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Defining the column headers

From: Access 2010: Queries in Depth

Video: Defining the column headers

When creating queries using calculated or filtered records, it's always a good idea to properly document your workflow so that your results will be easily understood by other users. One way to do this is to rename the field headers in your queries to give them a more meaningful and accurate name. Let's go ahead and build a query that will demonstrate this. We'll go up to the Create tab and in the Queries section click on Query Design. We'll add our Products table by double- clicking and then we can say Close Show Table. I'm going to go ahead and open this up and let's add a bunch of fields from our table to our query.

Defining the column headers

When creating queries using calculated or filtered records, it's always a good idea to properly document your workflow so that your results will be easily understood by other users. One way to do this is to rename the field headers in your queries to give them a more meaningful and accurate name. Let's go ahead and build a query that will demonstrate this. We'll go up to the Create tab and in the Queries section click on Query Design. We'll add our Products table by double- clicking and then we can say Close Show Table. I'm going to go ahead and open this up and let's add a bunch of fields from our table to our query.

I'll double-click on ProductName, Ounces, Cost, Price, MarkupDollars and MarkupPercent. Now these field names come directly from the table headers. ProductName, Ounces, Cost, Price, MarkupDollars, MarkupPercent. You will notice that they are written with no spaces and they are not exactly in the most human-readable format. We can change that by using a field alias and it works like this. If we click in the very beginning of the name, you could type in an alias followed by a colon and Access will use that in the table of results from the query.

So instead of ProductName as all one word we can say Product Name with a space followed by colon. Ounces, well this is our size field and Ounces is a little bit confusing. So we'll say Size in ounces followed by a colon. Our Cost? Well this is really our wholesale cost so I'll write in Wholesale Cost followed by colon. The Price field represents our customers' price.

So I'll click in the beginning and write Customers Price, followed by a colon. MarkupDollars and MarkupPercent are both markup fields but they have different units. So MarkupDollars I'll specify as dollars with a dollar sign and MarkupPercent, I'll specify the units as percent with a percent sign followed by a colon. Now if I go ahead and run this query, you'll see that we have new headers at the top of our columns.

Product Name is 2 words. Sizes is with ounces specified. Let me double-click here just to widen that. Wholesale Cost, Customers Price, Markup in dollars and Markup in percent. Later on in this course, you'll see that when we create a calculated field Access is automatically going to add an alias Expr1, Expr2, etcetera to denote an Expression 1 or Expression 2. Most of the time those are not going to be helpful at all so we'll be using these aliases to redefine Access's default.

By clearly identifying the fields returned in your queries you'll aid other users that will be working with your database and will help clearly communicate the meaning of the field in forms and reports.

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This video is part of

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Access 2010: Queries in Depth

46 video lessons · 13241 viewers

Adam Wilbert
Author

 
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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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