Visual Data Selection for a Query(Access)

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Visual Data Selection For a Query

The main purpose of data filtering consists of selecting records. As you knowalready, records are stored in tables but they can be identified by the columns of a table.Therefore, before filtering records, you must first specify the columns that would be inoled

in your filtering.

!f you are creating a "uery using the wi#ard, first select a table $or an already created "uery%&

After specifying the table $or "uery% that holds the records, to select a column, in the Aailable Fields

list, you can double'click the desired column$s%&
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The techni"ue of selecting the fields is the same applied when creating a table using the Table (i#ard.

!f you are creating a "uery in the DesignView, when you are presented with the Show Tabledialog bo), to select a table, you can click it and click the Add button, or you can double'click thetable&


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!f you hae already selected a table and want to change it or want to add a table $or "uery%, you can

right'click the Select Query window and click Add Table. After specifying the table, to select a

column, you can drag it from the table and drop it in a column in the lower section of the window&

!nstead of adding one column at a time, you can select more than one column using the *trl or the

Shift keys and dragging the selection to a column in the lower section of the window. To include all

columns in a "uery, drag the + field and drop it in the bottom section.

ractical -earning& Selecting Fields For a Query

. !n the Sample Fields, double'click First/ame, -ast/ame, Date0ired,Salary,!s1arried, and !sATeacher&


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2. *lick /e)t. !f you are asked whether you want a detail or a summary "uery, make sure the first

radiobutton is selected and click /e)t3. *hange the Title to StaffSocialInformationand click Finish

4. (hile the "uery window is selected and displaying, on the Query Datasheet toolbar, click /ew

5b6ect& AutoForm to generate a form

7. *lose the form8. (hen asked whether you want to sae it, click 9es

:. Accept the suggested name as StaffSocialInformationand click 5;


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saing the "uery, to iew its statement, open the "uery in design iew, right'click its window, and

click SQ- View. 9ou can also access the SQ- View option from the main menu under View.

To select eerything from a table, you can use the asterisk as the range of alues. For e)ample, to

select all records, you would use a the statement as follows&

SELECT * FROM Students;

This e)ample would select all records from a table named Students. As opposed to selecting all

records, you can select one particular column whose fields you want to iew. To do this, you can

replace the Whatfactor in the synta) with the name of the desired column. 0ere is an e)ample&

SELECT LastName FROM Students;

This statement would select only the column that contains the last names. To consider more than one

column in a statement, you can list them in the Whatfactor of our synta), separating them with acomma e)cept for the last column. The synta) to use is&

SELECTColumn1, Column2, Column_nFROMWhatObject;

As an e)ample, to select the names, gender, and home phone of records from a table called Students,

you would the following statement&

SELECT FirstName, LastName, Gender, HomePhoneFROM Students

As mentioned earlier, to programmatically create a "uery, you can pass the SQ- statement as thesecond argument of the CreateQueryDef()method. 0ere is an e)ample that uses the

Microsoft Access-ibrary&Private Sub mdCreate!uer"#C$i%&' (im ur(atabase )s Obet (im +r"Em$o"ees )s Obet

(im strStatement )s Strin-

. Get a re/erene to the urrent database Set ur(atabase 0 Current(b

strStatement 0 1SELECT (ateHired, FirstName, 1 2 # 1LastName, (eartment FROM Em$o"ees;1

. Create a ne3 +uer" named Em$o"ees4n/o Set +r"Em$o"ees 0 ur(atabase5Create!uer"(e/&1Em$o"ees4n/o1, strStatement'

End Sub

9ou can use the same approach with DA5.

ractical -earning& Viewing a SQ- Statement From a Query

. !n the Database window, click Queries

2. !n the Queries section, double'click StaffSocialInformation

3. To iew its SQ- statement, right'click its title bar and click SQ- View


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4. To switch it to Design View, right'click its Title ar and click Query Design

7. *lose the Select Query window. !f asked whether you want to sae the change, click /o

Data Selection For a Form

As mentioned preiously, after creating and saing a "uery, you can use it a datasourcefor a form. !nstead of primarily creating a "uery, you can either type a SQ- statementin the ?ecord Source property or use its ellipsis button to create a "uery. Berything is done as seen

aboe.

ractical -earning& Selecting Data for a Form

. !n the Database window, click Forms and double'click *reate Form !n Design View

2. !n the roperties window, click the ?ecord Source field to reeal its ellipsis button and click

that ellipsis button

3. !n the Show Table dialog bo), click Students, click Add, and click *lose

4. !n the list of fields, click First/ame, press and hold *trl

7. !n the list of fields, click -ast/ame, arents/ames, Bmergency/ame, and Bmergencyhone

8. ?elease *trl

:. Drag one of the selected items and drop in the first empty field in the lower section of the

window&
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. Display the Field -ist of the form and notice that its title bar displays a SQ- statement. Also notice that the ?ecord Source of the form is made of a SQ- statement


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2. Sae the form as StudentsContactInformation

3. Drag the fields from the Field -ist to drop them on the form and design it as follows&

4. ?ight'click the form and click Form 0eaderCFooter7. @sing the *ommand utton (i#ard, add a button named cmd*lose and labeled *lose that

would be used to close the form


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8. Sae and close the form

reious *opyright 2>>7 FunctionE, !nc. /e)t
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Visual Data Selection for a Query(Access)

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