Microsoft Office XP Illustrated Introductory, Enhanced Tables and Queries Using.

Microsoft Office XP Microsoft Office XP Illustrated Introductory, EnhancedIllustrated Introductory, Enhanced

Tables and QueriesTables and QueriesUsingUsing

2Using Tables and Queries Unit B

Plan a databasePlan a database Create a tableCreate a table Modify a tableModify a table Format a datasheetFormat a datasheet Understand sorting, filtering, and Understand sorting, filtering, and

findingfinding

ObjectivesObjectives


Sort records and find dataSort records and find data Filter recordsFilter records Create a queryCreate a query Modify a queryModify a query

ObjectivesObjectives


Planning a DatabasePlanning a Database

The most important object in a The most important object in a database is the table object.database is the table object.– Tables store the Tables store the raw dataraw data, the individual , the individual

pieces of information stored in fieldspieces of information stored in fields• When designing a table, the fields of When designing a table, the fields of

information and the type of data are information and the type of data are identifiedidentified

• Some databases have multiple tables Some databases have multiple tables linked togetherlinked together


Planning a Database (cont.)Planning a Database (cont.)

Important planning items.Important planning items.– Determine purpose of databaseDetermine purpose of database– Determine what reports need to be Determine what reports need to be

producedproduced– Collect raw dataCollect raw data– Sketch the structure of each tableSketch the structure of each table

• The The data typedata type determines what type of determines what type of information you can enter in a fieldinformation you can enter in a field



Data types



Example of a database structure



Choosing between the Text and Choosing between the Text and Number data type.Number data type.– Avoid selecting the Number data type Avoid selecting the Number data type

for a telephone number or zip code fieldfor a telephone number or zip code field• Use the Text data typeUse the Text data type• Enter a phone number with letters, such Enter a phone number with letters, such

as a 800 numberas a 800 number• Able to sort zip codes alphabeticallyAble to sort zip codes alphabetically


Creating a TableCreating a Table

Methods for creating a table.Methods for creating a table.– Import a table from another data source, such Import a table from another data source, such

as a spreadsheetas a spreadsheet– Use the Use the Table WizardTable Wizard to create a table from to create a table from

scratchscratch• Provides interactive steps to create field names Provides interactive steps to create field names

and data typesand data types

Sample tables

Sample fields


Creating a Table (cont.)Creating a Table (cont.)

Key symbol, which

identifies a primary key

A primary key is a special

field that has unique

information


Modifying a TableModifying a Table

Each database object has a Each database object has a Design Design ViewView to modify its structure. to modify its structure.– In the Design view of a table, you can In the Design view of a table, you can

add or delete fields, change field add or delete fields, change field properties, and add properties, and add field descriptionsfield descriptions

– Field Field propertiesproperties are additional are additional characteristics of a field such as its size characteristics of a field such as its size or default valueor default value


Modifying a Table (cont.)Modifying a Table (cont.)

Data type column Field description

Symbol identifies

selected field

Field Properties

pane



Learning about field properties.Learning about field properties.– Properties are the characteristics that Properties are the characteristics that

define the fielddefine the field– Two properties are required for each Two properties are required for each

field: Field Name and Data Typefield: Field Name and Data Type• Other properties include: Field Size, Other properties include: Field Size,

Format, Caption, and Default ValueFormat, Caption, and Default Value

– Adding more properties to a field Adding more properties to a field restricts the type and amount of data restricts the type and amount of data which increases data entry accuracywhich increases data entry accuracy



Learning about field properties (cont.)Learning about field properties (cont.)– The The CaptionCaption property is used to property is used to

override the field names with an easy-override the field names with an easy-to-read caption on datasheets, forms, to-read caption on datasheets, forms, and reportsand reports

– Access Wizards create tables that have Access Wizards create tables that have field names without spacesfield names without spaces


Formatting a DatasheetFormatting a Datasheet

Dramatically change the appearance Dramatically change the appearance of a datasheet.of a datasheet.– Change fonts, colors, and gridlinesChange fonts, colors, and gridlines

Formatted table


Understanding Sorting, Understanding Sorting, Filtering, and FindingFiltering, and Finding

Datasheet records are automatically Datasheet records are automatically sorted according to the data in the sorted according to the data in the primary key field.primary key field.– SortingSorting is reorganizing records in either is reorganizing records in either

an ascending or descending order an ascending or descending order based on the contents of a fieldbased on the contents of a field

– FilteringFiltering is temporarily isolating a is temporarily isolating a subset of recordssubset of records

– FindingFinding is locating a specific piece of is locating a specific piece of datadata


Understanding Sorting, Understanding Sorting, Filtering, and Finding (cont.)Filtering, and Finding (cont.)

Sort, Filter, and Find buttons



Records sorted in ascending order



Sort Ascending button

Sort Descending button

Apply Filter or Remove Filter button

Filtered by Rock category



Using wildcards.Using wildcards.– WildcardsWildcards are symbols you use a are symbols you use a

substitutes for characters to locate data substitutes for characters to locate data that matches your Find criteriathat matches your Find criteria

– Wildcards include:Wildcards include:• The The asterisk (*)asterisk (*) represents any group of represents any group of

characterscharacters• The The question mark (?)question mark (?) represents any represents any

single charactersingle character• The The pound sign (#)pound sign (#) represents a single represents a single

digitdigit


Sorting Records and Sorting Records and Finding DataFinding Data

Records are sorted in

ascending order by title


Sorting Records and Sorting Records and Finding Data (cont.)Finding Data (cont.)

Search criteria

Find the search criteria anywhere in the field

Search direction


Sorting Records and Sorting Records and Finding Data (cont.)Finding Data (cont.)

Using more than one sort field.Using more than one sort field.– Primary sort fieldPrimary sort field (last name) (last name)– Secondary sort fieldSecondary sort field is used to further is used to further

sort records when there is a tie in the sort records when there is a tie in the primary sort fieldprimary sort field

• For example, two of the same last name For example, two of the same last name (Smith)(Smith)

– Queries allow you to sort by more than Queries allow you to sort by more than one fieldone field


Filtering RecordsFiltering Records

Filtering the datasheet temporarily Filtering the datasheet temporarily displays only those records that displays only those records that match criteria.match criteria.– CriteriaCriteria are rules limiting conditions you are rules limiting conditions you

setset– To filter for comparative data and to To filter for comparative data and to

specify more complex criteria you must specify more complex criteria you must use the Filter By Form featureuse the Filter By Form feature

• A comparison operator: A comparison operator: equal to or greater equal to or greater thanthan


Filtering Records (cont.)Filtering Records (cont.)

Comparison operators



Both records match the criteria

Filter By Form button

Filter By Selection button



Searching for blank fields.Searching for blank fields.– The The Is NullIs Null criteria will find all records criteria will find all records

where no entry has been made in the where no entry has been made in the fieldfield

– The The Is Not NullIs Not Null criteria will find all criteria will find all records where there is any entry in the records where there is any entry in the field, even if the entry is 0field, even if the entry is 0

– Primary key fields cannot have a null Primary key fields cannot have a null entryentry


Creating a QueryCreating a Query

A A queryquery is a database object that is a database object that creates a datasheet of specified creates a datasheet of specified fields and records from one or more fields and records from one or more tables.tables.– A query is like a filter but can be saved A query is like a filter but can be saved

as a separate object unlike a filteras a separate object unlike a filter– A query answers a question about the A query answers a question about the

data in your databasedata in your database– A query is sometimes called a A query is sometimes called a logical logical

viewview of the data of the data


Creating a Query (cont.)Creating a Query (cont.)

Editing data in a query.Editing data in a query.– Changes the data in the underlying Changes the data in the underlying

table just as if you were working directly table just as if you were working directly in the table’s datasheet.in the table’s datasheet.

– A query does not produce a duplicate A query does not produce a duplicate set of dataset of data

– A query displays the original table’s A query displays the original table’s data in a new arrangementdata in a new arrangement



Design View button

Query datasheet



Datasheet View button

Field list for query

Query design grid

Criteria cell for Category field



Queries vs. filters


Modifying a QueryModifying a Query

Use Query Design View to modify a Use Query Design View to modify a query.query.– Define complex criteria, define multiple Define complex criteria, define multiple

sort orders, and build calculation fieldssort orders, and build calculation fields– To add fields to the query, drag the field To add fields to the query, drag the field

from the filed list to the open position in from the filed list to the open position in the query design gridthe query design grid

– Sort orders are evaluated from left to Sort orders are evaluated from left to rightright


Modifying a Query (cont.)Modifying a Query (cont.)

Drag fields from the Field

list…

…and drop them in the query design grid


Modifying a Query (cont.)Modifying a Query (cont.)

Understanding And and Or criteria.Understanding And and Or criteria.– Criteria placed on different rows of the Criteria placed on different rows of the

query design grid are query design grid are Or criteriaOr criteria• A record may be true for either row of A record may be true for either row of

criteriacriteria

– Additional criteria in the same row in Additional criteria in the same row in the query design grid is the query design grid is And criteriaAnd criteria

• Records must meet the criteria for all of Records must meet the criteria for all of the criteria on one rowthe criteria on one row

Microsoft Office XP Illustrated Introductory, Enhanced Tables and Queries Using.

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