Access 2010: Queries in Depth
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Understanding queries


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Access 2010: Queries in Depth

with Adam Wilbert

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Video: Understanding queries

At the heart of every database is of course data, lots of data. Data tables can easily grow to hundreds, thousands or even millions of records. But trying to manage and makes sense of such large amounts of data can quickly become overwhelming. At some point, you are going to want to know, what does all of this data tell us? Luckily, Access provides a set of objects called queries to help us out. Basically, running a query is simply asking a question. Who are my top customers? How many products did we sell last month? You ask a question and a query will return the answer. At its most basic level, learning queries is less about getting the right answer and more about learning how to ask the right questions.
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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. 19m 55s
    1. Introducing the conditional IIf function
      2m 43s
    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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Watch the Online Video Course 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
Subject:
Business
Software:
Access Office
Author:
Adam Wilbert

Understanding queries

At the heart of every database is of course data, lots of data. Data tables can easily grow to hundreds, thousands or even millions of records. But trying to manage and makes sense of such large amounts of data can quickly become overwhelming. At some point, you are going to want to know, what does all of this data tell us? Luckily, Access provides a set of objects called queries to help us out. Basically, running a query is simply asking a question. Who are my top customers? How many products did we sell last month? You ask a question and a query will return the answer. At its most basic level, learning queries is less about getting the right answer and more about learning how to ask the right questions.

So, let's suppose that we are preparing an e-mail newsletter. The first thing we want to ask ourselves is, who are we sending them to. I am going to go ahead and open up the Chapter 1 group in my custom navigation pane. Let's take a look at our Direct Customers table by double clicking on it. Here, we can see that we have a field called Email address and that's exactly what we will need, but we actually don't need all of this other information about their physical address. Let's go ahead and run a query that's based off of this table. I am going to double-click on qry_CustomerEmail. This query takes the FirstName, LastName, and Email fields from our Direct Customers table.

Now, query results look like tables but they are actually called record sets. This is an important concept in Access, that queries do not store data; they merely store the instructions on how to assemble the data from you tables. This way, queries are always up-to-date without you having to maintain the same information in two or more places. Let's go ahead and go into our DirectCustomers table and make a quick change. For Salvador Garrison, I am going to change his email address here. And I will just highlight the first part and type in Garrison and we will move off of that record.

Let's go back into qry_CustomerEmail and we will see that change is updated. Now, let's take our example to the next step. Instead of just emailing everybody, we only want to target people in the southern region. If we go in to our DirectCustomers table, we will see that we have information about state but there is no information about what region those states belong to. If we open up our States table, we will see that we can relate states to regions here. So, let's look at one example. Our Salvador Garrison lives in the state of Oklahoma. If we look at our States table and find Oklahoma in the list, here it is, we could see that Oklahoma is in the southern region.

Now, this will be a little bit tedious if we had to go through and do all thousand customers this way. We can use a query to streamline that process. Let's go ahead and open up CustomerEmailandRegion. This query takes the same information as the previous, FirstName, LastName, Email, but it also adds two fields from the table states. RegionName and DivisionName. Now, we can go ahead and sort this. Let's sort it A-Z and then scroll down til we find our southern states, and these are the customers that we are going to be targeting in our email campaign.

But again, this query is returning too much information. We don't need the Northeast or Midwest customers. So, let's take this a step further and run one more query. CustomerEmailandSouthernRegion. This query is filtered to just give us the southern states. We could see that we have 297 customers that will be getting our email campaign. So, while using filters on your tables would be a quick and dirty way to get insight into some aspect of your data, queries will often work out better for you in the long run. The ability to save and rerun a query is just one of the many advantages that we will be exploring throughout this title.

As we'll see, queries will be able to provide answers to some pretty complex questions and of course we only need to learn how to ask the right questions first.

There are currently no FAQs about Access 2010: Queries in Depth.

 
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