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XP Chapter 3 Analyzing Data For Effective Decision Making “The human problems which I deal with every day—concerning employees as well as customers—are the problems that fascinate me, that seem important to me.” —Hortense Odlum Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 1 XP 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 Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 2 XP 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 Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 3 XP Tools Covered In This Chapter • • • • • • • • Immediate IF (IIF) function Parameter query Query Design view Select query Simple Query Wizard SQL commands (AS FROM GROUP BY, HAVING, ORDER BY, SELECT, WHERE) Top Values query Wildcard characters Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 4 Level 1 Objectives: XP 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 Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 5 XP 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 Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 6 XP 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 Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 7 Using Filter by Selection to XP Display a Temporary Subset of Records Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 8 XP 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 Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 9 XP 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 Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 10 Sorting Data To Increase Information Content • XP Primary sort field Access sorts records by this field first Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 11 XP Sorting Types of Data Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 12 XP 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 Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 13 XP 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 Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 14 XP 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 Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 15 Using the Simple Query Wizard XP 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 Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 16 XP Advantages and Limitations of the Simple Query Wizard Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 17 Including Summary Statistics inXPa 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 Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 18 XP Creating a Summary Query with the Simple Query Wizard Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 19 XP 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 Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 20 XP Query Design View Tools Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 21 Creating Queries with MultipleXP 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 Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 22 XP Setting Criteria for the Query in Design View Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 23 XP 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 Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 24 XP Running a Query • Click Run button on query design toolbar Access displays datasheet of records • Save query Save only design Not values from tables displayed in results Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 25 Enhancing Query Criteria to XP Improve Data Analysis • Expand criteria by using Wildcards Comparison operators Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 26 XP 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 Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 27 Wildcard Characters Used in XP Queries Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 28 XP 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# Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 29 XP 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 Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 30 XP Comparison Operators Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 31 XP Comparison Operators (continued) Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 32 Verifying and Printing Query XP Results • Verify query results before Distributing query to others Using it as basis for decisions • Use business knowledge Determine whether results adequately answer question • Print query datasheet Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 33 XP Modifying Query Datasheets • • 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 Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 34 XP Formatting Options for Query and Table Datasheets Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 35 XP Level 1 Summary • • Use filtering and sorting to change data display Develop queries using Simple query wizard Design view • • Use comparison operators and wildcards to make queries more flexible Verify query results using business knowledge Chapter 3 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 36