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PowerPoint Presentation to AccompanyGO! with Microsoft® Office 2007 Introductory

Chapter 13Sort and Query a Database

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Objectives• Open an Existing Database• Create Table Relationships• Sort Records in a Table• Create a Query in Design View• Create a New Query From an Existing

Query

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Objectives• Sort Query Results• Specify Criteria in a Query• Create a New Table by Importing an

Excel Spreadsheet• Specify Numeric Criteria in a Query• Use Compound Criteria

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Objectives• Create a Query Based on More Than

One Table• Use Wildcards in a Query• Use Calculated Fields in a Query• Group Data and Calculate Statistics in

a Query

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Create Table Relationships• Access databases are relational

databases because the tables in the databases can relate to each other.

• Common fields are fields that include the same data in more than one table.

• Place common fields in tables that are related, then define the relationship.

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Create Table Relationships• Both tables include common fields

– In first table, primary key – In second table, foreign key

• Referential integrity ensures the validity of the data between related tables.

• Join line between the two tables show the one-to-many relationship.

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Create Table Relationships

One-to-Many indicated

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Sort Records in a Table• Sorting is the process of arranging data

in a specific order. – Ascending–A to Z or lowest number

to highest– Descending–Z to A or highest number

to lowest• To sort records, click the arrow to the

right of the field name.

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Sort Records in a Table

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Sort Records in a Table• To sort on two or more fields

– Identify the outermost sort field (first level of sorting)

– Identify the innermost sort field (second level of sorting)

• Sort the outermost field first; then sort the innermost field.

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Create and Use a Query• A query retrieves specific data from

one or more tables.• Query means to ask a question.• Data sources are the table or tables

from which queries get their data.• Access provides a wizard to walk step

by step through the query process.• The wizard involves choosing the data

source and fields.

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Create and Use a Query• On Ribbon, click Create tab.• In Other group, click Query Wizard.• In New Query dialog box, click Simple

Query Wizard, then OK.• In dialog box, select table. Select fields.• Follow wizard. Name query with a

meaningful name.

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Create and Use a Query

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Create a Query in Design View• Queries created in Design view can be

more complex.• Click Create tab on Ribbon, in Other

group, click the Query Design button.• In the Show Table dialog box, click the

first table, click the Add button, then close the dialog box.

• Query window: field list (upper pane) and design grid (lower pane).

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Create a Query in Design View

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Create a Query in Design View

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Create a New Query From an Existing Query

• It is a good idea to save your queries. It is very likely you will need to ask the same question again.– Open a previous query.– From the Office menu, click Save As.– Save with a new name.

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Create a New Query From an Existing Query

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Sort Query Results• Results of a query can be sorted.• The process is similar to sorting a

table.– Open a saved query.– From Office menu, click Save As.– Save with new name.

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Sort Query Results

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Sort Query Results• In Design view sorting can be done on

two non-adjacent fields.• One field can be sorted in ascending

order and the other in descending order.

• Fields that have Sort designations are sorted from left to right.

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Specify Criteria in a Query• Queries can locate information based

on criteria specified as part of the query.– Criteria are conditions that identify the specific

records you are looking for and enable you to ask more specific questions.

• You do not have to have every field in the query display in the results.– In the Show row, click the box to clear the

criteria you do not want to be shown.

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Specify Criteria in a Query

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Specify Criteria in a Query• To locate records where specific data is

missing, use is null as a criteria.• To locate records where a value has

been entered, use is not null as criteria.

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Create a New Table by Importing an Excel Spreadsheet

• Many users track their data in an Excel spreadsheet.

– Sorting and filtering capabilities are useful for simple databases.

– Excel is limited to one table and cannot relate data from multiple spreadsheets.

• Data from Excel spreadsheets can become Access tables by importing the spreadsheet.

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Create a New Table by Importing an Excel Spreadsheet

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Create a New Table by Importing an Excel Spreadsheet

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Specify Numeric Criteria in a Query

• Criteria can be set for fields that contain numerical data.

• Set the appropriate data type for fields that will contain numbers, currency, or dates so that mathematical calculations can be performed.

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Specify Numeric Criteria in a Query

• Comparison operators can be used to evaluate each field value.– Same =– Greater than >– Less than <– In between a range (Between...And)

For example - Between 08/01/09 And 09/30/09

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Specify Numeric Criteria in a Query

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Use Compound Criteria• Compound criteria is used for

specifying more than one condition in a query.

• Logical operators AND and OR are compound criteria.– AND displays records that meet both parts of

the specified criteria.– OR displays records that meet either part of

the criteria.

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Use Compound Criteria

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Create a Query Based on More Than One Table

• In relational databases, information can be retrieved from more than one table.– Tables are joined by relating primary key field

in one table to foreign key field in the other table.

– Add the required fields.– Set the criteria on the Criteria row for the first

criteria.– Set the second criteria on the OR row.

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Create a Query Based on More Than One Table

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Use Wildcards in a Query• Wildcard characters serve as a

placeholder for one or more unknown characters in the criteria.– The asterisk (*) represents any group of

characters.– The question mark (?) is used to search for

unknown single characters.• Access adds the word like at the

beginning of the criteria.

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Use Wildcards in a Query

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Use Calculated Fields in a Query

• Queries can create calculated values.– First, name the field that will store the

calculated values.– Second, write the expression that will perform

the calculation. Each field name used in calculation must be enclosed within its own pair of square brackets, [ ].

• Zoom dialog box display gives you working space so you can see your calculation as you type it.

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Use Calculated Fields in a Query

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Use Calculated Fields in a Query

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Group Data and Calculate Statistics in a Query

• You can perform statistical calculations known as aggregate functions on a group of records.– Examples: AVG, SUM, MAX, and MIN

• The aggregate functions can also be used to calculate totals by groups of data.

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Group Data and Calculate Statistics in a Query

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Covered Objectives• Open an Existing Database• Create Table Relationships• Sort Records in a Table• Create a Query in Design View• Create a New Query From an

Existing Query

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Covered Objectives• Sort Query Results• Specify Criteria in a Query• Create a New Table by Importing an

Excel Spreadsheet• Specify Numeric Criteria in a Query• Use Compound Criteria

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Covered Objectives• Create a Query Based on More Than

One Table• Use Wildcards in a Query• Use Calculated Fields in a Query• Group Data and Calculate Statistics in

a Query