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Introducing the conditional IIf function

From: Access 2010: Queries in Depth

Video: Introducing the conditional IIf function

In this chapter, we're going to take a look at creating a new function called a conditional statement. Conditional statements are one of my favorite features of Access queries. They allow you to create an automated decision-making process. They're very flexible and very powerful and they can automate some complex tasks in a short amount of time. So let's dig in to see what this is all about. A conditional statement is an if-then statement. In Access, we will use the IIf function and yes, there are two I's there. That's not a typo. The first I stands for immediate, meaning that this is a function that runs inside of an SQL statement.

Introducing the conditional IIf function

In this chapter, we're going to take a look at creating a new function called a conditional statement. Conditional statements are one of my favorite features of Access queries. They allow you to create an automated decision-making process. They're very flexible and very powerful and they can automate some complex tasks in a short amount of time. So let's dig in to see what this is all about. A conditional statement is an if-then statement. In Access, we will use the IIf function and yes, there are two I's there. That's not a typo. The first I stands for immediate, meaning that this is a function that runs inside of an SQL statement.

This is so Access can distinguish between this function and the Visual Basic If routine. The IIf function has a specific syntax that must be followed. There are three required arguments. The expression to evaluate, the piece to return if true, and a piece to return if false. The first part of our condition is the expression. Any mathematical expression that evaluates to true or false will work. The true part argument is returned if the expression is true and the false part argument is returned if the expression is false. Many of the mathematical operations that we've seen in this course can be used to construct your expressions.

We can use the operators Less Than, Greater Than, Equal. And, Or, and Not will also work. We can use any of these to build the expression that Access will evaluate. An IIf function that evaluates August sales compared to a plan or goal might look something like this. It reads is the August sales over $100,000? If it's true, they will say that the store met their sales plan and if that's false, we will say the store did not meet their sales plan. So let's see how Access would apply this in our data tables. If we take a column of data called August Sales and we plug that into our Expression, Access will evaluate the result.

So if we take Store 101 and look at their August sales, 103,588. If we plug that into our IIf statement, we'll get an expression that reads 103,588 is greater than 100,000. Well, that's true. So the result is, met sales plan. The same thing applies to Store 102. Their August sales is over 100,000, so they also met their sales plan. Now Store 103, their sales were 98,743.

If we plug that into our IIf statement, we get 98,743 is greater than 100,000. Well, that's a false statement. So Access will return below sales plan and so on down the list. So you can see that if you had to manually evaluate August sales and take each store's value and compare it to goal and then define a result, that could take you quite a long time. By using an IIf conditional function, Access can automate that process for you. We will start in the next video by building our own IIf function using the Expression Builder.

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Access 2010: Queries in Depth

46 video lessons · 13461 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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