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Exploring Microsoft
Office Access 2007
Chapter 7
Advanced Queries
Robert Grauer, Keith Mulbery, Maurie Wigman Lockley
Committed to Shaping the Next Generation of IT Experts.1
Copyright © 2008 Pearson Prentice Hall. All rights reserved.
Objectives
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Maintain a database
Understand action queries
Create an Update query
Use a make table query
Create a delete query
Copyright © 2008 Pearson Prentice Hall. All rights reserved.
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Objectives
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Construct a crosstab query
Work with parameter queries
Create find unmatched queries
Understand find duplicate queries
Copyright © 2008 Pearson Prentice Hall. All rights reserved.
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Action Queries
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Change underlying table data
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Select queried do not
Can be used to create new tables
Cannot be undone
Play a large role in maintaining a database
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About Update Queries

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Changes value(s) in
one/ more records
Use the Update query
button

Update button
Database Tools tab,
Query Type group
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Creating an Update query
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Identify record source
Show desired tables in
design grid
Switch from Select to
Update Query
Insert Field to be
updated
Enter the value to be
updated
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Update
value
Value entered in Update
To field
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Testing Action Queries
Check Datasheet
View first
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
Test all action queries before execution
Choose Datasheet View

Allows preview of results before execution
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Running an Update Query
Before Update query
After Update query
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Click the Run button
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Run button
Design tab, Results group
View table
to
see
the
results
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Specifying Criteria in an Action
Query
Criteria
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Specified in the field being update
Also specified using an additional field(s)
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Using Criteria with an Update
Query
Before update query with criteria
Criteria
After update query with
criteria
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Specifies specific records for update
Works the same as in a select query
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About Append Queries
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Adds records from one table to another
Data types between tables must match
Validation rules in existing table apply
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Source table fields may be ignored
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Records not added if validation rule violated
Do not add to design grid
If auto-number fields exists in target table
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Do not import auto-number fields
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Creating an Append Query
Append button
Append dialog box
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Identify target and source tables
Click Append button
Choose Target table from Append box
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May also browse to choose another database
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Creating an Append Query
Fields to append
added to design grid
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Add fields from Source table to design grid
Test in Datasheet view
Run query
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Append Query Results
February Agents after
append
February Agents
before append
September Agents
before and after
append
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Data is appended to existing table
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About a Make Table Query
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Almost the same as append
query
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Table must preexist in append
query
No pre-existing table in make
table query
Target database must exist
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Creating a Make Table Query
Make Table
button
Make Table dialog
box
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Identify the source table
Click Make Table button
Enter table name or choose database

Accomplished in the Make table dialog box
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Running a Make Table Query
Fields added in
design grid
Test in Datasheet
view
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Add fields to design grid
Test in Datasheet view
Run query
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Make Table Query Results
Source Table
Results of make
table query
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New table added to Objects pane
Open table to view results
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About Delete Queries
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Can delete all records from table
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Criteria used to delete specific records
If no criteria, all records deleted
Very powerful – cannot be undone
Setup is same as other action queries
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Creating a Delete Query
Add table to
design grid
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Delete button
Add table to Design grid
Click Delete Button
Add field(s) to design grid

Delete Query with
criteria
Use criteria to specify delete conditions
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Running a Delete Query
Test in Design
view
Table before
delete query
Table after
delete query
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Test query in Datasheet view
Run Query
Open table to view results
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Hiding a Query
All queries
shown

Some queries
hidden
Prevents accidental execution of action queries
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Right-click query
Click the Hidden checkbox
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About Crosstab Queries
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Summarizes by two sets of unrelated facts
Output resembles a PivotTable
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PivotTable primarily for management decision
making
Crosstab query primarily for end users
Will not work on related data
Works with one or more tables
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Crosstab Query – Using the
Query Wizard Step 1
Select
Crosstab
Query Wizard
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Click the Query Wizard button
In the New Query dialog box
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Select Crosstab Query Wizard
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Using the Query Wizard Step 2
Select source
table or query
to use
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Select table/query to use in crosstab
To use fields from multiple tables
 Create query from tables first
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Using the Query Wizard Step 3
Select field(s)
for column
headings
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Select fields(s) for column headings
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Using the Query Wizard Step 4
Select
aggregate
function
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Select the field to calculate
Select the appropriate aggregate function
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Using the Query Wizard Step 5
Enter new
name or
accept default
name
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Enter new query name or accept default
View or modify the query
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Completed Crosstab Query
Source table
Crosstab query
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Summarizes list price
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Per selling/listing agent per city
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About Parameter Queries
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Information intentionally omitted by designer
 Allows end user to supply criteria
 Customizable data request
More flexible than other query types
Considered a select query
Designers able to lock query design
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Creating a Parameter Query
Message for user
entered in brackets
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Identify tables/ fields in design view
Create prompt for user in criteria field
 Prompt must be enclosed in brackets [ ]
 Multiple fields can be used as prompts
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Running a Parameter Query
Message prompt
with criteria entered
Parameter query results
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Click the Run button
Enter criteria in message box
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Criteria rules and use is same as normal select query
View results in Datasheet view
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Parameter Report
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Normally based of a parameter query
If not based on parameter query
Open reports source query in design view
 Add parameter
OR
 View report in Design
 Open property sheet for field
 Click Record Source property - add parameter

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About Unmatched Queries
Unmatched
Query
results
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Compares records in two related tables
Returns records found in only one table
Query Wizard easiest method of creation
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Unmatched Query Wizard
Find Unmatched
Query
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Run Query Wizard
Select Find Unmatched Query Wizard
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Unmatched Query Wizard
Select first table source
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Select first table
source
Select second table
source
Select second table source
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Unmatched Query Wizard
Select duplicate fields
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Select the duplicate
fields
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Click the <=> button
Select display fields for
query results
Click Finish
Select fields for query
results
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About Find Duplicates Query
Query
Wizard
Find
Duplicates
query result
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Finds duplicate data
Aids in data entry error detection
Allows administrative use of purposely duplicated data
Easily created with the Query Wizard
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