Microsoft®

Access 2016 Intermediate

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Overview of Queries Query Examples

Expression Result
The queried tables appear here.
You can also link tables. “London” Displays records
where the field
equals “London.”
“London” Or Displays records
“New York” where the field
To add a field to equals “London” or
the query, click “New York.”
and drag it from
the table down to Between Displays records
the design grid. 1/1/00 And where the date is
12/31/00 between 1/1/00 and
12/31/00.

Sort order Year([Order Displays records

Show results Design Grid Date])=2018 where the
OrderDate field
Criteria rows equals 2018.

Is Null Displays records

where the field is
null.
Is Not Null Displays records
Queries where the field is not
null.
Create a Query: Click the Create tab on the Find Unmatched Records: Click the Create tab
ribbon and click the Query Design button. on the ribbon and click the Query Wizard Not "USA" Displays records
Select the table(s) you want to add to the button. Select Find Unmatched Query Wizard Or "" where the field does
query, click the Add button, and close the and click OK. Use the wizard to complete the find not contain the text
dialog box. Double-click each field you want to unmatched query, enter a name for the query in "USA" and is not
include in the query. Click the Save button the final step of the wizard, and click Finish. blank.
on the Quick Access Toolbar, type a name for Like “S*” Displays records
Crosstab Queries: Click the Create tab on the
the query, and click OK. where the field text
ribbon and click the Query Wizard button.
Run a Query: Double-click a query in the Select Crosstab Query Wizard and click OK. starts with an “S.”
Navigation Pane. Use the wizard to complete the crosstab query, Not Like “S*” Displays records
enter a name for the query in the final step of the where the field text
Hide Fields from Queries: Clear the Show wizard, and click Finish.
check box in the design grid for the field(s) you does not start with
want to hide. Create a Delete Query: Click the Create tab on an “S.”
the ribbon and click the Query Design button. >=“S” Displays records
Sort Fields: Click in the Sort field for the field Select the tables and queries you want to add,
you want to sort, click the list arrow for the where the field text
click Add, and close the dialog box. Connect any starts with letters “S”
field, and select a sort order. unrelated tables and click the Delete button on through “Z.”
Create a Multiple Table Query: Click the the Design tab. Double-click the asterisk (*) in
Create tab on the ribbon, click the Query the table field list for the table containing >100 Displays records
Design button, double-click the tables you information you want to delete. Drag the field you whose field value is
want to add to the query, and click Close. want to use as the limiting criteria onto the design greater than 100.
Double-click each field you want to include in grid. Then, click in the field’s Criteria row and
=Sum([Sales]) Displays the sum of
the query, and save the query. type the specific data you want to delete.
the values in the
Work with the Expressions Builder: In Create an Append Query: Click the Create tab Sales field.
Design view, click in the Field row of a blank on the ribbon and click the Query Design
=Avg([Sales]) Displays the average
column in the design grid, and click the button. Select the tables and queries you want to
of the values in the
Builder button on the Design tab. Select a add, click Add, and close the dialog box. Click
Sales field.
field to use in the calculation, select an the Append button on the Design tab, specify
operation for the calculation, click or type any the append settings, and click OK. Double-click =Count([Sales]) Displays the number
other fields or values you want to use, and any of the fields you want to append. of records in the
click OK. Sales field.

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Relational Databases Forms Reports
Database Types: There are two basic types Add a Field: Click the Add Existing Fields Delete a Column: Select a column or control
of databases. button on the Design tab and double-click the and press the Delete key.
fields you want to add in the Field List pane at
• Flat File Database: Stores all of its the right. Insert a Logo: In Layout view, click the Design
information in the same place, such as a tab on the ribbon, and click the Logo
single table or list. Add a Control to a Form: In Design view, button. Locate the file, select it, and click OK.
click the control button you want to add in the
• Relational Database: Stores information Adjust Page Margins: In Layout view or
Controls group of the Design tab. Click a spot
in multiple tables that are related through Design view, click the Page Setup tab on the
on the form to place the control. If the control
matching fields. Access is a relational ribbon, click the Margins button, and select
you added opens a wizard, navigate through it
database. a margin option.
and specify the desired settings.
Relationship Types: There are three different
Work with Control Properties: In Design Adjust Page Orientation: In Layout view or
types of relationships used when linking tables
view, select the control you want to edit and Design view, click the Page Setup tab on the
together.
click the Property Sheet button on the ribbon and click the Landscape or Portrait
• One to One: Each record in a table relates Design tab. Click the appropriate property field button.
to one record in another table. in the Property Sheet pane and make the
• One to Many: Each record in a table necessary changes. Advanced Topics
relates to one or more records in another Change a Control’s Data Source: Display Import Data: Click the External Data tab on
table. the form in Design view or Layout view with the the ribbon and click the New Data Source
• Many to Many: One or more records in a Property Sheet displayed. Select the desired button. Select the type of data you want to
table relate to one or more records in control, click the Data tab in the Property import and select the file type. Browse for the
another table. Sheet pane, click in the Control Source field, file you want to import and click OK. Complete
and edit the source as desired. the steps in the import dialog box.
Create Relationship Between Tables: Click
the Database Tools tab on the ribbon and Create a Subform: In Design view, resize the Export Access Objects: Select the database
click the Relationships button. Click the form to make room for the subform. Click the object you want to export in the Navigation
Show Table button on the Design tab, Controls button on the Design tab and click Pane. Click the External Data tab, and click
double-click the table(s) you want to add, and the Subform/Subreport button. Click and the button for the type of file to which you want
close the dialog box. Click the related field in drag where you want the subform to appear. to export in the Export group. Select the
the first table and drag it to the related field in Use the wizard to complete the subform setup, desired export options and click OK.
the second table, select the Enforce enter a name for the subform in the final step
Referential Integrity check box (optional), of the wizard, and click Finish. Save a Database to Other Formats: Click
and click Create. the File tab on the ribbon and select Save As.
Reports Select the file format to which you want to save
Print the Relationship Window: Click the your database and click the Save As button.
Database Tools tab on the ribbon, click the Create and Save a Report: Select the table Enter a name for the database in the File name
Relationships button, and click the or query you want to base the report on in the field and click Save.
Relationships Report button on the Navigation Pane, click the Create tab on the
Design tab. Click the Print button on the Apply Conditional Formatting: In Design view
ribbon, and click the Report button. Click or Layout view, click the field you want to
Print Preview tab, select the desired print the Save button on the Quick Access
settings, and click OK. format. Click the Format tab on the ribbon and
Toolbar, give the report a name, and click OK. click the Conditional Formatting button.
Forms Create a Report with the Report Wizard: Click New Rule, select a rule type, and specify
Click the Create tab on the ribbon and click the rule details. Click OK, then click OK again
Create a Form with AutoForm: In the the Report Wizard button. Click the to save the rule.
Navigation Pane, click the table or query that Tables/Queries list arrow and select the table Compact and Repair a Database: Click the
contains the data you want the new form to or query you want to use to create your report. Database Tools tab on the ribbon, and click
use, click the Create tab on the ribbon, and Under Available Fields, double-click the fields the Compact and Repair Database
click the Form button. you want to appear in the report. Use the button.
wizard to complete the report setup, enter a
Create a Form with the Form Wizard: Click
name for the report in the final step of the Password Protect a Database: Click the File
the Create tab on the ribbon and click the
wizard, and click Finish. tab on the ribbon and click the Encrypt with
Form Wizard button. Click the
Password button in the Info section. Type a
Tables/Queries list arrow and select the table Use the Label Wizard: Open the table or password in the Password field, enter it again in
or query you want to use to create your form. query that contains the data for your labels.
the Verify field, and click OK.
Under Available Fields, double-click the fields Click the Create tab on the ribbon and click
you want to appear in the form. Use the wizard the Labels button. Use the wizard to Back Up a Database: Open the database that
to complete the form setup, enter a name for complete the label setup, enter a name for the you want to back up. Click the File tab on the
the form in the final step of the wizard, and report in the final step of the wizard, and click ribbon and select Save As. Select Back Up
click Finish. Finish. Database and click the Save As button.
Specify the save location and type a name for
Change Form Views: Click the View list Work with Report Layouts: Open the report
the file, then click Save.
arrow on the Home tab and select a view. in Layout view, click the Arrange tab on the
ribbon, and click a command in the Position Restore a Database: Open File Explorer and
Move a Control: Click the control and drag it
group. navigate to the location of the last known
to a new location on the form.
backup of the database. Copy the database
Move a Column: Click and drag a column’s backup file. Navigate to the location of the
Delete a Control: Select the control you want
heading to a new location to move a column, damaged or missing database and paste the
to delete, press the Delete key or click the
or simply click and drag a control to a new database backup file.
Delete button on the Home tab.
location.

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