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In Access 2010 Power Shortcuts, Access expert Alicia Katz Pollock shares hundreds of tips and shortcuts to vastly increase efficiency and get the full power out of Access 2010. The course includes tips for working with the Ribbon and Quick Access toolbar, managing files, customizing and automating Access, rapid data entry and editing, working with tables, queries, forms, and reports, managing your database, and much more. Exercise files accompany the course.
When you want to make changes to your data, you don't have to update all the records individually one at a time. You can use an Update action query to make the changes all at once. Right now, I am in my Customers table. If I scroll over to my right-hand side, I can see my SalesReps. When I click on any SalesRep and use the dropdown, I can see their name. Now let's say that my SalesRep Collins is leaving the company. We're going to give all of her customers to Pearl Davenport, SalesRep number 10. So we need to update all of the 8s to a 10.
I'll go up to my Create Ribbon, and then to Query Design. I'll add my Customers table to the grid and close the window. I'll scroll down to find my SalesRep field, and double-click on it to add it to the grid. Now I'll go up to the Ribbon, and change my Query Type to an Update query, and now I have a new row in my grid, Update To. So my Criteria is that I'm looking for SalesRep number 8, and I'm going to update it to SalesRep number 10.
I'll click on the Run button. It says I'm about to update three rows, and I'll click Yes. Now when I look back at my Customers table, I can see that I don't have any SalesReps number 8 anymore. They're all SalesRep number 10. Now let's do another example of an Update query. I am going to right-click on my Customers tab, and choose Close All, to shut both of these objects. When it asks if I want to save my query, I'll say No. Now let's open up our SalesReps table. It's time for our annual cost of living increase.
Now when I scroll over to the right-hand side, I can see all of my SalesRep salaries. I'll go to the Create ribbon, and click on the Query Design button. This time, I'll add my SalesReps to the grid and close the window. Change the query to an Update query. I'll scroll down. The field that we need is Salary. Now this time I don't need a Criteria, because I am going to apply it to everybody. What I am going to do is a calculation. So click in Update To, then come up to the Ribbon, and choose Builder.
I'll click on the Plus sign next to my database and on the Plus sign next to my tables, and then I'll click on my SalesReps. I'll scroll down to find my Salary and double-click on it. So that's the base salary right now, and then I'll type a Plus sign, and .25 to add 25 cents to their salary. Then click OK. I'll come up to the left side of the Ribbon, and Run the query. It says I'm about to update 25 rows. I'll click Yes.
Now when I look at my SalesReps table, all of my employees now have a 25 cent higher Salary. As we can see, using an Update action query allows you to make massive changes to your data in a flash.
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