Writing a simple query in access

Top of Page Sorting the results: An ORDER BY clause contains a list of the fields that you want to use for sorting, in the same order that you want to apply the sort operations. By default, Access sorts values in ascending order A-Z, smallest to largest.

Writing a simple query in access

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View the results Step 1: Add data sources When you use Design view, because you use the Show Table dialog box to add data sources, you add the data sources and fields in separate steps.

However, you can always add more data sources later if you want. On the Create tab, in the Other group, click Query Design. In the Show Table dialog box, on the Tables, Queries, or Both tabs, double-click each data writing a simple query in access that you want to use or select each data source and then click Add.

Close the Show Table dialog box. Automatic joins When you add the data sources, if the sources already have relationships defined between them, those relationships are automatically added to the query as joins.

Joins specify how data from related sources should be combined. Access also automatically creates a join between two tables if they have fields have compatible data types and one field is a primary key. You might want to adjust the joins that Access creates.

Access determines what type of join to create based on the relationship the join represents. If Access creates a join but there is no defined relationship, Access creates an inner join. If Access automatically creates the correct joins when you add the data sources, you can skip ahead to Step 3: Use the same data source several times In some cases, you want to join two copies of the same table or query, called a self-join, that combines records from the same table when there are matching values in the joined fields.

For example, say you have an Employees table in which the ReportsTo field for each employee's record displays his or her manager's ID instead of name.

You could use a self-join to display the manager's name in each employee's record instead. Join related data sources If the data sources that you add to a query already have relationships, Access automatically creates an inner join for each relationship.

If you add queries to your query, and have not created relationships between those queries, Access does not automatically create joins between those queries, or between queries and tables that are not related.

If Access does not create joins when you add data sources, you should usually add them yourself. Data sources that are not joined to any other data source can cause problems with the query results. You might also want to change the type of a join from an inner join to an outer join, so that your query includes more records.

Add a join To add a join, drag a field from one data source to a corresponding field on another data source. Access displays a line between the two fields to show that a join has been created.

A join line circled in red. Change a join Double-click the join you want to change. The Join Properties dialog box appears.

writing a simple query in access

Join Properties dialog box. Note that the names of tables in the dialog box change to reflect the actual tables involved. In the Join Properties dialog box, review the three options. Click the option that you want to use, and then click OK.

Add output fields You can easily add a field from any of the data sources that you added in step 1. To add a field, drag the field from a data source in the upper pane of the query design window down to the Field row of the design grid, in the bottom pane of the query design window.

When you add a field this way, Access automatically fills in the Table row of the design grid to reflect the data source of the field. If you want to quickly add all fields down to the Field row of the query design grid, double-click the table or query name from the upper pane to highlight all the fields in that source and then drag them all down to the design grid at the same time.

Use an expression as an output field If you want to perform calculations or use a function to produce query output, you can use an expression as an output field. An expression can use data from any of the query data sources, as well as functions, such as Format or InStr, and can also contains constants and arithmetic operators.

In an empty column of the query design grid, right-click the Field row, and then click Zoom on the shortcut menu. In the Zoom box, type or paste your expression. Preface your expression with the name you would like to use for the expression output, followed by a colon.

For example, if you wanted the expression to be labeled "Last updated", you would start your expression with Last updated:.A Quick Tutorial On Queries In Microsoft Access A Quick Tutorial On Queries In Microsoft Access A Quick Tutorial On Queries In Microsoft Access Read More looks at the means to return specific portions of the data stored in the database tables.

For each field you want included in your query, click the name of the table or query to include in this query, and in the Available Fields list, double-click each field from this table or query that you want to include in the query you’re creating.

If you add the wrong field, just double-click it in the Selected Fields list.

It will go back home. Create a simple select query. Create a select query in an Access web app. Creating a select query in an Access web app is similar to the procedure above for desktop databases, with just a little extra bit of work to make the query results available in the browser.

Like Microsoft Excel, Access lets you sort query results in a datasheet. You can also specify in the query how you want to sort the results when the query is run, by using an ORDER BY clause. If you use an ORDER BY clause, it is the last clause in the SQL statement.

Microsoft Access offers a powerful query function with an easy-to-learn interface that makes it a snap to extract exactly the information you need from your database. In this tutorial, we'll explore the creation of a . Click the Query Wizard icon.

The Query Wizard simplifies the creation of new queries. The alternative is to use the Query Design view, which facilitates the creation of more sophisticated queries but is more complicated to use.

Select a Query Type. Access will prompt you to .

Access Designing a Simple Query