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    Access ch3

    Uploaded by

    raj dos
    The document introduces SELECT queries in Microsoft Access and how to combine data from multiple tables in a query. It provides step-by-step instructions on creating a simple query to display employee names, weekly hours, and pay rate by linking two sample tables based on an employee ID field.

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    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd

    Access ch3

    Uploaded by

    raj dos
    18 views6 pages
    The document introduces SELECT queries in Microsoft Access and how to combine data from multiple tables in a query. It provides step-by-step instructions on creating a simple query to display employee names, weekly hours, and pay rate by linking two sample tables based on an employee ID field.

    Original Title

    access_ch3

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    © © All Rights Reserved

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    The document introduces SELECT queries in Microsoft Access and how to combine data from multiple tables in a query. It provides step-by-step instructions on creating a simple query to display employee names, weekly hours, and pay rate by linking two sample tables based on an employee ID field.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    18 views6 pages

    Access ch3

    Uploaded by

    raj dos
    The document introduces SELECT queries in Microsoft Access and how to combine data from multiple tables in a query. It provides step-by-step instructions on creating a simple query to display employee names, weekly hours, and pay rate by linking two sample tables based on an employee ID field.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    of 6

    Chapter

    3
    Introduction to Queries
    Queries allow you to ask questions of your database. You can combine data
    from different tables, permanently find or sort data, do calculations or produce
    interactive dialogue boxes to allow a user to enter search data.
    There are many different types of Queries, in this chapter you will be introduced to
    the most common type, SELECT QUERIES.
    A sample database has been prepared for you. It records employee information
    in two tables. One table records the employee’s personal details, the second table
    records the employee’s pay details. The following diagram summarises the structure
    of the two tables.

    Personal Details Pay Details


    Employee ID Employee ID
    First Name Position
    Last Name Section
    Address Weekly Hours
    Pay Rate

    Notice that the field EMPLOYEE ID is present in both tables. This field is called the
    PRIMARY KEY and it enables two tables to be linked so that data can be used from
    both of them in the Query.

    Loading the Sample File


    1 Load Microsoft Access and click on the OPEN icon in the OFFICE BUTTON or
    QUICK ACCESS TOOLBAR.
    2 Access the CHAPTER 3 folder of the
    ACCESS 2007 SUPPORT FILES and
    click on the CHAPTER 3 WAGES file.

    3 Click on the arrow next to the OPEN


    button and select OPEN READ-ONLY.

    © Guided Computer Tutorials 2008 3-1


    Learning Microsoft Access 2007

    4 Click on the OFFICE BUTTON, highlight SAVE AS and select ACCESS 2007
    DATABASE.
    5 Access your STORAGE folder and save the database as: CHAPTER 3 WAGES 1.
    6 Turn off the SECURITY ALERT bar if you wish

    Looking at the Tables


    1 Open each of the two tables in turn to become familiar with the data stored in
    them.
    2 Close the tables by clicking in their close boxes.

    Creating a Query

    1 Open the CREATE tab in the RIBBON


    and click on the QUERY DESIGN icon
    to start the query.

    2 The QUERY design screen is opened


    with the SHOW TABLE dialogue box
    displayed.

    3-2 © Guided Computer Tutorials 2008


    Introduction to Queries 3
    3 Before the Query can be constructed the tables used by the Query need to be set.

    4 Click on the PERSONAL DETAILS


    table followed by the ADD button to
    add it to the Query.

    5 Click on the PAY DETAILS table and


    ADD it to the Query frame.

    6 Close the SHOW TABLE dialogue box by clicking in its close box.

    © Guided Computer Tutorials 2008 3-3


    Learning Microsoft Access 2007

    A Linking the Tables


    In order to create a query on multiple tables, the tables needed to be linked together
    using the PRIMARY KEY fields. In this case the EMPLOYEE ID field is present in both
    tables and it has been set as the PRIMARY KEY field in each table.

    The link between the tables has been


    created for you.

    NOTE If the LINK or (RELATIONSHIP) line is not present in your tables, click
    on the EMPLOYEE ID field in the PERSONAL DETAILS table and drag
    the field over the EMPLOYEE ID field in the PAY DETAILS table.

    B Building the Query


    Let’s create a query that displays the employee’s name, weekly hours and pay rate.

    1 Move the pointer over the FIRST


    NAME field in the PERSONAL
    DETAILS table. Hold down the
    mouse button, drag the field to the
    first field cell in the query.

    2 Notice that the table that the field


    came from is listed in the TABLE row
    of the query.

    3-4 © Guided Computer Tutorials 2008


    Introduction to Queries 3

    3 Drag the LAST NAME field in to the


    second FIELD cell in the query.

    4 Move the pointer over the WEEKLY


    HOURS field in the PAY DETAILS table
    and drag it into the third field cell in
    the query.

    5 Double click on the PAY RATE field.


    This is another way of inserting a
    field into the next column of a query.

    © Guided Computer Tutorials 2008 3-5


    Learning Microsoft Access 2007

    C Looking at the Query

    1 Click on the VIEW icon at the left of


    the DESIGN tab of the RIBBON (not
    the arrow at the base of the icon).

    2 The screen changes to DATASHEET


    VIEW showing data from both tables.

    3 Return to DESIGN VIEW by clicking the arrow at the base of the VIEW icon in the
    RIBBON and selecting DESIGN VIEW.

    D Adding a Calculation Field


    We can work out how much pay each employee receives by adding a calculation field in
    the fifth query field cell.
    1 Click in the fifth field cell (next to PAY RATE).

    2 We could type the formula directly into the cell, however, the formula will not fit
    and it becomes difficult to see. To overcome this problem we can zoom in on the
    cell. Hold down the SHIFT key and press the F2 key to zoom the cell.

    3-6 © Guided Computer Tutorials 2008

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