Download Succeeding in Business with Microsoft Excel 2003

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Analyzing Data For Effective
Decision Making
Chapter 3
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Chapter Introduction
•
Filter data in Microsoft Office Access 2003 database
 Retrieve and examine only records you need
•
Sort data
 Rearrange records in specified order
•
Queries
 Provide quick answers to business questions
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Access 2003: A Problem-Solving Approach
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Filtering and Sorting Data
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Filter
 Restricts data in single table to create temporary
subset of records
 See only certain records in table based on specified
criteria
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Sorting records
 Organizing in particular order or sequence
 Sort records regardless of whether table filtered
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Filtering by Selection
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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
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Access 2003: A Problem-Solving Approach
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Using Filter by Selection to XP
Display a Temporary Subset of
Records
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Access 2003: A Problem-Solving Approach
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Filtering by Form
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Specify two or more criteria
Filter for comparative data
 Use comparison operators
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AND criteria
 Selects records that contain all specified values
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OR criteria
 Selects records that contain any specified values
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Sorting Data to Increase
Information Content
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Organizes data and increases information value
Access sorts records based on primary key values
 Use sorting to change order
•
To sort
 Select sort field
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Sort on multiple fields
 Move fields in datasheet view so that they are adjacent
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Access 2003: A Problem-Solving Approach
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Sorting Data To Increase
Information Content
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Primary sort field
 Access sorts records by this field first
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Access 2003: A Problem-Solving Approach
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Sorting Types of Data
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Using Queries to Answer Business
Questions
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Query
 Database object
 Stores criteria for selecting records from one or more
tables
 Save query
• Use it again
 More powerful than filter
• Display only some fields in table
• Create fields that perform calculations
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Using Queries to Answer Business
Questions (continued)
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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
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Using Queries to Answer Business
Questions (continued)
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Select query
 Ask question based on one or more tables in database
 Result displayed in datasheet
• Called recordset
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Access 2003: A Problem-Solving Approach
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Using the Simple Query Wizard XP
to
Create a Query
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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
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Access 2003: A Problem-Solving Approach
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Advantages and Limitations of the
Simple Query Wizard
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Access 2003: A Problem-Solving Approach
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Including Summary Statistics inXPa
Query for Data Analysis
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Summary query
 Groups records
 Calculate sum, average, minimum, or maximum value
in each selected field
 Count records in table or query
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Click summary options button
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Access 2003: A Problem-Solving Approach
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Creating a Summary Query with
the Simple Query Wizard
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Access 2003: A Problem-Solving Approach
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Creating a Query in Design View
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Select query window in Design view has two sections
 Area for field lists at top of window
 Design grid below it
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Add tables for query to top part of window
 Appear as field lists
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Query by example (QBE)
 Typing search value as a criterion
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Access 2003: A Problem-Solving Approach
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Query Design View Tools
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Creating Queries with MultipleXP
Criteria
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Most queries involve more than one criterion
Represent AND criteria
 Entering conditions in same criteria row in query
design grid
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Specify OR criteria
 Use “or” row of query design grid
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Setting Criteria for the Query in
Design View
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Specifying Sort Order in Queries
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Query results appear in same order as data from
underlying tables
 Unless specify sort order when designing query
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Sort order determined from left to right
Multiple columns must be adjacent to sort on more
than one field in datasheet view
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Running a Query
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Click Run button on query design toolbar
 Access displays datasheet of records
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Save query
 Save only design
 Not values from tables displayed in results
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Using Wildcards for Inexact Query
Matches
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Wildcard character
 Placeholder
 Stands for one or more characters
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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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Wildcard Characters Used in XP
Queries
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Using Wildcards for Inexact Query
Matches (continued)
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Access inserts
 Word “LIKE” for criteria with wildcards quotation marks
around text
• LIKE “*Spanish*”
 Pound signs around dates
• #12/*/2008#
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Comparison Operators
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Comparison Operators (continued)
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Verifying and Printing Query XP
Results
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Verify query results before
 Distributing query to others
 Using it as basis for decisions
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Use business knowledge
 Determine whether results adequately answer question
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Print query datasheet
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Modifying Query Datasheets
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Improve appearance of query or table datasheet
Resize column widths in any datasheet
 Double-click line between field names to resize
columns to best fit
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Formatting Options for Query and
Table Datasheets
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Level 1 Summary
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Use filtering and sorting to change data display
Develop queries using
 Simple query wizard
 Design view
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Use comparison operators and wildcards to make
queries more flexible
Verify query results using business knowledge
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Level 2 Objectives:
Creating More Complex Queries
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Design queries that compare data from more than
one table
Refine table relationships by specifying the join type
Perform calculations in queries
Customize queries and their results
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Evaluating Data Using SpecialXP
Types of Queries
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Using Queries to Find Duplicate
Records
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Duplicates Query Wizard
 Searches for duplicate values in fields
 Improve business operations
 Designed to identify records that contain same
information in particular field
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Using Queries to Find Unmatched
Records
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Find Unmatched Query Wizard
 Compares records in two specified tables or recordsets
 Finds all records in one table or query that have no
related records in second table or query
 Requires that two tables being compared have
common field
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Limiting the Records in the Query
Results
•
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Limiting results to only a few records often aids
analysis
Top Values query
 Sorts and then filters records
 Display specified number of records that contain top or
bottom values
 Top Values list box on query design toolbar
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Top Values Query Design andXP
Results
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Using Parameter Values in Queries
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Parameter values
 Phrase usually in form of a question or instruction
 Enclosed in square brackets
 Serves as prompt to user to enter value
 Example
• [Enter a job ID]
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Parameter Query to Allow UserXP
Input when the Query Is Run
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Analyzing Data from More thanXP
One Table
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Data from more than one table required to answer
question
 Combine records from two or more tables
 Display only information needed
•
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Work in design view to specify criteria for selecting
records from multiple tables
Lines between tables link primary key to foreign key
field
 Primary key designated with 1
 Foreign key designated with ∞
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Analyzing Data from More thanXP
One Table (continued)
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Join tables
 Linking of tables using primary and foreign keys
 Established relationship
 Or
• Each table shares field with same or compatible data
type
• One join field primary key
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If tables do not include fields that can be joined
 Add one or more extra tables or queries
 Link tables that contain the data
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Analyzing Data from More thanXP
One Table (continued)
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Use queries as source of underlying data for another
query in place of one or more tables
Create queries based on more than one object
 Should not use any table or query that does not have
common field with at least one of the other tables or
queries
 Otherwise Access displays every combination of
records between two tables
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Refining Relationships with
Appropriate Join Types
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Inner join
 Displays all records in one table that have
corresponding values in common field in another table
 Records must match before being displayed in query
results
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Outer join
 Display all records of one table
 Regardless of whether corresponding record stored in
related table
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Inner Join
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Left Outer Join
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Right Outer Join
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Refining Relationships with
Appropriate Join Types
(continued)
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Outer join types
 Left
 Right
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Use join properties dialog box
 To change join type
 By default tables related using inner joins
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Using Logical Operators to
Specify Multiple Conditions
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Logical operators
 Test values that can only be true or false
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Place conditions in separate fields in same criteria
row of design grid
 All conditions in row must be met to select record
•
NOT logical operator
 Excludes values that don’t meet criterion
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Logical Operators
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Performing Calculations withXP
Queries
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Any information derived from fields in table or query
should be calculated in query
 Rather than included as data in table
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Calculation types
 Predefined
• Compute amounts for groups of records or for all records
combined in query
 Custom
• Performs numeric date and text computations on each
record
• Using data from one or more fields
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Calculating Statistical Information
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Aggregate functions
 Arithmetic and statistical operations
 Apply to records that meet query’s selection criteria
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Aggregate Functions
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Using Aggregate Functions in XP
a
Query
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Creating Calculated Fields in aXP
Query
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Expression
 Arithmetic formula used to make calculation
 Use standard arithmetic operators
 Use parenthesis for complex expressions
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Calculated field
 Add to query design grid
 Type expression
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Expression builder
 Build complex expressions
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Creating Calculated Fields in aXP
Query (continued)
•
Function
 Perform standard calculation
 Return value
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Date()
 Provides today’s date
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Field properties
 Change format and number of decimal places for
calculated field
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Field Properties
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Concatenating in Queries
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Concatenation
 Combining contents of two or more fields
 Operator
• &
 Example
• Name [EmpFirst]& " " & [EmpLast]
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Level 2 Summary
•
•
Use queries to select data from more than one table
Join types
 Inner
 Right outer
 Left outer
•
Calculated field types
 Predefined
 Custom
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Level 3 Objectives: Exploring XP
Advanced Queries and Queries Written
in Structured Query Language
•
•
•
•
Calculate and restructure data to improve analysis
Examine and create advanced types of queries
Make decisions in a query using the immediate IF
(IIF) function
Develop queries using SQL
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Analyzing Query Calculations
•
Crosstab queries
 Special type of totals query
 Performs aggregate function calculations on values of
one database field
 Determine exactly how summary data appears in
results
 Calculate and restructure data
• Analyze it more easily
 Work especially well with time-series data
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Creating a Crosstab Query
•
To create use
 Crosstab query wizard
• Often need to create query first
 Or design view
• Start with select query that includes numeric values or
summary calculations
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Crosstab Field Settings
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Modifying Data Using Queries
•
Action queries
 Modify data in table
 Add records to or delete records from table
 Create new table
•
Backup data before using action query
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Access Action Queries
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Process for Archiving Data
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Archiving Data with Make-tableXP
Queries
•
Make-table query
 Creates table from some or all of the fields and records
in existing table or query
 Access does not delete selected fields and records
from existing table
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Adding Records to Tables withXP
Append Queries
•
Append query
 Select records from one or more tables by setting




Chapter 3
criteria
Add those records to end of another table
Selected records also remain in original tables
Table to which records added must already exist
Also use to bring data from another source into
database
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Removing Records from Tables
with Delete Queries
•
Delete query
 Removes information from table
 Based on specified criteria
 All records meeting criteria permanently removed from
table
•
Create select query first
 Convert to delete query
•
Cascading deletes
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Updating Data with an UpdateXP
Query
•
Update query
 Changes values of data in one or more existing tables
 Create select query first
• Change type to update query
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Making Decisions in Queries
•
IF statement
 Tests condition
 Takes one action if condition true
 Takes another action if condition false
•
IIF function
 Make if decision
 Format
• IIF(condition to test what to do if true, what to do if false)
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Customizing Queries Using
Structured Query Language
•
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Access designed as database management system
(DBMS) for
 Small businesses
 Or departments within large businesses
•
Structured query language
 Common query language of most DBMSs
 Use to query, update, and manage relational
databases
•
Create query in design view
 Access translates entries and criteria into SQL
statements
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Customizing Queries Using
Structured Query Language
(continued)
•
•
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View statements by switching from Design view to
SQL view
SELECT statement defines
 What data query should retrieve from database
 How it should present data
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Exploring the Components of an
SQL Query
•
Keywords
 Use to construct SQL statements
•
Most developers place each statement on separate
line
 To make SQL code easy to read
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Common SQL Keywords
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Level 3 Summary
•
Action queries
 Make new tables
 Append data
 Delete data
 Update data
•
•
IFF function
SQL
 Use SQL view to edit SQL directly
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Chapter Summary
•
Queries retrieve data from one or more tables
 Action queries update data
 Perform calculations
 Make decisions using IFF function
•
SQL
 Used to interact with relational databases
 Use SQL view to view/edit SQL statements generated
by Access
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