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Access 2010 Essential Training
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Creating a query in Design view with criteria


From:

Access 2010 Essential Training

with Alicia Katz Pollock

Video: Creating a query in Design view with criteria

Creating Queries in Design View gives you complete power and flexibility in analyzing your data. Let's start with looking at the query that we already made. Right-click on the Sales Reps Phone List Query and choose Design View. The top part of the window is where you show your tables with their fields, and the bottom is the grid where you specify the fields you want to see. So here is our Sales Rep table, with all of its fields, and the grid below, with just the five fields we wanted to see. If it asks if you want to save the changes, say No. So let's take this a step further.
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  1. 1m 25s
    1. Welcome
      51s
    2. Using the exercise files
      34s
  2. 19m 8s
    1. Database concepts and terminology
      5m 35s
    2. Starting Access
      55s
    3. Creating a new file
      1m 10s
    4. Trusting a file
      56s
    5. The Quick Access toolbar
      1m 8s
    6. Backstage view
      2m 45s
    7. Exploring ribbons
      2m 59s
    8. Using the Navigation pane
      2m 11s
    9. Getting help
      1m 29s
  3. 23m 33s
    1. Planning and designing your database
      1m 33s
    2. Creating tables using Application Parts
      6m 48s
    3. Creating tables in Layout view with Quick Start
      3m 59s
    4. Creating and editing tables in Design view
      2m 41s
    5. Setting a primary key
      1m 20s
    6. Creating a lookup field
      3m 59s
    7. Creating multi-value fields
      2m 19s
    8. Using calculated fields
      54s
  4. 13m 5s
    1. Setting field properties
      7m 34s
    2. Setting input masks
      2m 3s
    3. Setting validation rules
      3m 28s
  5. 5m 20s
    1. Creating relationships and enforcing referential integrity
      4m 32s
    2. Viewing subdatasheets
      48s
  6. 19m 52s
    1. Entering data into your tables
      9m 44s
    2. Formatting tables
      4m 2s
    3. Finding, sorting, and filtering records
      6m 6s
  7. 29m 57s
    1. Creating data-entry forms
      2m 31s
    2. Using the Form Wizard
      1m 38s
    3. Modifying a form in Layout view
      7m 1s
    4. Using Design view
      12m 41s
    5. Setting tab stops
      1m 26s
    6. Adding buttons to a form
      1m 49s
    7. Using navigation forms
      2m 51s
  8. 26m 49s
    1. Introduction to queries
      1m 9s
    2. Using the Query Wizard
      1m 52s
    3. Creating a query in Design view with criteria
      4m 18s
    4. Creating wildcard queries
      1m 24s
    5. Creating reusable parameter queries
      1m 29s
    6. Creating yes/no queries
      1m 12s
    7. Creating "and" and "or" queries
      3m 7s
    8. Building calculation queries
      2m 44s
    9. Creating statistical queries
      3m 1s
    10. Using update queries
      2m 56s
    11. Using delete queries
      1m 31s
    12. Creating crosstab queries
      2m 6s
  9. 26m 43s
    1. Introduction to reports
      1m 28s
    2. Using the Report Wizard
      2m 0s
    3. Formatting reports in Layout view
      5m 16s
    4. Identifying report structure in Design view
      2m 30s
    5. Adding group and sort capabilities to a report
      2m 43s
    6. Adding existing fields from other tables
      1m 59s
    7. Adding totals and subtotals to a report
      2m 58s
    8. Adding conditional formatting and data bars to a report
      2m 38s
    9. Creating multi-table reports
      1m 46s
    10. Creating mailing labels
      2m 16s
    11. Printing reports
      1m 9s
  10. 4m 32s
    1. PivotTables
      2m 29s
    2. PivotCharts
      2m 3s
  11. 7m 35s
    1. Creating macros
      2m 53s
    2. Attaching macros to objects
      2m 26s
    3. Using data macros
      2m 16s
  12. 17m 10s
    1. Importing Excel and text data
      3m 39s
    2. Exporting data into Excel
      1m 0s
    3. Exporting to PDF
      53s
    4. Exporting into a Word Mail Merge
      1m 3s
    5. Publishing to a web browser in HTML or XML
      1m 51s
    6. Sharing via email
      58s
    7. Collecting data over email
      2m 42s
    8. Using Package and Sign
      1m 14s
    9. Publishing to SharePoint
      2m 59s
    10. Importing and exporting with SharePoint
      51s
  13. 6m 41s
    1. Compacting and repairing a database
      48s
    2. Using data analysis tools
      1m 4s
    3. Encrypting a database and setting a password
      2m 22s
    4. Splitting a database
      2m 27s
  14. 8m 19s
    1. Customizing the ribbons
      1m 16s
    2. Setting Access options
      7m 3s
  15. 14s
    1. Goodbye
      14s

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Access 2010 Essential Training
3h 30m Beginner Jun 10, 2010

Viewers: in countries Watching now:

In Access 2010 Essential Training, Alicia Katz Pollock gives a comprehensive overview of creating databases in Access 2010, whether using predefined database templates or building from scratch. This course covers each step of constructing and modifying databases for custom purposes, as well as working with tables, forms, queries, macros, and reports and charts for record keeping and analysis. Exercise files are included with the course.

Topics include:
  • Understanding database concepts and terminology
  • Building tables with Application Parts
  • Defining field properties
  • Creating relationships between fields and tables
  • Sorting and filtering
  • Creating forms with the Form Wizard
  • Analyzing data with the Query Designer
  • Automating with macros
  • Formatting reports with Layout Tools
Subjects:
Business Databases Teacher Tools Education Student Tools
Software:
Access
Author:
Alicia Katz Pollock

Creating a query in Design view with criteria

Creating Queries in Design View gives you complete power and flexibility in analyzing your data. Let's start with looking at the query that we already made. Right-click on the Sales Reps Phone List Query and choose Design View. The top part of the window is where you show your tables with their fields, and the bottom is the grid where you specify the fields you want to see. So here is our Sales Rep table, with all of its fields, and the grid below, with just the five fields we wanted to see. If it asks if you want to save the changes, say No. So let's take this a step further.

Let's make a Query to analyze our sales in Maryland. We would need to pull our Maryland customers and look at their orders. Here's how to do it. Click on the Create tab and then choose Query Design. We'll get a new blank Query. The first thing we need to do is add our tables to the query. Now when you're doing this, only add the tables that contain the fields that you need. If you add extra tables here, it can distort your results. If you accidentally open up an extra table, click on it and press Delete to remove it. Double-click on the Customers Table. To add the Orders Table, click on Orders and click Add.

You can add your tables either way. Click Close. Now, stretch out the bottoms of the boxes so that you can see them. Hold your cursor over the bottom border of each box and pull down. You can also resize your grid by moving this up or down, as is practical. Now let's add fields in a few different ways. One is to double-click. Double-click on Company and it will appear in the grid. You can also drag the field down. Try that for State.

Click in the third column. You can also click on this dropdown arrow to pick a field, but because we have two tables showing, that's a lot of fields to scroll through. So double-click on OrderDate. Next, we want to see the Product Name, but in the Orders Table, the Product is shown as an SKU number. So if we add Products from the Products Table instead, we'll get the actual name of the oil. So click on Show Table and double- click on Products, then click Close.

Add Product to the grid and then Price. Before we add in a criteria, let's test this and see if it works. There are two buttons over here on the left. View allows us to see the query results. If it's a Query that performs an action, you'd have to click this Run button to make it finish. Click on the View button, and we can see the Company who ordered, the State, the Date of their order, the Product they ordered, and how much they paid. But let's refine it some more.

Go back to the Design View. First, let's just see customers from Maryland. Let's reorder the columns so that State is first. Click one time on this thin gray line at the top of the column. Then click on it again and drag it before the Company column. You can see a dark line as you move. Now under the State column, in this Criteria line, type in MD and then hit the Tab key. The cursor moves to the next column, and Access automatically put quotes around the letters because they are text.

This tells Access to find a literal match. Also, let's sort the Company alphabetically. Click on this Sort row. Drop it down and Sort Ascending. Let's also Sort by the OrderDate as well so that all of the orders from one company show up in the order they were purchased. Now I also want to add in the Product's Size. Pick up Size from the Product Table and drop it on top of Price. Size will appear, and Price will move over. Now let's see how that works. Click on View.

I can see all my orders from Maryland, what companies are there, the dates that they ordered, the products that they ordered, their bottle size and how much they paid. I notice that Maryland favors 8-ounce bottles. So let's Save this query and call it Maryland Orders. Using the Design View to create your queries gives you a lot of control over your database analysis.

Find answers to the most frequently asked questions about Access 2010 Essential Training.


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Q: It seems there are movies missing in the course which should explain how to enter products in the Order table. How do I do this?
A: The lessons in this course are only somewhat cumulative. The database is built throughout the title before getting to the relationships and referential integrity, but not every step is shown. This is one of those courses where using the exercise files is recommended. The course would be very long and repetitive if I demonstrated the same technique over and over for every step in building a database.

Take a look at these videos instead.
Chapter 2: Planning and designing your database (concept)
Chapter 2: Creating and editing tables in design view (building the order table)
Chapter 2: Creating a lookup field. (This one uses Customer lookup as the example, but I believe this technique answers your actual question. You would use the same procedure to add the field that calls up the list of products.)
Q: In the Chapter 6 video "Using Design view," we work with the Combo Box Wizard. When I click on the Combo Box then click the
 location on the form, it does not start the Combo Wizard. Please advise.
A: Click on the Data tab and make sure one of the tables or queries appears selected in the Control Source. The form needs to be bound to a table or query before you make the combo box.

Also, Access is extremely finicky. When you're looking at the Properties window, be sure to click in the little box in the upper left corner of the form, between the vertical and horizontal rulers—as noted in the screenshot—before creating the combo box.

 
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