Ch03 Access

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Transcript of Ch03 Access

  • 1. Analyzing Data For Effective Decision Making
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    Chapter 3
    The human problems which I deal with every dayconcerningemployees as well as customersare the problems that fascinateme, that seem important to me.Hortense Odlum

2. Chapter Introduction
Filter data in Microsoft Office Access 2007 database
Retrieve and examine only records you need
Sort data
Rearrange records in specified order
Queries
Provide quick answers to business questions
Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
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3. Tools Covered In This Chapter
Action queries (update, append, delete, crosstab, and make-table)
Aggregate functions (Avg, Max, Min, Sum)
Calculated field
Comparison and logical operators
Crosstab query
Filter by Form and Filter by Selection
Find duplicates query
Find unmatched records query
Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
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4. Tools Covered In This Chapter
Immediate IF (IIF) function
Parameter query
Design view
Select query
Simple Query Wizard
SQL commands (AS FROM, GROUP BY, HAVING, ORDER BY, SELECT, WHERE)
Top Values query
Wildcard characters
Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
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5. Level 1 Objectives: Organizing and Retrieving Information from a Database
Filter and sort data to make it more meaningful
Create simple queries to answer business questions
Develop queries using comparison criteria and wildcards
Display and print query results
Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
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6. Filtering and Sorting Data
Filter
Restricts data in single table to create temporary subset of records
See only certain records in table based on specified criteria
Sorting records
Organizing in particular order or sequence
Sort records regardless of whether table filtered
Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
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7. Filtering by Selection
Tools
Filter by Selection
Select particular field in datasheet
Display only data that matches contents of field
Specify only one criterion for filter
Filter by Form
Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
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8. Using Filter by Selection to Display a Temporary Subset of Records
Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
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9. Filtering by Form
Specify two or more criteria
Filter for comparative data
Use comparison operators
AND criteria
Selects records that contain all specified values
OR criteria
Selects records that contain any specified values
Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
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10. Sorting Data to Increase Information Content
Organizes data and increases information value
Access sorts records based on primary key values
Use sorting to change order
To sort
Select sort field
Sort on multiple fields
Move fields in datasheet view so that they are adjacent
Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
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11. Sorting Data To Increase Information Content
Primary sort field
Access sorts records by this field first
Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
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12. Sorting Types of Data
Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
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13. Filtering Using the Filter Arrow
Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
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14. Using Queries to Answer Business Questions
Query
Database object
Stores criteria for selecting records from one or more tables based
Save query
Use it again
More powerful than filter
Display only some fields in table
Create fields that perform calculations
Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
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15. Using Queries to Answer Business Questions (continued)
Capabilities of Access queries:
Display selected fields and records from table
Sort records on one or multiple fields
Perform calculations
Generate data for forms reports and other queries
Update data in database
Find and display data from two or more tables
Create new tables
Delete records in table based on one or more criteria
Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
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16. Using Queries to Answer Business Questions (continued)
Select query
Ask question based on one or more tables in database
Result displayed in datasheet
Called recordset
Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
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17. Using the Simple Query Wizard to Create a Query
Simple query wizard
Presents list of tables and queries in database
And fields that they contain
Select fields from one or more tables
Wizard creates and displays results
Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
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18. Advantages and Limitations of the Simple Query Wizard
Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
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19. Including Summary Statistics in a Query for Data Analysis
Summary query
Groups records
Calculate sum, average, minimum, or maximum value in each selected field
Count records in table or query
Click summary options button
Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
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20. Creating a Summary Query with the Simple Query Wizard
Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
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21. Creating a Query in Design View
Select query window in Design view has two sections
Area for field lists at top of window
Design grid below it
Add tables for query to top part of window
Appear as field lists
Query by example (QBE)
Typing search value as a criterion
Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
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22. Query Design View Tools
Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
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23. Creating Queries with Multiple Criteria
Most queries involve more than one criterion
Represent AND criteria
Entering conditions in same criteria row in query design grid
Specify OR criteria
Use or row of query design grid
Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
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24. Setting Criteria for the Query in Design View
Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
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25. Specifying Sort Order in Queries
Query results appear in same order as data from underlying tables
Unless specify sort order when designing query
Sort order determined from left to right
Multiple columns must be adjacent to sort on more than one field in datasheet view
Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
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26. Running a Query
Click Run button in the Results group on the Design tab
Access displays datasheet of records
Save query
Save only design
Not values from tables displayed in results
Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
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27. Enhancing Query Criteria to Improve Data Analysis
Expand criteria by using
Wildcards
Comparison operators
Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
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28. Using Wildcards for Inexact Query Matches
Wildcard character
Placeholder
Stands for one or more characters
Memo fields
Use same keywords throughout memos
Easily retrieve records later
Use wildcards when specifying keyword as a query criterion
To select records that contain characters before and after keyword
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29. Wildcard Characters Used in Queries
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30. Using Wildcards for Inexact Query Matches (continued)
Access inserts
Word LIKE for criteria with wildcards quotation marks around text
LIKE *Spanish*
Pound signs around dates
#12/*/2008#
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31. Using Comparison Operators to Refine Query Criteria
Comparison operators
Compare value in field with range of values in criterion
Clear the grid
Start with same field list but blank grid
Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
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32. Comparison Operators
Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach
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33. Comparison Operators (continued)
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34. Verifying and Printing Query Results
Verify query results before
Distributing query to others
Using it as basis for decisions