DB Implementation MS Access Queries Reports L 546

DB Implementation: MS Access Queries & Reports L 546 Session 7, IU-SLIS 1

Outline n Access Queries ► ► n Query Creation Sorting & Filtering Query Types Dynamic Query Access Reports ► ► Report Sections Grouping & Filtering MS Access File for Lecture L 546 Session 7, IU-SLIS 2

MS Access Queries n Database Queries ► ► n Core DBA skill From SQL to Query by Example (QBE) What does it do? ► Find target information • Retrieve, Filter, Sort, Aggregate/Summarize ► Manipulate data • Perform calculations • Add, Change, Delete, Combine data in tables • Assemble/Supply data forms and reports n How does it work? ► ► ► Access translates QBE to SQL performs data manipulations based on Relational Algebra Access queries create a dynaset (“live” view of table) • changes made in data by query is reflected in underlying tables L 546 Session 7, IU-SLIS 3

Access Queries: Views n Datasheet view ► ► n For displaying the result of the query Useful for reviewing/validating the query Design View ► ► For creating/modifying a query using drag & drop GUI (i. e. , QBE) Consists of Diagram Pane & Grid Pane • Add tables/queries to the Diagram Pane • Add fields to the Grid Pane (Field row) ► Can sort/filter/compute by fields • Sort row: set to Ascending/Descending • Criteria row: use Expression to apply data filter • Total row: compute (sum, min, max, count, etc. ) of each field ► n Automatically generates SQL statements SQL View ► ► For creating/modifying a query by manually writing SQL statements Only way to create SQL-specific queries • Union/Data-definition/Pass-through query L 546 Session 7, IU-SLIS 4

Access Queries: Basic Types n Simple Query ► ► n Uses one table/query To generate a subset (row/column) of a table Multi-table Query ► ► Joins multiple tables/queries To merge small chunks of data in normalized tables • Linked tables are automatically linked in in the Query Design Grid • Creating a link in the Query Design Grid does not permanently link tables n Select Query ► ► n Selects records that meet given criteria Does not change the data Parameter Query ► Prompts for query criteria values (parameters) to run a dynamic query L 546 Session 7, IU-SLIS 5

Access Queries: Sort & Filter n Datasheet View ► Sorting • Click column and right-click ► Filtering • Filter Tool (Home tab) à Filter by Selection à Filter by Form à Advanced Filter/Sort n Design View ► Sort using the Sort Row • Sort priority is from left to right for multiple sort ► Filter using the Criteria Row • Criteria in multiple rows make OR query • Criteria in single row make AND query • Criteria in a single cell à à AND/OR Wildcards (*) in Like and Between – e. g. Like “A*”, Like “[A-C]*”, Like “*av*”, Like “ave? ”, Not Like “A*” – e. g. Between 1950 and 1960, >1960 L 546 Session 7, IU-SLIS 6

Access Queries: Query Criteria n Query Criteria Expressions Expression Returns Between #1/1/99# and #12/31/99# Dates from 1/1/99 to 12/31/99 In (“John”, ”Mary”, ”James”) Records with John, Mary, or James Is Null Records with no entry Like “Acc? ss” ‘Acc’ followed by any character, followed by ‘ss’ Like “*s” Ends in ‘s’ Like “v*” Starts with ‘v’ <1000 Less than 1000 Equal to 1000 Like “[A-C]? ? ” Starts with A through C and has two more characters ? ? Any four characters Len([Surname])= Val(4) Any Surname of 4 characters Right([Surname], 2)= “ss” Any Surname ending in “ss” Left([Surname], 2)= “ac” Any Surname starting with “ac” L 546 Session 7, IU-SLIS 7

Access Queries: Expressions n Using expressions to create a calculated column ► Enter expressions in blank column of query design view • NAME: [Field 1] operator [Field 2] ► n Format the display in Format property of the field Examples ► Simple math • Discount. Price: [Discount] * [Standard. Price] ► String Concatenation • Name: [First. Name] & “ ” & [Lastname] ► Date & Time math • Date. Diff(Interval, Begin. Date, End. Date) à Hire. Age: Date. Diff(“yyyy”, [Birth. Date], [Hire. Date]) • Date. Add(Interval, Number, Date) à ► Retire. Date: Date. Add(“yyyy”, 25, [Hire. Date]) Customized Sorting • Switch(expr 1, value 1, expr 2, value 2, etc. ) à Switch([City]=“Seatle”, 1, [City]=“Redmond”, 2, etc. ) L 546 Session 7, IU-SLIS 8

Access Queries: Dynamic Criteria n Parameterized Queries ► Dynamic query based on varying criteria value • ► e. g. retrieve books written by a given author Enter the parameter name in square brackets in criteria • • Do not use existing field names Can use expressions à n e. g. Like "*" & [Last Name] & "*“ Query Criteria from Form Entries ► Use a form to enter query parameter values • good for multiple parameter entries 1. 2. 3. Create a parameter query Create a form with unbound input control for each of query parameters Add a command button that will run the parameter query • 4. Run Query Action of Miscellaneous Category Reference the form controls that hold parameter values from the query • i. e. change the criteria to form controls • Parameter name = fully qualified name of form control L 546 Session 7, IU-SLIS 9

Access Queries: Joins n Inner Join ► ► n Left Outer join ► n Default join in Access (i. e. Natural Join) Returns only the records where joined fields are equal in both tables Returns all records from the left table Right Outer join ► Returns all records from the right table L 546 Session 7, IU-SLIS 10

Access Queries: Advanced Types n Action Queries ► Append Query • Appends table rows to an existing table ► Delete Query • Deletes table rows ► Update Query • Modifies the values of particular fields for particular records ► Make Table Query • Creates a new table from rows of other tables/queries à will overwrite existing table of the same n Crosstab Query ► n Performs mathematical operations on intersection of two fields SQL-Specific Queries ► Data-definition Query • Defines/Changes the definition of a database object (e. g. , create/modify a table) ► Union Query • Combines multiple SELECT queries ► Pass-through Query • Send command directly to ODBC database server to run server-side SQL L 546 Session 7, IU-SLIS 11

Access Queries: Action Queries n Append Query Appends table rows to an existing table 1. 2. 3. 4. n Delete Query Deletes table rows 1. 2. 3. n Create a select query. Convert the select query to a Delete query. • Delete Tool in Query Type group of Design tab Run the query to delete rows/records. Update Query Modifies the values of particular fields for particular records 1. 2. 3. 4. n Create a select query. Convert the select query to an Append query • Append Tool in Query Type group of Design tab Choose the destination fields for each column in the append query. Run the query to append rows/records. Create a select query. Convert the select query to an Update query. • Update Tool in Query Type group of Design tab Set Update To: (and Criteria when appropriate) rows Run the query to update fields/columns. Make Table Query Creates a new table from rows of other tables/queries 1. 2. 3. Create a select query. Convert the select query to a Make Table query. • Make Table Tool in Query Type group of Design tab Run the query to update fields/columns. L 546 Session 7, IU-SLIS 12

Access Queries: Crosstab Query n Crosstab Query Performs mathematical operations on intersection of two fields ► Using the Crosstab Query Wizard 1. 2. 3. 4. 5. 6. 7. ► Create a select query to join tables (if needed). Click Query Wizard in the Other group of the Create tab. Select Crosstab Query Wizard in the New Query dialog box & click OK. Choose table/query with which to create a crosstab query & click Next. Choose the field(s) whose values will be used as row headings & click Next. Choose the field whose values will be used as column headings & click Next. Choose a field and a function to use to calculate summary values. à The data type of the field that you select determines which functions are available. Using the Crosstab Tool 1. 2. Create a select query. Convert the select query to a Crosstab query à 3. Set Row Headings à 4. Crosstab = Column Heading, Total = Group By Set the calculation field and function à 6. Crosstab = Row Heading, Total = Group By, Sum, Avg, etc. Set Column Headings à 5. Crosstab Tool in Query Type group of Design tab Crosstab = Value, Total = Sum, Avg, etc. Set Criteria to filter data (if needed). à Total = Where, Criteria = expression L 546 Session 7, IU-SLIS 13

Access Queries: SQL Queries n Data-definition Query Defines/Changes the definition of a database object ► Create a table • ► Modify a table • n ALTER TABLE table_name ADD/ALTER COLUMN field type(size) DROP COLUMN field Union Query Combines multiple SELECT queries ► Select queries must have the same fields (i. e. , Union compatible) • 1. 2. n CREATE TABLE table_name ( field 1 type(size), field 2 type(size), … , PRIMARY KEY (field)) SELECT field 1, field 2, …. FROM table 1 UNION SELECT field. A, field. B, …. FROM table 2 Create the select queries in Design view Copy & paste SQL statements into a union query Pass-through Query Send command directly to ODBC database server to run server-side SQL 1. 2. Configure the server DBMS as an ODBC data source Create a Pass-through query L 546 Session 7, IU-SLIS 14

MS Access Reports n Access Reports ► ► n Allows presentation of table and query data in a customized layout Good for data summarization Not a tool for data manipulation Optimized for printing rather than screen display Report Views ► Design View • Provides a detailed view of report structure à ► Layout View • Useful for modifying appearance and readability of the report à ► e. g. , setting column widths, adding grouping levels Print Preview • How the report will look when printed à ► e. g. , headers/footers for the report, page, groups Displays page breaks, report columns, etc. Report View • For basic viewing the report à Can copy data L 546 Session 7, IU-SLIS 15

Access Reports: Creating Reports n Using the Report Tool 1. 2. n Using the Report Wizard 1. 2. n Select the source (table/query) of the report in the Navigation pane. Click the Report tool in the Reports group of the Create tab. Click the Report Wizard in the Reports group of the Create tab. Follow directions on the Report Wizard pages. Using the Blank Report Tool 1. 2. Click the Blank Report tool in the Reports group of the Create tab. Drag fields from the Field List pane to the report L 546 Session 7, IU-SLIS 16

Access Reports: Sections n Report Header ► ► Appears once at the beginning of the report (before the page header) Use for “Cover Page” information • n Page Header ► Appears at the top of every report page • n ► Appears at the beginning of each group Use for group name • Detail ► n ► Main body of the report (table/query data area) Appears at the end of each group Use for summary information for a group Page Footer ► Appears at the bottom of every page • n e. g. , company name when grouped by company Group Footer ► n e. g. , report title Group Header ► n e. g. , report author, company logo, date e. g. page numbers, dates Report Footer ► Appears once at the end of the report • e. g. report totals L 546 Session 7, IU-SLIS 17

Access Reports: Grouping & Filtering n Creating a grouping Level ► Access adds a header & footer corresponding to grouping field’s name • ► ► Option in Report Wizard Manual group creation 1. 2. 3. 4. n Click Group & Sort tool in Grouping & Totals group of Format/Design tab (Layout/Design view) Click Add a group in the Group, Sort, and Total pane. Select a field to group by Click More to set additional grouping options Filtering Records ► Using Select Query • ► Set filtering conditions in query criteria Using Filter Properties • n e. g. grouped by Category Header, Category Footer set Filter and Filter On properties (Data tab) of a report Dynamic Criteria ► Use Parameter Queries L 546 Session 7, IU-SLIS 18

Access Reports: Counting & Summing Using the Layout View n 1. 2. 3. 4. 5. Open a report in Layout View Select the field you want to count Click Totals icon in Groupings & Totals group of the Format tab Select an appropriate summary function Right-click the summary fields and click Set Caption Using the Design View n 1. 2. 3. Open a report in Design View Place a Text Box in appropriate section of the report Set the Control Source property of the text box to be an expression using a summary function • Summary counts: =COUNT([Field_NAME]) • Sums: =SUM([Field_NAME]) 4. Set the Running Sum property if running total is desired L 546 Session 7, IU-SLIS 19