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Access 2010: Queries in Depth

Uniting tables


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Access 2010: Queries in Depth

with Adam Wilbert

Video: Uniting tables

The Union query is a special type of query within Access and it's used to combine two different data tables with the same structure. Let's open up our Chapter 8 custom group and we'll open up our Employees table. This table houses all the information about our in-company employees. We can see that we have 200 employees represented in this table. The FieldReps table has information about our contracted field representatives. If I open up that, you'll see that it has an identical structure to the Employees table.
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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

Uniting tables

The Union query is a special type of query within Access and it's used to combine two different data tables with the same structure. Let's open up our Chapter 8 custom group and we'll open up our Employees table. This table houses all the information about our in-company employees. We can see that we have 200 employees represented in this table. The FieldReps table has information about our contracted field representatives. If I open up that, you'll see that it has an identical structure to the Employees table.

We have a total of 100 field representatives. We can use a Union query to take the 100 field reps and the 200 employees and merge them together in a single query record set. Let's go ahead and close both of these tables and we'll see how that's done. I'll go into the Create tab and I'll create a new query in Design view. I'll go ahead and select my Employees table and say Close. Now I want to select all of my employees from this table and I can use this shortcut by double-clicking on the asterisk to choose all of these fields.

Now the Union query is only created in SQL View. You can't make the Union query using the Design View in Access. So what we can do is switch to SQL view and finish our statements there. This is the SELECT statement that Access uses to select all of the fields from the Employees table. We can use this as a guide to help us type out how to select all of the records from the FieldReps table, and we'll join both of those using a Union statement. So at the end of this-- I'll jump down two lines so it's easy to read-- I'll write the word Union.

I'll move down another two lines and I'll type in this SQL statement to select everything from the FieldReps table. We can look to the Employees table above to help us with the syntax. So let's write out the statement. First we'll start with SELECT, and then we want to tell Access what it is that we want to select. We want to select the table FieldReps. tbl_FieldReps. And we want to select all of the fields in the FieldReps table, so we'll out in a period and then an asterisk. Finally, we have to tell Access from what table we want to select from and it does seem a little bit redundant, but this is the syntax that we're going to be using.

FROM tbl_FieldReps. Finally, we'll add a semicolon to finish our statement. So now we've got a statement that takes all of the employees information and adds that to all of the field reps information. When I run this query, you'll see we have a total of 300 records and I'll scroll to the right. We'll see we have our employees listed on the top. And if we scroll down, we'll see that those are joined or unioned with the field sales reps.

Now we have a single query result that has all of our associated employees, whether they're internal within the company or whether they're contracted employees. Now that we have both tables merged together and functioning as one, we can save this query out and use it as the input to other queries down the road. There's no reason why we would need to physically merge the data from both tables at all. We can use a Union query to join both tables in a record set without having to duplicate that information in a new table within our database.

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