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Access Output

Access Output. Filters, Queries and Reports. Filters. Limit the data, creating a dataset, or partial view of the whole database Single use – filters do not save with the database. Queries. Allow you to answer questions about the data, turning it into information Can be saved and used again.

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Access Output

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  1. Access Output Filters, Queries and Reports

  2. Filters • Limit the data, creating a dataset, or partial view of the whole database • Single use – filters do not save with the database

  3. Queries • Allow you to answer questions about the data, turning it into information • Can be saved and used again. • Can include fields from more than one table in a database. • Can be formatted in Design View.

  4. Creating a Query Click the Query Wizard button on the Create tab The New Query dialog box allows you to select the type of query you want. Queries can be edited later by selecting them from the Object List

  5. Designing a Query • In Design view, you can: • Add and remove fields • Sort by selected fields • Add criterion to limit which records display

  6. Query Design View This design will show only the clients for Recruiter Number #24, and sort the records by Client Number Checked boxed indicate which fields will be included in the query.

  7. Selecting fields • You can simply add fields to a query by checking the Show box. • You can also hide fields … • You can use queries to sort and add criteria, but leave the Show boxed unchecked so that the field data does not show. • For example, if you are showing all records for a particular city, you can indicate that in the query title and not include the city name in the query.

  8. Entering Criterion • Criterion are entered into the Criteria field • Using Wild Card characters (* and ?) can simplify the work • Pr* will find any records with values that start with “Pr” • Pr? Will find records with values containing “Pr” and one more letter • You can also use numbers and comparison symbols =, < and > to limit data. Ex: >50

  9. Parameter Query • Prompts the user to enter criteria • To create, type [Enter fieldname] in the criteria field When anyone views the query, the Enter Parameter Value dialog box appears.

  10. Calculated Fields • Adding a calculated field. • Enter the fields you want in the query. • In an empty column, type the calculation using the syntax NewFieldName:[fieldOne] operator [fieldTwo] • Examples: • Total Amount: [Amount Paid]+[Current Due] • New Balance:[Old Balance]-[Amount Paid] • Salary:[Sales Amount]*[20%]

  11. Statistics • You can see Totals, Averages, and other statistics in queries • From the Design View, select the field you want to calculate and click the Totals button on the ribbon • Expand the Total box andselect the operation you want.

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