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Access 2010: Queries in Depth

Creating aggregate calculations


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Access 2010: Queries in Depth

with Adam Wilbert

Video: Creating aggregate calculations

In the last movie, we learned some of the types of calculated totals that we could use within our queries. Let's take a look at how we can build a query using the wizard that will include some of these calculations. We'll go up to the Create tab and we'll select Query Wizard. We will create a Simple Query Wizard. So go ahead and say OK. We'll choose a couple of tables. The first table we want is our DirectCustomers table. From that, we'll take our FirstName and LastName. Then we'll choose our Products table. From there, we'll choose Price.
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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

Creating aggregate calculations

In the last movie, we learned some of the types of calculated totals that we could use within our queries. Let's take a look at how we can build a query using the wizard that will include some of these calculations. We'll go up to the Create tab and we'll select Query Wizard. We will create a Simple Query Wizard. So go ahead and say OK. We'll choose a couple of tables. The first table we want is our DirectCustomers table. From that, we'll take our FirstName and LastName. Then we'll choose our Products table. From there, we'll choose Price.

We'll add that to our query. Go ahead and say Next. Now because we included Price, which is a numerical field, Access gives us some summary options. Let's take a look at those. Here Access gives us the ability to choose Sum, Average, Min, or Max. We can also count up the number of records within our database. Let's go ahead and say OK. We'll turn all of those on and we'll say Next. Let's go ahead and save this query as qry_aggregate.

We will open this query to view the information. Let's select Finish and we'll see we have a query that's similar to the one we built in the last movie with FirstName, LastName, the sum total of transactions, the average price of their transactions, the minimum order that they've ever placed, the highest transaction that they've ever placed, and then number of transactions. Let's take a look at this in Design view to see what the wizard did. There are four interesting things that I'd like to point out here. First of all, Access automatically added the Orders table.

We didn't select anything from the Orders table but Access was smart enough to know that in order to go from Direct Customers to Products, we needed that Orders table in between to make that link. The second thing that's interesting is the Totals row populated with all of the aggregate functions that we saw before. Now we know that we can use the drop- down menu to select these when we're building this manually, and we also have ability to choose from a much wider selection of aggregate functions than what's presented in the wizard. For instance in the wizard, there was no way to get standard deviation or variance.

The third thing that's interesting is that Access added generic aliases to the top of our columns. So we have Sum Of Price: and then we're adding the sum of our price. We've got a column that says Average Of Price: and then that's the one that gets the average price. We can go ahead and change these at anytime to be a little bit more specific. For instance, I'll write Average Transaction, and when we run our query, we'll see that that column header is a little bit more specific. Back in the Design view. The last thing that's interesting is how Access handles the counting.

Let me scroll over here to the right. We'll take a look at the fields that provides the count of the records. Let's expand it open so we can see it. Access, instead of using the Total row to choose Count, it decided to use a function for Count. So basically, it's saying Count(*) or count everything. In the Totals row it specify that this is an Expression. So it has Expression to calculate here and it displays that in the field. So that's as far as the wizard will take us.

We could choose from the four most common aggregate options, Sum, Average, Min, and Max, and apply those to any numerical data field. We have the option to count up the number of records in our query and that uses a function for counting. Let's take a closer look at other functions in calculated fields in the next movie.

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