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Using the Switch function

From: Access 2010: Queries in Depth

Video: Using the Switch function

Within the Program Flow category of functions in the Expression Builder is another function called Switch. The Switch function is similar to IIf in that it allows Access to return various responses depending on the results of an evaluated expression. It does this by using matched pairs of expressions and values. We have exprA and if that's true we return valueA. If the exprA is False, we'll move on down the line to exprB and evaluate it. In this way, Switch only branches in the false direction.

Using the Switch function

Within the Program Flow category of functions in the Expression Builder is another function called Switch. The Switch function is similar to IIf in that it allows Access to return various responses depending on the results of an evaluated expression. It does this by using matched pairs of expressions and values. We have exprA and if that's true we return valueA. If the exprA is False, we'll move on down the line to exprB and evaluate it. In this way, Switch only branches in the false direction.

In other words, Access only returns a value if the function is true. If it's not, it moves on down the line. If the condition evaluates to false at the very end, Access returns a null value or a blank cell. So let's take a look at an example of how we can apply this. In this example, we want to take a look at each employee's total lifetime sales with the Two Trees Olive Oil Company as part of our rewards and recognition program. Let's open up our Chapter 6 custom group, and we'll open this qry_TotalSales query. We'll see that we've got a column for Employee Name, the Sales Department, and this is the Sum Total of all the sales throughout their entire tenure with the company.

We'll use this query as a basis for deciding what level of recognition they're at. We'll go to our Create tab and create a new query in Design view. Let's go ahead and grab that query, let's enter the Queries tab, and we'll look for qry_TotalSales. We'll double-click on it to add it to the query. Go ahead and say Close and we'll add each field to our query. Double-click on EmpID, FirstName, Department, and TotalSales.

In the next field, we'll create our switch expression. So we'll right-click and say Build and we can find that in the Program group under Functions > Built-In Functions > Program Flow > Switch. Now Switch needs matched pairs of expressions and values. So the expression we want to evaluate is whether they're in our Platinum group, which means they're over a thousand-dollar sales level. Let's go into our TwoTrees database, we'll go into Queries, and we'll find the qry_TotalSales query.

From there we'll grab the TotalSales calculation. We'll double-click on it to add it to the expression. So the evaluation expression that we need is TotalSales > 1000. If that's true, we're going to say they're in our Platinum group. So for the value, I'll type in Platinum. We'll wrap that in quotation marks and we'll add a comma to tell Access that we're done with the first pair and we're ready to start typing out the second pair. Now we're going to look for our TotalSales as being over $900. So we'll go back to our query, we'll double- click on TotalSales again, and we'll say greater than 900.

If that's true, they're in our Gold group. We'll do another one for 800 at the Silver level and we'll do one more at the Bronze level for $700. So there is our statement. We've got a Switch function. We're going to look at TotalSales > 1000, and if that's true, they're in our Platinum group.

If that's not True, we'll go to the next. TotalSales > 900. Oh, and I see I have a little typo here. We'll fix that. We'll change that from less than to greater than. So TotalSales > 900, and if that's true, we'll say they're in our Gold group. If that's false, we'll move on. TotalSales > 800. If that's true, they're Silver. if that's false, we'll move on. Are they greater than 700? If they are, that's Bronze group. If not, Access will return a null value, so it'll just be a blank cell.

Okay, let's go ahead and say OK. So we'll go ahead and run our query to see the results. Let's sort based upon our Total Sales. We'll sort Largest to Smallest. Now we can see all of our employees that in our Platinum group, all of the employees that are in our Gold group, all the employees that are in Silver, Bronze, and all the employees who've not yet leveled up. So when used appropriately, both IIf and Switch can be extremely valuable tools to have in your pocket. Anytime you can automate routine tasks and allow Access to make decisions for you, it can be a huge benefit to increasing your productivity.

But beyond simply taking decision- making tasks off your plate, learning to use the Program Flow functions increases the reliability and consistency of your database. One of the biggest benefits is that they can ultimately prevent data inconsistencies due to the introduction of human error.

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This video is part of

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Access 2010: Queries in Depth

46 video lessons · 13613 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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