Microsoft Office

Microsoft
Access 2013 Office

Access 2013 Lesson 3: Retrieving the

Courseware # 3255 Data You Want
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Access 2013

Lesson Objectives
• Add, move and rearrange • Use the Find and Replace
query fields feature
• Hide and show query • Use wildcards in
fields expressions
• Format query fields • Sort records
• Display query totals • Filter records by selection
• Add criteria to a query and form
• Using comparison • Create a query in Query
operators in expressions Design view
• Create a query using the
Query Wizard

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Lesson Objectives
• Group and summarize
data
• Create update queries
• Create make-table
queries
• Create append queries
• Create delete queries
• Create crosstab queries
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• Use special operators in
expressions
• Use the Expression
Builder
• Work with joined tables
• Add totals and calculated
fields
• Create parameter queries
• Add conditional logic to
queries
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Retrieving Data
• Access provides several methods for finding exactly the
data you want.
• These methods include:
– Using the Find features
– Sorting records
– Filtering tables
– Using queries

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Finding Records
• You can use the Find feature
to locate records that
contain a specific value in a
particular field
• The Find feature searches
the datasheet and moves
the record selector to the
first record that matches the
value you specify
• Click the Find command
button to open the Find and
Replace dialog box

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Finding and Replacing Data

• You can use the Replace
feature to replace values
that are found with a new
value you specify
• Type the string or value
you want to find in the
Find What text box
• Type the string or value
with which you want to
replace the found value in
the Replace With text box

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Using Wildcards

* Finds any number of characters

? Finds a single alphabetic or numeric character

# Finds a single numeric character

[] Finds any character(s) inside the brackets

! Specifies a logical NOT when use within the brackets

- Finds any one of the range of characters inside the brackets

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Sorting Records
• By default, records display in ascending order by the
primary key field if one is defined
• To sort a datasheet:
– Click in any record in the column you want to use for the
sort order
– Click either the Ascending or Descending button
• To remove a sort, click the Remove Sort button in the
Ribbon
• When you sort by more than one column, the first
column selected is the secondary sort key; the last
column selected is the primary sort key
• Sorting merely rearranges the data in a datasheet

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Filtering Records
• Filtering enables you to isolate specific records
• Filters use a set of conditions called criteria to test
records and determine whether or not they should be
displayed
• When a filter is applied, only a subset of the data
displays
• Filtering affects only which records are displayed in the
datasheet; it does not affect the underlying data

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Filter by Selection

• Filtering by selection filters records

that contain or do not contain
identical data in a specific field
• To filter by selection, place the
cursor in the column that you want
to filter on, click Selection and
select an appropriate option

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Filter by Form
• Filter by Form allows
you to specify
multiple criteria
• To filter by form, click
the Advanced button
and select Filter by
Form to open a blank
Filter by Form window

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Creating Queries
• A query asks a question of a table
• A select query is a specialized instruction which selects
and displays specific information from a table
• The resulting set of records is called a result set or a
dynaset
• To create a query:
– Specify the table(s) from which the query will select data
– Specify which table fields will be included
– Specify how the result set will be organized for display
• A select query is stored as a database object

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Creating a Select Query in Query Design View

• Query Design view

includes a field list and a
design grid
• Use the Show Table
dialog box to add tables
to the field list
• Drag fields from the field
list into the design grid

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Creating a Select Query with the Query Wizard

• Although you do not work directly with the design grid

when you use the Query Wizard, you still provide the
same basic information:
– Which tables to use
– Which fields to include in the result set
– How the data in the result set will display

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Modifying Queries
• To add or delete fields, drag them onto or off of the
design grid
• To rearrange columns, drag a column to a new position
in the design grid
• Use the Sort row in the design grid to sort the records in
the result set
• To hide a field in a query, clear the Show check box in
the design grid

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Adding Query Criteria

• Criteria that you specify for a query becomes part of the
query design
• To add criteria, click in the Criteria row for a field and
enter an expression

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Arithmetic Operators
Operator Interpreted As Example

+ Plus [Subtotal] + [SalesTax]

- Minus [Price] – [Discount]

* Multiplied by [UnitPrice] * [Quantity]

/ Divided by [TotalCost] / [Quantity]

\ Integer division [StockQty] \ 12

Mod Modulus [StockQty] Mod 12

^ Power [Quantity] ^ 2

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Comparison Operators

Operator Interpreted As Example

= Equal to =“NY”

<> Not equal to <>”NY”

> Greater than >32.95

< Less than <32.95

>= Greater than or equal to >=100

<= Less than or equal to <=100

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Concatenation Operators
• Used to join strings of text together to form one text
string
• The most commonly used concatenation operator is the
ampersand (&) symbol
• Ex: [FirstName] & “ “ & [LastName]

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Logical Operators

Operator Interpreted As Example

And Combines two LastName = “Anderson” AND

criteria State = “NY”
Or Evaluate each LastName = “Anderson” OR
criterion separately State = “NY”

Not Reverses an LastName = “Smith” AND NOT

expression’s value State = “NY”

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Special Operators

Operator Interpreted As Example

Between Between two values Between 12 and 36
In In a set or list of values In (“IL”,”NY”,”WA”)
Is Null Field contains a null value Is Null
Is Not Field does not contain a null Is Not Null
Null value
Like Used with wildcards to describe a Like “??ot”
pattern for which Access searches

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Adding a Logical OR to a Query

• When you use a logical OR, you specify two or more
criteria
• Type an “OR” between criteria expressions if the values
are located in the same field
• Use the Or row in the design grid to evaluate separate
fields

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Adding a Logical AND to a Query

• When you use a logical AND, you specify two or more
criteria
• Both criteria must be satisfied for a record to be selected
• Type an “AND” between criteria expressions if the values
are located in the same field
• List multiple criteria for multiple fields on the same row
in the design grid

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Working with Joined Tables

• You can add fields from multiple tables to a query
• Access automatically joins the tables in the design grid if
you created relationships between the tables in the
Relationships window
• If you did not explicitly create relationships, Access
creates join lines if:
– Each table has a field with the same name and data type
– One of the join fields is a primary key

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Performing Calculations in Queries

• You can use queries to calculate values
• You can perform calculations in a query using functions
(called totals)
• You can perform calculations in a query by creating
calculated fields

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Adding Calculated Fields to a Query

• Use calculated fields when you want to perform
calculations that are not available through the use of
functions
• To create a calculated field, type an expression into an
empty field cell in the design grid
• A calculated field does not become part of the
underlying table
• A calculated field always shows results based on the
most current data in the database
• When you add a calculated field, the first part of the
entry displays as the field name for the calculated field

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Formatting Query Fields

• To apply a format to a query field, specify the format in
the field’s Property Sheet

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Using the Expression Builder

• The Expression Builder
helps you create
syntactically accurate
expressions
• Drill down through the
components and double-
click to paste accurate
and complete identifiers
into your expressions

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Displaying Totals
• You can add a total row to a query result set just as you
can to a datasheet

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Grouping and Summarizing Query Data

• To summarize data, use the Total row in the Query
Design grid

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Aggregate Functions

Group By Defines the groups for which you
want to perform calculations
Sum Returns the total of the values in a
field
Avg Returns the average of the values in
a field
Min Returns the smallest value in a field
Max Returns the largest value in a field
Count Returns the number of values in a
field (not including null records)
StDev Returns the standard deviation of
the values in a field
Var Returns the variance of the values
in a field
First Returns the value from the first
record in a table or query
Last Returns the value from the last
record in a table or query
Expression Creates a calculated field that
includes an aggregate function
Where Specifies criteria for a field you
are not using to define groupings

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Creating Parameter Queries

• A parameter query prompts you for input, then passes
the value you enter to the query at run time
• The query uses the value passed to it as criteria

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Using Conditional Logic in a Query

• An immediate if (IIF) function tests for a value and then
takes an appropriate action based on the results of the
test
• The syntax for an immediate IF function follows:
IIF(expr, truepart, falsepart)
• IIF always evaluates both truepart and falsepart

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Creating Action Queries

• Action queries make changes to a database
• The four types of action queries are:
– Update query
– Make-table query
– Append query
– Delete query
• The results of an action query cannot be reversed
• Make a backup of the table(s) or the database before
executing an action query
• Create an action query as a select query first to ensure
the query selects the records you expect

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Creating Update Queries

• Use an Update query to add, change or delete data in
one or more existing records
• You cannot use an update query to add new records to a
table or to delete entire records
• You cannot use an update query to update data in the
following types of fields:
– Calculated fields
– Fields from a totals query or a crosstab query
– AutoNumber fields
– Fields that are primary keys

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Creating Make-Table Queries

• A make-table query creates a new table from all or part
of the data in a table
• Create a select query, add the desired tables, fields and
criteria, test the query, then change the query type to
Make Table to open the Make Table dialog box
• Use the Make Table dialog box to specify a name for the
table you want the query to create
– You can specify to create the new table in the current
database or in another database

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Creating Append Queries
• The table to which you want
to append records must
already exist
• The field names in both
tables must match exactly
• The data types of the fields
must be compatible
• The query must populate
any target fields that cannot
be null
• The query cannot violate
primary key rules in the
target table
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• An append query copies
data from one table and
pastes the data into another
table
• Create a select query, add
the desired tables, fields
and criteria, test the query,
then change the query type
to Append to open the
Append dialog box
• Use the Append dialog box
to specify the table to which
you want to append records
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Creating Delete Queries

• Use a Delete query to remove entire records from a table
• Begin by creating a select query and ensuring it correctly
selects the records you want to delete
• Convert the query to a delete query and run the delete
query to remove the records

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Creating Crosstab Queries

• A crosstab query summarizes data

– The summarized values display in a tabular format
– The crosstab query makes it easy to read and compare
data
• Data listed down the side and across the top comes
from tables or queries in the database
• Summary fields display at the intersection of rows
and columns
– The values are calculated using aggregate functions

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Lesson Summary
• Add, move and rearrange • Use the Find and Replace
query fields feature
• Hide and show query • Use wildcards in
fields expressions
• Format query fields • Sort records
• Display query totals • Filter records by selection
• Add criteria to a query and form
• Using comparison • Create a query in Query
operators in expressions Design view
• Create a query using the
Query Wizard

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Microsoft Office
Access 2013
Lesson Summary
• Group and summarize
data
• Create update queries
• Create make-table
queries
• Create append queries
• Create delete queries
• Create crosstab queries
© CCI Learning Solutions Inc.
• Use special operators in
expressions
• Use the Expression
Builder
• Work with joined tables
• Add totals and calculated
fields
• Create parameter queries
• Add conditional logic to
queries
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Review Questions
1. Which statement accurately compares filtering to sorting?

a. Filtering removes records from tables, whereas sorting simply

hides records.
b. Filtering hides records in a table, whereas sorting changes the
physical order of the records.
c. Filtering isolates a subset of data, whereas sorting simply changes
the display order.
d. Filtering and sorting both change the physical order of the records.

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Review Questions
2. Amanda wants to add another table to her query. Which of the
following buttons should she click on the Ribbon?
a. Make Table
b. View
c. Show Table
d. Update

3. Phil is having difficulty achieving the sort order he wants for a query.
He wants to sort in ascending order by state, and then in descending
order by city. Which of the following is most likely the problem?
a. The query is read-only and cannot be modified.
b. The primary key for the table is a number field, making it
impossible to sort on a text field.
c. The Format property for the State field is set to Non-indexed.
d. The City field is further left than the State field in the design grid.

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Review Questions
4. What function does the Zoom box serve?
a. You can use it to build accurate expressions.
b. You can use it to display expressions and make them easier to
read.
c. You can use it to optimize a query and make it run faster.
d. You can use it to quickly add the fields in a field list to the design
grid.

5. The results of an action query:

a. cannot be reversed.
b. are reversible.
c. summarize data.
d. run other queries stored in the same database.

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