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Access 2010: Queries in Depth
Illustration by Neil Webb

Building the query


From:

Access 2010: Queries in Depth

with Adam Wilbert

Video: Building the query

The next step in creating our reporting tool is to construct the query. I'll go up to the Create menu and I'll create a new query in Design view. Let's add the tables that we're going to need. First, I'm going to choose my Orders table. This will give us information about the OrderDate. I'll choose my Products table. This will give me information about the product's price that will aggregate over the year. I also need information for my States table, but in order to get there I need to have a link. We'll go to DirectCustomers. That will give us the customer that ordered it and the state it went to, and then we can go to States, which will give us the states from the Customers table.
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  1. 9m 9s
    1. Welcome
      1m 10s
    2. Using the exercise files
      41s
    3. Introducing the database
      4m 29s
    4. Previewing the course
      2m 49s
  2. 17m 17s
    1. Understanding queries
      3m 31s
    2. Following naming conventions and best practices
      2m 56s
    3. Using the Query Wizard
      5m 21s
    4. Exploring the design interface
      5m 29s
  3. 26m 39s
    1. Defining criteria
      5m 40s
    2. Understanding comparison operators
      3m 19s
    3. Defining the column headers
      2m 49s
    4. Exploring the property sheet
      7m 32s
    5. Printing query results
      2m 41s
    6. Working with joins
      4m 38s
  4. 14m 14s
    1. Understanding parameter queries
      4m 27s
    2. Obtaining parameters from forms
      5m 17s
    3. Creating a combo box
      4m 30s
  5. 23m 24s
    1. Understanding the Totals field
      5m 31s
    2. Creating aggregate calculations
      3m 31s
    3. Exploring the Expression Builder interface
      4m 28s
    4. Using mathematical operators
      5m 46s
    5. Applying text functions
      4m 8s
  6. 24m 23s
    1. Understanding dates as serial numbers
      2m 42s
    2. Specifying a range of dates or times
      3m 47s
    3. Formatting dates
      4m 31s
    4. Using other Date/Time functions
      3m 47s
    5. Defining today's date
      2m 41s
    6. Calculating time intervals
      6m 55s
  7. 20m 9s
    1. Introducing the conditional IIf function
      2m 57s
    2. Creating an IIf function
      7m 31s
    3. Nesting IIf functions
      4m 57s
    4. Using the Switch function
      4m 44s
  8. 20m 41s
    1. Understanding the reporting tool
      2m 13s
    2. Building the form
      6m 57s
    3. Building the query
      5m 4s
    4. Building the report
      3m 30s
    5. Finalizing the reporting tool
      2m 57s
  9. 25m 37s
    1. Finding duplicate records
      2m 17s
    2. Identifying unmatched records
      2m 29s
    3. Creating crosstab results
      2m 57s
    4. Creating backups
      1m 29s
    5. Creating update queries
      3m 22s
    6. Making, deleting, and appending records
      5m 36s
    7. Uniting tables
      3m 16s
    8. Embedding SQL code in queries
      4m 11s
  10. 1m 0s
    1. Next Steps
      1m 0s

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Access 2010: Queries in Depth
3h 2m Intermediate Jun 16, 2011

Viewers: in countries Watching now:

In this course, author Adam Wilbert illustrates how to create and leverage real-world queries and turn raw data into usable information. The course covers setting up queries, performing calculations, using the built-in Access functions to further refine query results, and identifying top performers or areas for improvement based on a range of criteria.

Topics include:
  • Naming conventions and best practices
  • Working with joins
  • Using comparison operators
  • Defining criteria for select queries
  • Creating parameter queries
  • Creating calculated fields
  • Working with dates and times
  • Using the Expression Builder
  • Creating conditional statements
  • Making, deleting and appending records
  • Building reports
Subjects:
Business Databases
Software:
Access Office
Author:
Adam Wilbert

Building the query

The next step in creating our reporting tool is to construct the query. I'll go up to the Create menu and I'll create a new query in Design view. Let's add the tables that we're going to need. First, I'm going to choose my Orders table. This will give us information about the OrderDate. I'll choose my Products table. This will give me information about the product's price that will aggregate over the year. I also need information for my States table, but in order to get there I need to have a link. We'll go to DirectCustomers. That will give us the customer that ordered it and the state it went to, and then we can go to States, which will give us the states from the Customers table.

Let's go ahead and close the Show Table window and I'll rearrange these just a little bit here. Move my customer over here and expand it. Okay, so now we can see the relationships between the four tables in our query. I got my Orders table, from which we'll extract the year from this date. Linked to that I have got my Products table which will take the price and aggregate over the year. I also have my DirectCustomers table, which has the State that the order went to, and from the States lookup table I can get the full name of the state instead of just the abbreviation, and I'll also get the DivisionName that we'll aggregate by.

So these are the four tables we'll use in this query. Let's go ahead and populate the fields into the field area that we'll use in our report. The first field we want is a year and we can construct this using the Expression Builder. So let's right click on this field and go into our Expression Builder. We'll type in the year function, year(, and then we'll double-click on it in the table. We'll drill down into our TwoTrees database, Tables, and we'll go to our table tbl_Orders. From there we'll double click on OrderDate.

Finally, we'll add a closing parenthesis to finish this statement and say OK. The next field we want to add is our Price. Let's double-click on that in the Products table and we'll turn on our Totals row, so that we can sum those together to get the total price over the year. In the Total row I'll change Group By to Sum. The last two fields will be our StateName and our DivisionName and we'll use these full text titles in the report. Let's go ahead and run this query to see where we're at and we'll see we've got the years.

We've got the total price, each state listed, and then the division that those states are in. Let's go back into our Design view and we'll input our query parameters. We want the Criteria for our year column to come from the Year drop-down menus on our form. We can select those using the same Expression Builder that we used earlier. In the Criteria row we'll right-click and say Build. We'll drill down into our database. This time we'll go into Forms > All Forms, and if you have saved your form earlier you can use that, but I'll go ahead and choose this frm_SalesByDivision-complete form.

From there I'll choose those combo boxes, cbo_Year. I'll double-click on it to add it to my expression. So our form had two drop-down boxes. We have the year and the comparison year. We want our query to return results based off of both values, so I'm going to add an Or statement here and I'll double-click on cbo_CompYear. We'll go ahead and say OK. The other parameter is going to be based on the DivisionName. We'll go to our Criteria for Division, right-click, Build, we'll do the same thing.

We'll drill under TwoTrees Forms > All Forms > SalesByDivision-complete > cbo_ division. I'll double-click on that, type in the word Or, and double-click on CompDivision. This will link the two drop-down menus for divisions in our form as query parameters. We'll go ahead and say OK and there's our completed query. If at this point we try and run it, Access is going to look for our form, which I currently don't have opened, and it's not going to know what data is in here.

So let's go back into our Chapter 7 folder. We'll open up the form and we'll input those values. I'll go ahead and say New England for the year 2008 compared to let's just say Pacific for the year 2008. Now that these values are in the form, when I run the query the query parameters are going to look to the form and find the values that I'm looking for. So let's go ahead and switch into the data sheet view and you'll see that I get the information that I asked for in the form.

I've got the year 2008 and I've got the Pacific and New England divisions. So now that we have two pieces down, the last step is to create the report that's based off of these query results, and we'll do that in the next movie.

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