Database 4

MS Access - Query Data
A query is a request for data results, and for action on data. You can use a query to answer a simple
question, to perform calculations, to combine data from different tables, or even to add, change, or
delete table data.
 As tables grow in size they can have hundreds of thousands of records, which makes it
impossible for the user to pick out specific records from that table.
 With a query you can apply a filter to the table's data, so that you only get the
information that you want.
 Queries that you use to retrieve data from a table or to make calculations are called
select queries.
 Queries that add, change, or delete data are called action queries.
 You can also use a query to supply data for a form or report.
 In a well-designed database, the data that you want to present by using a form or report
is often located in several different tables.
 The tricky part of queries is that you must understand how to construct one before you
can actually use them.
Create Select Query
If you want to review data from only certain fields in a table, or review data from multiple tables
simultaneously or maybe just see the databased on certain criteria, you can use the Select query. Let us
now look into a simple example in which we will create a simple query which will retrieve information
from tblEmployees table. Open the database and click on the Create tab.
Click Query Design.
In the Tables tab, on the Show Table dialog, double-click the tblEmployees table and then Close the
dialog box.
In the tblEmployees table, double-click all those fields which you want to see as result of the query.
Add these fields to the query design grid as shown in the following screenshot.
Now click Run on the Design tab, then click Run.
The query runs, and displays only data in those field which is specified in the query.
MS Access - Query Criteria

Query criteria helps you to retrieve specific items from an Access database. If an item matches with all
the criteria you enter, it appears in the query results. When you want to limit the results of a query
based on the values in a field, you use query criteria.
 A query criterion is an expression that Access compares to query field values to
determine whether to include the record that contains each value.
 Some criteria are simple, and use basic operators and constants. Others are complex, and
use functions, special operators, and include field references.
 To add some criteria to a query, you must open the query in the Design View.
 You then identify the fields for which you want to specify criteria.
Example
Let’s look at a simple example in which we will use criteria in a query. First open your Access
database and then go to the Create tab and click on Query Design.
In the Tables tab on Show Table dialog, double-click on the tblEmployees table and then close the
dialog box.
Let us now add some field to the query grid such as EmployeeID, FirstName, LastName, JobTitle and
Email as shown in the following screenshot.
Let us now run your query and you will see only these fields as query result.
If you want to see only those whose JobTitle are Marketing Coordinator then you will need to add the
criteria for that. Let’s go to the Query Design again and in Criteria row of JobTitle enter Marketing
Coordinator.
Let us now run your query again and you will see that only Job title of Marketing Coordinators are
retrieved.
If you want to add criteria for multiple fields, just add the criteria in multiple fields. Let us say we want
to retrieve data only for “Marketing Coordinator” and “Accounting Assistant”; we can specify the OR
row operator as shown in the following screenshot −
Let us now run your query again and you will see the following results.
If you need to use the functionality of the AND operator, then you have to specify the other condition
in the Criteria row. Let us say we want to retrieve all Accounting Assistants but only those Marketing
Coordinator titles with “Pollard” as last name.
Let us now run your query again and you will see the following results.

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MS Access - Query Data

MS Access - Query Criteria

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