Information from Your

Transcription

1 UNIT 2 PROJECT 12 Retrieving Information from Your Database IN THIS PROJECT, YOU LEARN HOW TO Find Records Sort Records Filter Records Create Select Queries Create Compound Queries and Use Comparison Operators Create a Query Based on Two Tables Use a Wildcard to Locate Data UNIT 2: 914

2 Why Would I Do This? Extracting useful information from your data is a primary purpose of any database. To do this, it is important that the data is entered with a minimum number of errors, and the tables are organized to enable you to retrieve related information. After the tables are created and data has been entered, Access has several tools for retrieving information. The Find function is useful for locating one particular record to update information, such as changing an address. Tables can be reorganized by sorting the data on a particular field. Data can be limited to display only the records that meet certain conditions using one of two filter options Selection or Filter By Form. Queries enable you to search, sort, and limit the fields and the records that display. It is the most flexible tool for extracting information from your database and is the one you use most often. In this project, you work with the Armstrong Pool, Spa, and Sauna Company Orders database. The expanded database includes the Orders and Contractors tables you have seen previously, and a Customers table that lists customers who have placed orders with the company. You begin by using the find function to update some records, then sort the data, and use the filter options. In the last lessons, you create several queries. Visual Summary In this project, you create queries and use the filter functions to retrieve specific information from the Armstrong Pool, Spa, and Sauna Company database. When you have completed this project, you will have created several filters and saved a query that looks like the one shown in Figure FIGURE 12.1 Project 12 Retrieving Information from Your Database UNIT 2: 915

3 LESSON 1: Finding Records Sometimes it is not necessary to use a filter or write a query to find the information you need. You may need to locate a particular record to change some information. For instance, in a personnel database, you may need to change an employee s address, marital status, or pay rate. In this case, you want to find one record and make the necessary changes. At other times, you may want to find a particular record or do a quick search to see if the database contains a record. When you are looking for one particular record, the quickest way to find it may be to use the Find feature. In this lesson, you use the Find feature to locate and edit customer records. All of these exercises can be completed with Microsoft Office XP or later versions. Instructions throughout the exercises are based on the Windows XP operating system, running Microsoft Office Your screen may differ slightly from the figures shown, even if you are running Office To Find Records 1 Start Microsoft Access. Display the Office menu and click Open. Navigate to the Student folder for this chapter and open AC_ Click the Office button, point to Save As, and then click Access 2007; navigate to the drive and folder where you are saving your files. In the File name box type Armstrong Orders and then click Save. In the Security Warning bar, click the Options button, click Enable this content and then click OK. Three tables are listed Contractors, Customers, and Orders. 4 Double-click the Customers table to view the contents. Customer name, address, and phone information is displayed. 5 Click anywhere in the LastName field. On the Home tab, in the Find group, click the Find button. The Find and Replace dialog box displays. This function is common to all of the applications. To begin your search, it is best to first click in the field you want to search. Notice that the Look In box displays LastName. If you want to search the whole table, click the Look In arrow and select Customers: Table. 6 In the Find What box, type Holmes and then click Find Next. The record for Nancy Holmes, CustomerNo S-738 is located as shown in Figure UNIT 2: 916

4 Look in LastName field Name located FIGURE Change the address and phone number for this record to: 1754 Sheldon Rd, Northville, MI 48167, (248) You don t need to type the parentheses or dash, just type the numbers. The properties of that field will cause the data to be formatted correctly. Corrections can be made to records without closing the Find and Replace dialog box. 8 Click somewhere in the LastName column, type Price in the Find What box, click the Replace tab and type Price-Smith in the Replace With box. The Find and Replace dialog box can also be used to replace data. Each time you want to do a find, you must start out with the insertion point in the field you want to search. 9 Click Find Next; when the record for Carolyn Price is located, click Replace to change the customer's name. 10 Close the Find and Replace dialog box, and close the Customers table; leave the Armstrong Orders database open for the next lesson. The name change is saved automatically when the table is closed. TO EXTEND YOUR KNOWLEDGE USING QUERIES TO CHANGE DATA If the same change needs to be made in many records, it is more efficient to use a query to make the changes rather than using the Find and Replace dialog box. An Project 12 Retrieving Information from Your Database UNIT 2: 917

5 Update Query is one of four Action queries that are used to make global changes to tables. An Update Query, for example, can be written that would change the telephone area code for a group of records that fit specific conditions. LESSON 2: Sorting Records Data in tables is sorted by the primary key field. If there is no primary key field, then the data is sorted in the order in which it was entered into the table. Neither of these choices may be useful when you are examining records in a table. It is simple to sort on a single field in a table using the Ascending and Descending buttons. Access sorts data from left to right, meaning that if you attempt to sort on two fields it will sort the field to the left first, before sorting the field on the right. In a table, you can sort more than one field in either ascending or descending order. If you want to sort one field in ascending order and another field in descending order, you must use a query. To Sort Records 1 With the Armstrong Orders database open, double-click the Orders table to display the records. This is the same table you created in Project 11, but with additional records. The records are currently sorted by OrderNo, which is the primary key field for this table. 2 Click anywhere in the Description field, and then on the Home tab in the Sort & Filter group click the click the Ascending button. The records are sorted by Description and the 12x24 pool records display at the top of the list. Notice that there are two prices for this size of pool $1,695 and $1, On the right side of the Amount column field name, click the list arrow to display the sort and filter menu. Each field can be sorted by using the sorting options displayed in this menu. 4 On the menu, click Sort Smallest to Largest, which is the same as sorting in ascending order. The data in both columns is sorted. The Amount field is sorted within the sort for the Description field, meaning that the data is sorted first by description, then by amount. All of the 12x24 pools that sold for $1695 are listed first, followed by the 12x24 pools that sold for $ Point to the CustomerNo heading to display the selection pointer, then click and drag to the right to select all the columns through the ContractorID heading. 6 Right-click the selected columns and click Hide Columns from the shortcut menu. The selected columns are hidden so you can compare the sold date to the installation date. 7 Click anywhere in the Date column, and then on the Home tab, in the Sort & Filter group click the Descending button. The records are sorted by date, with the most current date appearing at the top as shown in Figure In this arrangement you can easily compare the date sold with the installation date. UNIT 2: 918

6 Fields hidden Data sorted by date field FIGURE Select the Date and Installation columns, right-click and then click Unhide Columns from the shortcut menu. The Unhide Columns dialog box displays as shown in Figure Here you click the check boxes to display the hidden columns. Hidden columns are not check FIGURE 12.4 Project 12 Retrieving Information from Your Database UNIT 2: 919

7 9 Click all of the check boxes to unhide all of the fields and then close the Unhide Columns dialog box. As you click the check boxes the fields are redisplayed on the screen. 10 On the Home tab, in the Sort & Filter group click the Clear All Sorts button to remove all of the sort orders that applied to this table. The table displays in order by the Order ID field because it is the primary key field for this table. 11 Close the table and click No to the prompt to save the changes made; leave the Armstrong Orders database open for the next lesson. LESSON 3: Filtering Records If you need to look at records that meet a certain condition, a quick method for doing this is to filter the records. Access has two filtering commands, Selection and Filter By Form. Selection limits records to only those records that match the value in the selected field. The records in the table that do not match the data in the selected field are removed from view. Filter By Form is used to restrict records based on one or more fields, or on more than one value in the same field. These two techniques provide quick answers to short term questions. Typically, they are not saved for future use. If you need to ask the same question over and over, it is best to create a query that is saved as a permanent part of the database. In this lesson, you use Selection and Filter By Form to restrict records in the Orders table to just the ones that match the values specified. To Use Selection to Filter Records 1 With the Armstrong Orders database open, double-click the Orders table to display the records and then maximize the table. 2 Drag across the field names to select all the columns. Position your mouse pointer on the border between any two column field names and double-click. This adjusts the column width of all the columns to be just wide enough to fully display the column titles and the content of each column. 3 Under the ContractorID click in the second record OrderNo 2. The value in the ContractorID field for this record is OH-2, which will become the value that is used to restrict the records. 4 On the Home tab, in the Sort & Filer group click the the Selection button to display the submenu and then click Equals "OH 2". Four records display in the table as shown in Figure Notice that the navigation bar at the bottom of the table displays Filtered. Also, Filtered displays in the status bar at the bottom of the Access window. Next to the ContractorID field name, a small filter symbol displays. The Toggle Filter button in the Sort & Filter group is now active to indicate that a filter is applied to the displayed table. UNIT 2: 920

8 Toggle Filter button is active Records limited to those with ContractorID value of OH-2 Filter indicators FIGURE On the Home tab, in the Sort & Filter group, click the Toggle Filter button. The filter is removed and all of the records in the Orders table display. The Toggle Filter button remains active. If you click this button, the OH-2 filter will be reapplied to the table. 6 Click in the Description column for any record showing a 4 person spa and then in the Sort & Filter group click the Selection button and then click Equals "4 person spa". The table is filtered to nine records that match this value. 7 Click the Toggle Filter button. All of the records are displayed in the Orders table. 8 Leave the Orders table open to continue to the next part of this lesson. Another filtering option is Filter by Form, which gives you a little more flexibility because you can limit records based on more than one value in a field, or on more than one field. In the next part of this lesson you work with the Filter By Form command. To Use Filter by Form 1 With the Orders table open, on the Home tab, in the Sort & Filter group, click the Advanced button, and then on the shortcut menu click the Filter By Form. A Filter By Form window displays and the most recent filter value 4 person spa is partially displayed in the Description column. In this window, when you click in any of the field boxes, a list arrow will display. Use these arrows to display the list of available values that can be used to filter the table. Project 12 Retrieving Information from Your Database UNIT 2: 921

9 2 Click in the Date box, click the list arrow and then select 5/17/2005; select the value in the Description field and then press X to remove this value. To ensure that you only locate the records for orders closed on 5/17/2005, you need to remove the value that was used in the previous filter. 3 In the Sort & Filter group, click the Toggle Filter button. Seven records display as shown in Figure The same filter indicators display as when you used the Selection command. Only records for 5/17/2005 display Number of records in the results FIGURE In the Sort & Filter group click the Advanced button and then click Filter By Form to return to the Filter By Form window. 5 Click the Description box, display the list and select 15x24 pool, and then click the Toggle Filter button. Three records match the values of 5/17/2005 for Date and 15x24 pool in the Description field. In this manner you can use more than one value to limit the records. Records must match both values to be included in the list. 6 Click the Advanced button and then click Filter By Form. On the lower left side of the Filter by Form window click Or, and then select 5/17/2005 in the Date field and 15x30 pool in the Description field. In this manner you can look for both sizes of pools that were sold on 5/17/2005, as shown in Figure UNIT 2: 922

10 Second set of values specified Or tab selected 7 Click Toggle Filter. Four records display three with pools sized 15x24 and one sized 15x30. 8 In the Sort & Filter group click the Advanced button and then click the Clear All Filters from the list. This removes any filters that remain in memory and returns the Toggle Filter button to an inactive state and all of the records are redisplayed. 9 To the left of the Home tab, click the Access icon and from the displayed list click Close to close the Orders Table. Click No if prompted to save changes to the table; leave the Armstrong Orders database open for the next lesson. TO EXTEND YOUR KNOWLEDGE DUAL PURPOSE OF THE TOGGLE BUTTON The Toggle Filter button does not erase the filter; rather, it turns the filter on and off. The ScreenTip that displays for this button will show either Apply Filter or Remove Filter depending on the action that will occur when you click the button. OTHER WAYS TO FILTER A TABLE FIGURE 12.7 Each field heading on a table has a list arrow that can be used to display the sort buttons for ascending and descending as well as a list of the different values contained in that field. If you click (Select All), all of the check marks will be removed from the list and then you can select the values that you want to display. In this manner you can filter each of the fields in a table. When you close the table the last filter is retained in memory and will be part of the table unless you choose Clear All Filters on the Advanced button. Therefore, when the table is closed be sure that the Project 12 Retrieving Information from Your Database UNIT 2: 923

11 filters and sorting patterns have been removed. If you intend to save the filter or sort patterns then choose Yes to the save changes prompt when you close the table. LESSON 4: Creating Select Queries Queries are used to answer questions and thereby obtain information from tables. After a query is designed, it is run against the current information in the tables, so it always displays the most up-to-date information at that point in time. The results of a query are known as a dynaset, which is a subset of the data in the table(s). When you save a query, Access does not save the dynaset; rather, it saves the structure of the query so it can be used again. Often, reports are based on queries; in this way the information in the report is limited to the fields and records that are needed. There are several types of queries, but the most commonly used query is the Select Query. Select queries may contain criteria, which, like a filter, limit the records that are displayed to those that match specified conditions. But queries can also limit the fields that are displayed, sort on particular fields, and calculate new values based on other fields. Most importantly, queries are usually saved and used repeatedly. In this lesson, you learn how to create a Select Query. You create a schedule of installations for contractors that shows a description of the item and the installation date. You sort this information by contractor. To Create Select Queries 1 With the Armstrong Orders database open, on the Navigation Pane, click the list arrow and then click All Access Objects. Only tables have been created for this database, so no queries are yet displayed. As you create and save the queries, they will now display on the Navigation Pane. 2 Click the Create tab, and in the Other group click Query Design. Queries can be created using a wizard or using the Design view. The Query Design window displays and the Show Table dialog box opens. Use the Show Table dialog box to select the tables you want to include in your query. Double-click the table names or use the Add button to add the table field lists to the Query Design window. 3 Double-click Orders and then click Close on the Show Table dialog box. The Orders field list opens and the Show Table dialog box closes. The next step is to select the fields you want to include in the query. The order in which fields are selected determines the order in which they display in the query. 4 Scroll to the bottom of the Orders field list box, and then doubleclick ContractorID. ContractorID displays in the first Field box in the query grid. Fields can be added by double-clicking the field name, by moving the field to an empty Field box, or by selecting the field from the Field box list. 5 In the Orders field list box, click Description and drag it to the second Field box in the query grid. A small field icon displays to show the movement of the field to the query grid. When you release the mouse button, the field name displays in the second Field box. UNIT 2: 924

12 6 In the query grid, click in the third Field box, click the list arrow and select Installation Date from the list. A third field is added to the query grid. 7 Under the ContractorID Field box, click the Sort box, click the arrow, and then select Ascending from the displayed list as shown in Figure By default, records in a query display in primary key field order, even if that field is not included in the query. Field list box ContractorID sorted in ascending order Fields added to query grid Sorted by ContractorID FIGURE On the Query Tools Design tab, in the Results group click the top portion of the View button. The query results display three fields, and all of the records in the contractors table sorted by ContractorID. Notice that some of the records do not have an installation date. These records do not need to be shown in this query; therefore, you need to add a criterion to limit the records to only those with an installation date. 9 On the Home tab, in the Views group, click the View button to return to the Query Design view. On the Criteria row under Installation Date type Is Not Null, and then press R. The phrase Is Null tests whether fields are empty and would return records that had no value in that particular field. Is Not Null is used to eliminate records where a field is empty. Project 12 Retrieving Information from Your Database UNIT 2: 925

13 10 In the Results group click View to see the results. 43 records are returned as shown in Figure Notice that the first record shown has an installation date listed, but no ContractorID. Upon investigation, you discover that the contractor for this installation is IN-3. Installation without assigned contractor Number of records in query dynaset FIGURE Click in the empty ContractorID field and type IN-3 and press R. If you change data in a query it updates the data in the underlying table. In this case the Orders table will be updated to reflect the contractor who is assigned to this installation. 12 On the Quick Access toolbar, click the Save button; type Installations by Contractor in the Query Name box, and then click OK. Leave the Installations by Contractor query open for the next lesson. TO EXTEND YOUR KNOWLEDGE RESIZING THE QUERY WINDOW The field list box and the Query Design Window can be adjusted so you can see all of the fields in the field list boxes. Drag the bottom border of the field list box to display all of the fields, just like you did in the Relationships window. Point to the small bar just above the grid area, and when the two-headed resize arrow displays drag down as needed to increase the size of the top portion of the window. You can also maximize the query window. UNIT 2: 926

14 LESSON 5: Creating Compound Queries and Using Comparison Operators Queries can be simple or complex. The logical operators And and Or are used to create queries that need to have multiple values included in their criteria. To create a query that requires the results to match values on more than one field, Access uses a logical And both conditions must be met for the records to be included in the results. Likewise, to create a query that allows more than one value in a field, use the logical Or records are included if they match this or that value. Queries that include more than one criterion are sometimes referred to as compound queries. You can use any combination of And/Or logical operators to construct a query to obtain the results you need. When you add criteria to a query, Access looks for records that match the value(s) specified. Comparison operators are used in criteria to compare values to determine if a field contains values that are greater than, equal to, or less than another value. You can also search for values that are between two other values. Comparison operators include: Equal to = Greater than > Less than < Greater than or equal to >= Less than or equal to <= Not equal to <> The Between And operator is used to search for a range of values, such as the beginning and ending date in a calendar quarter. In this lesson, you learn how to create more complex queries by using compound criteria and by using comparison operators. You continue working with the Installations by Contractor query by adding another field and additional criteria. To Create Compound Queries and Use Comparison Operators 1 With the Armstrong Orders database open, and the Installations by Contractor query displayed, on the Home tab, in the Views group, click the View button. The Query Design window displays. You can use an existing query as the basis for a new query. If you want to preserve the original query, save the new query with a new name. 2 Drag the Amount field from the Orders field list box and place it on top of the Installation Date field in the third Field box. When you release the mouse button, the Amount field is added to the query grid and the Installation Date field moves to the right. In this manner you can add fields at any location in the query grid. 3 In the Criteria box, under Amount, type >=2600 and then press R. The insertion point moves to the criteria box to the right and the value is added to the Amount field criteria box. This comparison operator will search for amounts that are greater than or equal to 2, On the Query Tools Design tab, in the Results group click the Run button to see the results of your query. You can use either the View button or the Run button to see the results of a query. 20 records match the Project 12 Retrieving Information from Your Database UNIT 2: 927

15 criteria of installations for items costing $2,600 or more. Notice the dollar sign ($) or comma are not included in amount criteria. The currency symbol and comma are part of the formatting for currency data types but are not part of the actual data, therefore, it is not entered in the criteria box. 5 On the Home tab, click View to return to the Query Design view; in the Criteria box under ContractorID type OH-2 and then press R. When you press R, Access places quotation marks around this value to identify it as a string of characters in a text field. You do not have to type the quotation marks the program adds these for you. Now you are looking for items valued at $2,600 or more to be installed by contractor OH-2 as shown in Figure Click the Run button or the View button to see the results Text criteria displays quotation marks Comparison operator used for amount criteria FIGURE In the Results group, click View. Two records are located that match the compound criteria of an amount greater than or equal to $2,600, and ContractorID equal to OH-2, and an installation date (Is Not Null). Three conditions must be met for the records to be included in this query result. This uses both the logical And operation and a comparison operator (>=). 7 Click View; on the or line under ContractorID type OH-3, press R, and then click the View button. The Query Datasheet now displays six records, two for OH-2 where the amount is greater than or equal to $2,600, and any installations for contractor OH-3. Notice that the second installation listed for OH-3 is for a 4-person spa sold for $2,350. This is an example of a query that uses both the logical And (OH-2 and 2600) and the logical Or (OH-2 or OH-3). UNIT 2: 928

16 8 Click View; select OH-3 on the or row and press X. Values that are entered on the Criteria row are by default And criteria, each condition on the Criteria row must be met for the records to be included in the results. You can also use a logical Or operator within a criteria box. To see how this works, you will add the OH-3 value to the Criteria box so the compound criteria is for OH-2 or OH-3, and the criteria in the Amount field remains at >= On the criteria row, click to the right of "OH-2" and type or OH-3 and then press R. Again the program adds quotation marks around OH-3 and capitalizes the Or operator. 10 Click View. Five records display, the record for an installation valued at less than $2600 was removed as shown in Figure Contractors limited to two Amount limited to >$2,600 FIGURE Click the Office button and then click Save As. In the Save 'Installations by Contractor' to box type OH-2 OH-3 >=2600, and then click OK. A new query is saved and the original query Installations by Contractor is preserved. 12 Close the query and leave the Armstrong Orders database open for the next lesson. LESSON 6: Creating a Query Based on Two Tables When you design a relational database, each group of facts that constitutes a complete record is placed in one table. For example, all of the data about a customer is in the customer table. The customer then orders several items from the company. Those orders are recorded in a table with all of the other orders. When it comes time to deliver the order to the customer, you need to know both the customer's name and address, and what the customer ordered. To bring the information together in one place, you create a query that includes fields from both tables. You can create queries on multiple tables provided there is a common field between the tables. In this lesson, you create a query that displays information about the installations that includes customer name and contact number, the installer name and contact number, and the date and description of the product to be installed. This query enables you to contact customers or contractors about a specific installation. Project 12 Retrieving Information from Your Database UNIT 2: 929

17 To Create a Query Based on Two Tables 1 With the Armstrong Orders database click the Create tab, and in the Other group, Query Design. An empty Query Design window displays and the Show Table dialog box opens. In the Show Table dialog box, Contractors is selected by default because it is listed first alphabetically. 2 With Contractors selected, hold down S, click Orders, and then click Add; close the Show Table dialog box. The field lists for all three tables are added to the top portion of the Query Design window. Using the S key enables you to select a group of contiguous tables and add them all at once. 3 Maximize the window, if necessary. Click the Contractors field list title bar and drag it to the right side of the Orders field list. It is easier to see the related fields if the join lines are clearly visible. Notice that CustomerNo is the primary key in the Customers field list the primary key symbol displays next to this field and it is joined with CustomerNo in the Orders field list. Similarly, ContractorID is the common field between the Contractors and Orders field lists. To create a query using multiple tables, a join line must exist between the common fields. 4 Point to the lower border of each field list box and drag down until you see all of the field names. When you create a query using more than one table, it is helpful if the Query Design window and field list boxes are expanded so you can easily locate the fields you want to include in the query as shown in Figure When a field list box is fully expanded the scroll bar disappears. Join lines Three field lists displayed FIGURE UNIT 2: 930

18 6 In the Customers field list. click FirstName, press C and then click LastName and Phone, and then release the C key. You can select non-adjacent fields by holding down C. 7 Point to one of the selected fields and then drag to move the group of selected fields to the first field box. When you release the mouse button, the three selected fields are added to the first three field boxes in the query grid. The second row of the query grid labeled Table indicates the table the fields are from. This is a more important feature when a query includes fields from multiple tables. 8 Using one of the methods you have practiced add Description and Installation Date from the Orders field list, and the ContractorName, ContactName and Phone from the Contractors field list. On the Navigation Pane click the Shutter Bar Open/Close button. Eight fields are added to the query from three tables as shown in Figure Fields added Table row shows the table of origin FIGURE Click the View button to see the results. 44 records display with information from three different tables. 10 Click View to return to the Query Design window; in the Sort box under ContractorName, click the Sort arrow and choose Ascending. Now the records will be sorted by the name of the installer. 11 Click the Installation Date criteria box and type Between 5/22/2005 And 5/27/2005 and then press R The Between And operator is used to search for a range of values, in this case a range of dates. The results will include both the beginning and ending date. Notice that Access adds # to the beginning and end of each date. The pound symbol is used to identify the value enclosed as a date as shown in Figure (Note: the column in Figure was widened to fully display the criteria.) Project 12 Retrieving Information from Your Database UNIT 2: 931

19 Criteria added for Installation Date FIGURE Sorted by ContractorName 12 Click the View button to see the results. 16 installations are scheduled between May 22 and 27 as shown in Figure Includes installation dates from May 22 through May 27 Sorted alphabetically by ContractorName 13 On the Quick Access toolbar, click the Save button, type Installations 5-22 to 5-27 and then click OK. Close the query and expand the Navigation Pane. Three queries are now listed on the Queries object list. LESSON 7: Using a Wildcard to Locate Data FIGURE When you create a query, you may not know the exact value you want. Or, perhaps you want to include several alternatives without entering each possible option, for example all of the customers who bought pools. In these circumstances, you can use a wildcard as part of your search criteria. A wildcard is a symbol that is used to search for unspecified characters. The most frequently used wildcard is the asterisk (*) which is used at the beginning or end of an entry to search for any number of unspecified letters, numbers or UNIT 2: 932

20 other characters. For example *spa can be used to locate all spa sales, or OH* can be used to located all of the Ohio-based installers. In the Armstrong Orders database, the State abbreviation where the contractor does business is part of the ContractorID. The question mark (?) is another wildcard that is used to search for unknown single characters. For each question mark included in a criterion any character can be inserted. For example, if you used m?n as a criteria, the query could locate men, man, min. If m??d was entered as the criteria, the results could include mind, maid, or mood. In this lesson, you create a query that uses a wildcard in the criteria to locate all the records for installations of pools by Michigan-based installers. To Use a Wildcard to Locate Data 1 With the Armstrong Orders database open, click the Create tab, and in the Other group click Query Design. The Query Design window displays and the Show Table dialog box opens. 2 Add the Contractors and Orders field lists to the Query Design, and then close the Show Table dialog box. These two tables are related based on the ContractorID field. 3 Maximize the window if necessary, and expand the field list boxes so all of the fields are displayed. 4 From the Contractors field list add ContractorID and ContractorName to the grid. From the Orders field list add Description to the grid. Three fields are added to the query grid. 5 Click the Sort arrow under ContractorID and choose Ascending. 6 Click the Criteria box under ContractorID and type MI* and then press R. Access adds Like in front of the criteria you typed and places quote marks around MI* as shown in Figure The Like operator is used to search for values that include MI in this case begin with MI. Any value can go after the specified criteria. Sorted by ContractorID Like operator added to criteria FIGURE Project 12 Retrieving Information from Your Database UNIT 2: 933

21 7 Click the View button to see the results. There are 17 installations scheduled for Michigan-based installers. Notice the description field and that pool or spa is always at the end of the description. 8 Click View to return to the Query Design window; click in the Criteria box under Description and type *pool and then press R. Again, Access adds Like before the criteria you entered and places quote marks around the value. In this case, the program will search for any value in the description field that ends with pool. 9 Click View to see the results. The results are further limited to installations of pools by Michigan-based installers (see Figure 12.17). Only installers in Michigan included Only pools included 10 Save this query with the name Michigan Pools. FIGURE Click Print on the Query Datasheet toolbar to print a copy of this query (optional). 12 Close the query and close the Armstrong Orders database. SUMMARY In this project you learned how to find or create information in a database. You used the Find command to locate specific records so you could make changes to the records. You also sorted a table on one field, multiple fields, and you hid columns so you could sort other fields side-by-side. You used the Selection and Filter by Form commands to limit the records displayed based on matching selected values. Filter by Form is more flexible because you can match on more than one value in a field and on more than one field. Before you close a table that has been filtered, it is best to clear the filter and sort patterns so the filter does not remain as part of the table. You then learned how to create queries to answer questions about the data and gather information from a database. Queries can be based on tables or on other queries and are run against the current data so the results include the most up-to-date information. You learned how to include fields in a query, and add criteria to one or more fields to limit the records. You used comparison UNIT 2: 934

22 operators to search a range of values, and a wildcard to search for unspecified values. You sorted the data in the query. You also created queries based on more than one table. KEY TERMS Between And criteria Comparison operators dynaset Filter By Form Selection logical operators Select Query wildcard CHECKING CONCEPTS AND TERMS SCREEN ID Label each element of the screens shown in Figure FIGURE Project 12 Retrieving Information from Your Database UNIT 2: 935

23 A. Apply or remove filter B. Ascending sort C. Comparison criteria D. Criteria to select a range E. Filter By Form found here F. Selection filter G. Find H. Join line I. Primary key field J. Wildcard criteria MULTIPLE CHOICE Circle the letter of the correct answer for each of the following. 1. To add fields to a query [L4] a. double-click the field name b. drag the field to the next empty Field box c. select the field from the Field list d. All of the above 2. To look for values that exceed 2000 use. [L5] a. > b. >= c. < d. <= 3. The quickest way to find all of the records that match a particular value is the command. [L3] a. Find b. Selection c. Sort Descending d. Query 4. To create a query based on more than one table the following condition must exist:.[l6] a. the tables must have a field in common b. there must be a join line between the tables c. referential integrity must be enforced d. a and b but not c 5. To look for unknown values in a query use the wildcard.l7] a. # b. ^ c. * d. & 6. To change the address of a customer in a database, the best approach is to use the command. [L1] a. Find b. Selection c. Sort d. Query 7. When you sort records in a table all of the following are true except.[l2] a. if you sort on multiple fields the records are sorted left to right b. if you sort on one field and then on a second field that is not adjacent to the first field, the second sort overrides the first sort. c. when sorting multiple fields, you can only sort the fields in the same order, either ascending or descending d. to return the table to its original order, click the Clear All Sorts button UNIT 2: 936

24 8. To select adjacent fields in the field list box click the first field, hold down and click the last field. [L5] a. Alt b. Ctrl c. Shift d. Tab 9. To eliminate a filter before you save a table.[l3] a. use the Clear All Filters command b. click the Remove Filter button c. cancel the filter d. display all the records 10. When you apply criteria to a date field, Access places the symbol on each end of the date. [L6] a. quote (") b. pound (#) c. asterisk (*) d. ampersand (&) DISCUSSION 1. Discuss the differences between the Selection and Filter By Form commands. Describe circumstances where it is best to use Selection. When would it be best to use Filter By Form? Why would you use a filter rather than create a query? [L3] [L4] 2. What is the function of comparison operators and how are they used to help you locate information? Give specific examples. If you need to create a quarterly report as of the end of March, what criteria would you apply to the transaction date field? [L5] 3. States issue licenses to cars and drivers. To identify the owners of a particular type of car in your town, what are the tables and the fields in those tables that would need to be included in a query? How would you construct the query? What fields would you include, how would your sort the query, and what criteria would you use? [L4] [L7] SKILL DRILL Skill Drill exercises reinforce project skills. Each skill reinforced is the same, or nearly the same, as a skill presented in the project. Detailed instructions are provided in a step-bystep format. All of these exercises can be completed with Microsoft Office XP or later versions. Instructions throughout the exercises are based on the Windows XP operating system, running Microsoft Office All of the Skill Drill exercises use the same database. Before beginning the first Skill Drill exercise, complete the following steps: 1. Open AC_1202 from the Student folder. Click the Office button, point to Save As, and then click Access Database. In the Save As dialog box, navigate to the folder where you are saving your files. Type Members in the File name box, and then click Save. 2. In the Security Warning bar, click Options and then click Enable this content and click OK. Project 12 Retrieving Information from Your Database UNIT 2: 937

25 Each of the exercises is independent and can be completed in any order. If you need a printed copy, be sure to write your name on the printouts. If you need more than one work session to complete the desired exercises, continue working with the Members database file rather than the original AC_1202 file. The Members database is used for tracking members and the travel events for which they have enrolled. There are three tables: Members, which contains name, address, and phone information for each member, Trips, which has details about club sponsored trips, and Transactions, which records the payments made by members for their trips. 1. Finding and Sorting Records Two members in the Alumni Travel Club have moved and submitted a new address and phone number. You need to change their member information. You also need to sort the Trips table by the start date, so you can determine which trips occur in June. 1. With the Members database open, on the Navigation Pane, display All Access Objects, and then double-click the Members table. 2. Click anywhere in the Last Name column, and then on the Home tab, in the Find group click the Find button. 3. Type Rhoades in the Find What box and then press R. Pressing R is the same as clicking Find Next, the default action. The record for Jeff Rhoades, Member ID R-105 is located. 4. Change the address and phone number for Jeff Rhoades to: Huron River Drive, Brighton, MI 48116, (248) The record for Ashley Rhoades, directly below Jeff Rhoades, also needs to be changed. Click in the Address field for Ashley Rhoades and press C +. This is a keyboard shortcut that repeats the value for that field from the previous record. This is a good example of how this shortcut may be used effectively. Use C + to finish changing the address and phone number data for Ashley Rhoades. 6. Close the Find and Replace dialog box. Close the Members table and open the Trips table. 7. Click in the Start Date column and click the list arrow next to the Start Date field name and then click Sort Oldest to Newest which is ascending order by date. 8. On the Quick Access toolbar, click the Save button, and then close the Trips table. Leave the Members database open to continue with the next Skill Drill exercise 2. Using Selection and Filter by Form To quickly locate all of the members who live in Ohio you will use the Selection command. You will then use the Filter by Form command to find all the members who live in South Lyon. UNIT 2: 938

26 1. With the Members database open, display the Members table. Click in any State field that displays OH. 2. On the Home tab, in the Sort & Filter group, click the Selection button, and then click Equals "OH". Three members live in Ohio 3. In the Sort & Filter group, click the Toggle Filter button to display all of the records. 4. In the Sort & Filter group, click the Advanced button and then click Filter By Form. Delete "OH" from the State field box. 5. Click the box under City and then click the arrow to display the list of options, choose South Lyon and then in the Sort & Filter group click Toggle Filter. Three records display. 6. Change the name for Samantha Barber to your first and last name. Click the Toggle Filter button again to display all of the records. 7. In the Sort & Filter group, click the Advanced button and then click Clear All Filters to remove the filter from this table. 8. Close the table without saving changes. Leave the Members database open for the next Skill Drill exercise. 3. Creating a Query, Using Comparison Operators and Compound Operators You need to create a query that lists the trips that cost $3000 or less so you can promote these trips to recent alumni. You will then add a second condition to look for the trips that occur during the summer. 1. With the Members database open, click the Create tab, and in the Other group click the Query Design button. 2. Add the Trips table and then close the Show Table dialog box. 3. Double-click Trip ID, Description and Cost to add these fields to the query grid. 4. Click the Sort box under Cost, and then choose Ascending. In the Criteria box under the Cost field, type <=3000. On the Query Tools Design tab, in the Results group, click View. Ten trips cost $3000 or less. 5. On the Home tab, in the View group, click View; add the Start Date field to the query grid. 6. Remove the sort from the Cost field, and sort in ascending order on the Start Date field. In the Start Date Criteria box, type Between May 1, 2005 and August 31, Click View. Six trips match these two conditions. Click the Print button (optional). 8. Click Save; type Summer trips <=$3000 in the Query Name box and then click OK. Close the query, but leave the Members database open to continue to the next exercise. Project 12 Retrieving Information from Your Database UNIT 2: 939

27 4. Creating a Query Based on More than One Table You need to create a query that shows the names of the members who have signed up for a particular trip, and who the trip leader will be so you can let the leader know who will be on the trip. 1. With the Members database open, click the Create tab, and in the Other group click the Query Design button. 2. Add all three tables to the query design and close the Show Table dialog box. Maximize the window, and expand the field list boxes so you can see all of the field names. On the Navigation Pane click the Shutter Bar Open/Close button. 3. In the Members field list box, click First Name, hold down S and click ZIP Code, point to the selected fields and drag them to the first Field box in the query grid. This adds all of the name and address fields to the query grid. 4. From the Trips field list, double-click Trip ID, Description, and Tour Guide to add these fields to the query grid. Click View to see the results. 5. Click View to return to the Design view. Click the Trip ID Criteria box and type EU-17, press R and then click View to see the results. Notice that some members are listed twice. This is because they have made more than one payment toward the trip. The Transactions table is used to join the member information with the trip information. Member ID and Trip ID are both listed in the Transactions table and are used as foreign keys in the Transactions table. Because members can make installment payments for a trip, a transaction table is used to track this information. Because the Member ID is listed in the transaction table each time a payment is made, it causes the member information to be listed multiple times in this query. To fix this you can change a query property to display unique values. 6. Click View to return to the Design view. Click in the open area in the top half of the Query Design window. On the Query Tools Design tab, in the Show/Hide group, click the Property Sheet button. In the displayed Query Properties sheet, click the Unique Values box, click the list arrow and choose Yes. This will cause the query to only print records that are unique. 7. Close the Query Properties sheet and click View. Five members are enrolled for the trip to the Castles of the Rhine. 8. Click the Office button, point to Print and then click Print Preview. On the Print Review tab, in the Page Layout group click Landscape so this query can print on one page. Close the Print Preview window. 9. Click Save and type EU-17 Trip in the Query Name box and click OK. Print the query (optional). 10. Close the query, but leave the Members database open for the next Skill Drill exercise. UNIT 2: 940

28 5. Using a Wildcard to Search for Data The Trips table in the Members database uses a two letter code to identify the continent for the trips that are planned. If you need to find all the trips that occur on a particular continent, you can use a wildcard to help narrow the search. For example, you may need to advise all people traveling to Africa of additional immunizations that are necessary. 1. With the Members database open, click the Create tab, and in the Other group click Query Design. 2. Add all three tables to the Query Design window and then close the Show Table dialog box. 3. In the Trips table, double-click Trip ID, Description and Start Date to add these fields to the query grid. Click First Name in the Members table, hold down S, click the ZIP Code field, and then drag the selected name and address fields to the next open field box. 4. Click in the Trip ID Criteria box and type AF* and press R. Click View to see the results. Two trips are planned to Africa African Safari and Ancient Egypt. Notice that some members are listed twice as mentioned previously. 5. Click View to return to the Design view. Click in the open area in the top half of the Query Design window. On the Query Tools Design tab, in the Show/Hide group click Property Sheet. In the displayed Query Properties sheet, click the Unique Values box, click the list arrow and choose Yes. This will cause the query to only print records that are unique. Close the Query Properties sheet. 6. Replace the value in the Trip ID Criteria box with US*. Click in the Start Date Criteria box, type Between 6/1/2005 and 6/30/2005 and then press R. 7. Click View. Two trips are planned in the U. S. in June and five members are enrolled. 8. Click Save and type US Trips in June in the Query Name box. Click OK. 9. Click the Office button, point to Print and then click Print Preview. On the Print Preview tab, in the Page Layout group, click Landscape. Print the query (optional). Close the Print Preview window. 10. Expand the navigation pane. Three queries are listed. Close the US Trips in June query and close the Members database. CHALLENGE Challenge exercises expand on or are somewhat related to skills presented in the lessons. Each exercise provides a brief narrative introduction, followed by instructions in a numbered-step format that are not as detailed as those in the Skill Drill section. Project 12 Retrieving Information from Your Database UNIT 2: 941