Working with Queries in Microsoft Access The Access Workbench: Section Three DAVID M. KROENKE and DAVID J. AUER DATABASE CONCEPTS, 3 rd Edition

Working with Queries in Microsoft Access

The Access Workbench: Section Three

DAVID M. KROENKE and DAVID J. AUER

DATABASE CONCEPTS, 3rd Edition

KROENKE and AUER - DATABASE CONCEPTS (3rd Edition)© 2008 Pearson Prentice Hall AW-3-2

Section Objectives

Learn how to use Microsoft Access to: Run Access SQL statements Run queries in single and multiple tables in

using both SQL and Query By Example (QBE)

Manually set table and relationship properties not supported by Access SQL


Using Access QBE:The SQL Query to be Run

SELECT * FROM CUSTOMER;


Using Access SQL:The Queries Pane

Double-click Create query in Design view to create a new query

The Queries Pane

Click Queries to display the Queries Pane


Using Access SQL:The Show Table Dialog Box

Show Table Dialog Box

Query1: Select Query window


Using Access SQL:The Query1: Select Query Window in Design View

SQL View button

Query1: Select Query window in Design View


Using Access SQL:The Query1: Select Query Window in SQL View

Query1: Select Query window in SQL View

Design View button


Using Access SQL:The SQL Query

The SQL query text

The Execute Query button

The Save Query button


Using Access SQL:The Query Results


Using Access SQL:The Save As Dialog Box

The Save Query button

The Save As dialog box

Type new query name here


Using Access SQL:The SQLQuery-AW-3-01: Select Query Window

The query has been renamed as SQLQuery-AW-3-01


Using Access SQL:The SQLQuery-AW-3-01 Object in the Queries Pane

The SQLQuery-AW-3-01 query object



SELECT * FROM CUSTOMER;


Using Access QBE:The Show Table Dialog Box

Show Table Dialog Box

Query1: Select Query window


Using Access QBE:The QBE Query1 : Select Query Window

Tables in the query appear in the top pane, together with a list of their columns (the “field list”) and an asterisk (*) meaning “all columns”

Columns in the query are called fields and appear in the bottom pane, together with related property values


Using Access QBE:Adding Columns to the Query

To add a column to the query, click the column name and drag it to a cell in the Field: row in the lower window pane

The asterisk (*) symbol was dragged and dropped here to add the CUSTOMER.* field to the query

The table name is automatically added to the query to specify the source of the column–this is important if there is more than one table in the query with the same column name


Using Access QBE:The Query Results

The results are sorted by CustomerID

As expected, the query results are identical to those shown in the SQL query

David J. Auer

Check yoiur TAGS - They are not the same as on the other figures!



SELECT CustomerID, LastName, FirstNameFROM CUSTOMER;


Using Access QBE: Selecting Individual Fields

The CustomerID, LastName, and FirstName fields are in the query

The results will be sorted by LastName in descending order (Z–A)

The results will show only customers with a CustomerID greater than 2



SELECT LastName, FirstName, Date, Type, Remarks

FROM CUSTOMER, CONTACTWHERE CUSTOMER.CustomerID =

CONTACT.CustomerID AND CustomerID = 3

ORDER BY Date;


Using Access QBE:The Query Window with the Two Tables

Both the CONTACT table and CUSTOMER table are in the query

The relationship and referential integrity constrain between the two tables is automatically included in the query—this means that the SQL clause

WHERE CUSTOMER.CustomerID = CONTACT.CustomerID

is automatically part of the query


Using Access QBE: The Complete Two Table Query

From CUSTOMER, the CustomerID, LastName, and FirstName columns are in the query

From CONTACT, the Date, Type,and Remarks columns are in the query

The results will be sorted by Date in ascending order (A–Z)

The results will be shown only for the customer with a CustomerID of 3


Using Access QBE:The Two Table Query Results

The results are shown for the customer with the CustomerID of 3, which is Jessica Christman

The results are sorted by Date in ascending order (earliest date to latest date)



SELECT LastName, FirstName, Date, Type, Remarks

FROM CUSTOMER, CONTACTWHERE CUSTOMER.CustomerID =

CONTACT.CustomerID AND CustomerID = [?]

ORDER BY Date;

The query now contains an unknown value for CustomerID—we will use a query with a prompt that will be displayed to allow the user to enter a parameter value when the query is run


Using Access QBE:Using a Parameterized Query

The Criteria for the CustomerID column now contains the text for a prompt to be displayed in the Enter Parameter Value dialog box that will be displayed to get a parameter value from the user

The CustomerID column is now shown last because it is not displayed in the query results


Using Access QBE: The Enter Parameter Value Dialog Box

Enter the CustomerID number here

Click the OK button to run the query

This is the text that was entered into the criteria field for CustomerID


Using Access QBE:The Two Table Query Results

The user input the parameter value of 3, so the results are shown for the customer with the CustomerID of 3, which is Jessica Christman


SALESPERSON Table Column Characteristics

Column Name Type Key Required Remarks

NickName Text (35) Primary Key Yes

LastName Text (25) No Yes

FirstName Text (25) No Yes

HireDate Date/Time No Yes

WageRate Number No Yes Double, Default value = $12.50

CommissionRate Number No Yes Double

Phone Text (12) No Yes

Email Text (100) No Yes Unique

SALESPERSON


SALESPERSON Data

NickName LastName FirstName HireDate WageRateCommission

Rate

Tina Smith Tina 10-AUG-04 15.50 12.5%

Big Bill Jones William 25-SEP-04 15.50 12.5%

Billy Jones Bill 17-MAY-05 12.50 12.0%

NickName Phone Email

Tina 206-287-7010 [email protected]

Big Bill 206-287-7020 [email protected]

Billy 206-287-7030 [email protected]


SQL to Create the SALESPERSON Table

CREATE TABLE SALESPERSON( NickName Char(35) NOT NULL, LastName Char(25) NOT NULL, FirstName Char(25) NOT NULL, HireDate DateTime NOT NULL, WageRate Numeric(5,2) NOT NULL

DEFAULT(12.50), CommissionRate Numeric(5,3) NOT NULL, Phone Char(12) NOT NULL, Email Varchar(100) NOT NULL

UNIQUE, CONSTRAINT SALESPERSON_PK

PRIMARY KEY(NickName) );


SQL to Create the SALESPERSON TableModified for ACCESS ANSI-89 SQL

CREATE TABLE SALESPERSON( NickName Char(35) NOT NULL, LastName Char(25) NOT NULL, FirstName Char(25) NOT NULL, HireDate DateTime NOT NULL, WageRate Numeric NOT NULL, CommissionRate Numeric NOT NULL, Phone Char(12) NOT NULL, Email Varchar(100) NOT NULL, CONSTRAINT SALESPERSON_PK

PRIMARY KEY(NickName) );


The CREATE TABLE SALESPERSON SQL Statement


The Create-Table SALESPERSON Queryin the Queries Pane

The Create-Table-SALESPERSON query–note the Design icon that identifies this as a data definition query

Click the Tables button to move to the Tables pane


The SALESPERSON Tablein the Tables Pane

The SALESPERSON table object–click the object to select it

After selecting a table, click the Design View button to open the table in Design View


The SALESPERSON Table in Design View

Move the mouse cursor here, then click to select the WageRate column (field)

The General tab in the Field Properties section


The WageRate Field Properties

The Decimal Places text box

The Default Value text box

The WageRate column is selected

The Format text box


The Format Text Box

Click in the Format text box to select it

Click the Format text box drop-down arrow to display the drop-down list

Select Currency


The Default Value Text Box

The Property Update Options icon—you can simply ignore it

The Expression Builder icon—we will not use it in this situation

Click in the Default Value text box to select it


The Completed WageRate Field Properties

Click the Save button to save the change to the SALESPERSON table design

Data format is set to Currency

Number of decimal places is set to 2

The default value is set to 12.50


The Email Field Properties

The Email column is selected

The Indexed text box

Select Yes (No Duplicates)


Specifying a Validation Rule

Enter the possible values for the column in the Validation Rule text box


SQL to Insert Data into theSALESPERSON Table

INSERT INTO SALESPERSONVALUES('Tina', 'Smith', 'Tina',

'10-AUG-04', 15.50, .125, '206-287-7010', '[email protected]');

INSERT INTO SALESPERSONVALUES('Big Bill', 'Jones', 'William',

'25-SEP-04', 15.50, .125, '206-287-7020', '[email protected]');

INSERT INTO SALESPERSONVALUES('Billy', 'Jones', 'Bill','17-MAY-05', 12.50, .120, '206-287-7030', '[email protected]');


Inserting Data Into The SALESPERSON Table

The INSERT command

The dialog box confirming the INSERT

Click the Yes button to complete the INSERT


The Data in the SALESPERSON Table

The data is sorted by NickName (the primary key value) in ascending order


CUSTOMER.NickNameColumn Characteristics

Column Name Type Key Required Remarks

NickName Text (35) Foreign Key Yes

CUSTOMER


CUSTOMER.NickName Data

CustomerID LastName FirstName . . . NickName

1 Griffey Ben . . . Big Bill

3 Christman Jessica . . . Billy

4 Christman Rob . . . Tina

5 Hayes Judy . . . Tina


SQL to Alter the CUSTOMER Table

ALTER TABLE CUSTOMERADD NickName Char(35) NULL;

UPDATE CUSTOMERSET NickName = 'Big Bill'WHERE CustomerID = 1;

UPDATE CUSTOMERSET NickName = 'Billy'WHERE CustomerID = 3;

UPDATE CUSTOMERSET NickName = 'Tina'WHERE CustomerID = 4;

UPDATE CUSTOMERSET NickName = 'Tina'WHERE CustomerID = 5;

ALTER TABLE CUSTOMERALTER COLUMN NickName Char(35) NOT NULL;


The Altered CUSTOMER Table

The added NickName column

The column is required, which is the Access equivalent of NOT NULL


The Relationships Windowwith the Current Relationship Diagram

This is the relationship diagram as we created it in Section 2’s “The Access Workbench”

The Show Table button


The Updated Relationship Diagram

The relationship between SALESPERSON and CUSTOMER already exists—it was created using SQL—so right-click the relationship line and then click Edit Relationship in the shortcut menu that appears to display the Edit Relationships dialog box


The CompletedEdit Relationships Dialog Box

The Enforce Referential Integrity check box is already selected because of the SQL CONSTRAINT FOREIGN KEY statement

Check the Cascade Update Related Fields check box to set the equivalent of the SQL ON UPDATE CASCADE statement

Leave the Cascade Delete Related Fields check box unchecked—this is equivalent to the SQL ON DELETE NO ACTION statement

Working with Queries in Microsoft Access

End of Presentation on The Access Workbench: Section Three

DAVID M. KROENKE and DAVID J. AUER

DATABASE CONCEPTS, 3rd Edition

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Working with Queries in Microsoft Access The Access Workbench: Section Three DAVID M. KROENKE and DAVID J. AUER DATABASE CONCEPTS, 3 rd Edition