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Access 2010: Queries in Depth
Illustration by Neil Webb

Creating update queries


From:

Access 2010: Queries in Depth

with Adam Wilbert

Video: Creating update queries

The Update query is one of four action queries in Access. Using it we can create a selection of our records that all require a specific update or modification to the data and then update all of those records throughout our entire database. The Update query will not only breeze through the task, it'll prevent any data entry errors that typically crop up when manually modifying large amounts of records. Before we begin, if you haven't already done so, please take a moment and review the previous movie on creating a backup of your database. We can begin our Update query by going to the Create tab and we'll create a new query in Design view.
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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 update queries

The Update query is one of four action queries in Access. Using it we can create a selection of our records that all require a specific update or modification to the data and then update all of those records throughout our entire database. The Update query will not only breeze through the task, it'll prevent any data entry errors that typically crop up when manually modifying large amounts of records. Before we begin, if you haven't already done so, please take a moment and review the previous movie on creating a backup of your database. We can begin our Update query by going to the Create tab and we'll create a new query in Design view.

Let's suppose that all the employees in our Human Resources department are getting relocated to the new corporate office in Dallas, Texas. We want to go through our database and find all of the employees in the Human Resources department. Then we want to change their city and state to Dallas and Texas. So first we'll create a Select query to identify which records will be modified. Let's go ahead and select our Employees table and say Close. From the Employees table we'll choose the employee ID and we'll scroll down and find City and State.

We'll also need a department so we can apply a criteria of Human Resources and I'll type that in the Criteria field here. Let's run our query to see which records which records will be affected by the change. So those are the 13 Human Resources employees that are all relocating to Dallas, Texas. Let's create the Update query and update our data table. I'll go back to Design view and I'll switch our query from a Select query to the Update query.

When I do that we'll get a new row here that says Update To. So what we want to do is update the city to Dallas and we want to update the state to Texas or TX. Now if we go and this query, Access is going to tell us that we're about to update 13 rows. Once you click Yes, you can't undo the command or reverse the changes, so make sure this is what you want to do. I'm going to click No here for a second and show you that we do have a difference with action queries between viewing the datasheet and running the action query.

Running the action query will actually apply those changes to your data tables, where as viewing an action query will show you which records are about to be effected. So if I click View here and change to Datasheet view, this shows me which city and states are about to be changed, I'll go back to Design view and this time I'll say Run, and we'll go ahead and make those changes. Now if I go back into my data tables for my employees, we can verify that that change has been made.

I'll open up my employees table, which is in the Chapter 1 groups, and I'll scroll over to identify our departments. Every employee that works for the Human Resources department now says Dallas, Texas under the City and State. Data may need to be updated for any number of reasons. You may change vendors or have an updated product ID number. Your business may move, change names, or get merged with another company, and all of your addresses and phone numbers and e-mail addresses might need to be altered.

Whatever the reason, you'll be able to quickly and easily keep your database up-to-date with an Update query.

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