “Yes” in the OR row
for [Members] Living
• You should now see a list of 10 additional
records (13 total)
SORTING RESULTS BY DATA
TYPE…
SORT EXERCISE
• Open the RockTrivia Query in Design View
• In the Sort row for the BandName field,
have it sort the records in Ascending Order
• Run the Query
TWO-LEVEL SORT
• Leave the existing sort in place and move
the last name field so that it is before the
first name field in the Design view…
• Click once to select it… let go and then
click and drag to move it over
• Add a secondary sort by having it do Last
Name in Ascending order
• Run it. Last names are now show
alphabetically inside the band names
WE CAN ALSO USE
“WILDCARDS”
WILDCARD EXAMPLE
•
•
•
•
We want to see all members whose last
names begin with “E”…
Remove all existing sort options
In the last name field, type the letter E in
Criteria and run the query.
(No results show as no one has just the
letter E for a last name)
Make it read E* and rerun to get any other
characters…
WILDCARDS CONTINUED
• Change the criteria to show people whose
last names end in “N”
• *N
• Run it and we should see 7 records.
• Remove all criteria.
USING FIELDS WITHOUT
SHOWING
• It is possible to use a field in searching but
not show that field in the query results
• Let’s say we want to see all band
members whose bands begin and end in
“d”, but not see the band name
• Remove the “Show” row checkmark for
BandName
• Create the criteria and run !
OPERATORS
Note: This technique is similar to what part of a query asks for in HW4 !
DATE FIELD ENTRIES FOR
BIRTHDAY
• Note Born field in Members table is completed
• Close Members table
CRITERIA & OPERATORS
EXERCISE
• Go to Design view for RockTrivia, add the
Born field, and clear criteria, re-show
BandName
• In the criteria row for born, add: >1/1/1960
• Note we get 3 records
• Try making it: >=1/1/1950 AND <=1/1/1960
• We get 9 Records
• Change it to: <1/1/1960
• We get 13 records
CALCULATIONS IN A QUERY…
• Mathematical calculation can be done as part of
the query..
• We often do this for things that we do not need
to store and take up space with
• Expressions can be entered into the query
design grid as if they were regular fields
• Done on data type fields treated as numbers
CALCULATIONS IN A QUERY…
• To perform a calculation in a query, you must
created a calculated field in query design.
• Make certain that you are following the rules
of precedence !(Please Excuse My Dear Aunt
Sally)
• Two options for entering expressions:
– Enter the expression directly into the field text box
– Enter the expression in the Expression Builder
CREATING A CALCULATED
FIELD
• Remove the existing criteria
• Click in the next available blank field
where the name would be, and then click
the magic wand “Builder”
icon above
• The expression builder shows up…
THE EXPRESSION BUILDER…
LET’S MAKE A QUERY TO TRY
THIS…
• We want to figure out how many years they are
alive. It would be inefficient to store this as we
would have to update it all the time.
• Build or type the following:
– Age: (Date()-[Members]![Born])/365
Note: If you see <<expr>> be sure to remove it !
!!
• Run it !
• Expand the width of the column if you see ####
CHANGING DECIMALS
PRECISION
• Note: Similar to what is needed for to set
decimal places on query results in
homeworks!!
YOU MUST RUN THE QUERY ONCE FIRST !
• In design view, right click Age field
• Click Properties
• Select Fixed for Format and 0 for Decimal
Places
• Re-run it to see it without the decimal places
TOTAL QUERIES
• “Totals” in a query can group field values
and also perform basic computational
functions on them
• To make the Total row appear, you need to
click the Sigma symbol “Totals” button in
query design view !
PREMISE
We are running an investment firm and have
some consultants working for us who have
clients for which they manage investments.
We want a query that will show us how many
clients each consultant has and the total
amount of investments each consultant is
handling…
• Save locally and open Total_example.accdb
STRUCTURE OF TABLES &
RELATIONSHIP
This Database has not yet had a relationship created. We will do it in the query for this
one. Sometimes under special circumstances you will create them here instead of in the
relationships window. Generally it is done in the relationships window though…
BUILDING THE TOTAL QUERY
• Create ribbon > Other group > Query
Design
• Add both tables
• Create relationship inside query by
dragging ConsultantID fields together
BUILDING THE TOTAL QUERY
•
•
•
•
Add the field [Consultants]LastName
Add the field [Clients]LastName
Add the field [Clients]Assets
Run it without Total options > back to design
view
• Click the
button on the Query Tools /
Design ribbon to insert a “Total:” row
• Note that the default for each is “Group By”
BUILDING THE TOTAL QUERY
• We will Group By the last name of the
consultants to show each of them
singularly
• We will Count the last names of the clients
as they are tied to the consultants to show
how many clients each has !
• We will Sum the assets of the clients to
show how much all clients of each
consultant have together
SETTING UP THE TOTAL ROW
• Have [Consultants] LastName as Group
By
• Have [Clients] LastName as Count
• Have Assets as Sum
• Run the Query
!
ALIASING THE FIELD NAMES
• Sometimes for a Field, a Calculated field,
or a Total field, we like to make the display
name more specific in the query results
• To do this, simply change the field name in
design view by adding a new name and an
“:”
• An example for the clients LastName field:
# of Clients: LastName
ALIAS THE 3 FIELDS IN DESIGN
VIEW
•
•
•
•
Consultant: LastName
# Clients: LastName
Total Assets: Assets
Run the Query and note the field names in
the dynaset !
DOING MULTIPLE THINGS TO 1
FIELD
• Sometimes you may need to do multiple
total query-type actions to a single field.
• Download and open the file
CSDemo.accdb from the site
BACKGROUND FOR TOTAL
QUERY
• Look at the contents of the Sales table
We want to display our:
• Number of sales
• Total dollar amount of sales
• Average dollar amount sale
CREATING THE TOTAL QUERY
•
•
•
•
•
Create a new query in design view
Add the Sales Table
Add the Amount field 3 Times ! ! !
Click
button to show the Total row
Set them to Count, Sum, and Average
• Run it !
• Close Access
IMPORTING XML DATA TO TABLES
• Download and save Bands.xml file on the
desktop
• External Data Ribbon > Import group > XML
File
• Browse for the xml file
• Select Open & OK
IMPORTING XML FILES
• Verify Structure and Data is checked
• This brings in the table & its records
• Later in the course we will use other options
• Click OK and Close
• Open the table in the database !