1. Analyzing Data For Effective Decision Making 1 Chapter 3 “The human problems which I deal with every day—concerningemployees as well as customers—are the problems that fascinateme, that seem important to me.”—Hortense Odlum

2. Chapter Introduction Filter data in Microsoft Office Access 2007 database Retrieve and examine only records you need Sort data Rearrange records in specified order Queries Provide quick answers to business questions Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 2

3. Tools Covered In This Chapter Action queries (update, append, delete, crosstab, and make-table) Aggregate functions (Avg, Max, Min, Sum) Calculated field Comparison and logical operators Crosstab query Filter by Form and Filter by Selection Find duplicates query Find unmatched records query Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 3

4. Tools Covered In This Chapter Immediate IF (IIF) function Parameter query Design view Select query Simple Query Wizard SQL commands (AS FROM, GROUP BY, HAVING, ORDER BY, SELECT, WHERE) Top Values query Wildcard characters Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 4

5. Level 1 Objectives: Organizing and Retrieving Information from a Database Filter and sort data to make it more meaningful Create simple queries to answer business questions Develop queries using comparison criteria and wildcards Display and print query results Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 5

6. Filtering and Sorting Data Filter Restricts data in single table to create temporary subset of records See only certain records in table based on specified criteria Sorting records Organizing in particular order or sequence Sort records regardless of whether table filtered Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 6

7. Filtering by Selection Tools Filter by Selection Select particular field in datasheet Display only data that matches contents of field Specify only one criterion for filter Filter by Form Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 7

8. Using Filter by Selection to Display a Temporary Subset of Records Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 8

9. Filtering by Form Specify two or more criteria Filter for comparative data Use comparison operators AND criteria Selects records that contain all specified values OR criteria Selects records that contain any specified values Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 9

10. Sorting Data to Increase Information Content Organizes data and increases information value Access sorts records based on primary key values Use sorting to change order To sort Select sort field Sort on multiple fields Move fields in datasheet view so that they are adjacent Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 10

11. Sorting Data To Increase Information Content Primary sort field Access sorts records by this field first Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 11

12. Sorting Types of Data Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 12

13. Filtering Using the Filter Arrow Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 13

14. Using Queries to Answer Business Questions Query Database object Stores criteria for selecting records from one or more tables based Save query Use it again More powerful than filter Display only some fields in table Create fields that perform calculations Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 14

15. Using Queries to Answer Business Questions (continued) Capabilities of Access queries: Display selected fields and records from table Sort records on one or multiple fields Perform calculations Generate data for forms reports and other queries Update data in database Find and display data from two or more tables Create new tables Delete records in table based on one or more criteria Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 15

16. Using Queries to Answer Business Questions (continued) Select query Ask question based on one or more tables in database Result displayed in datasheet Called recordset Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 16

17. Using the Simple Query Wizard to Create a Query Simple query wizard Presents list of tables and queries in database And fields that they contain Select fields from one or more tables Wizard creates and displays results Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 17

18. Advantages and Limitations of the Simple Query Wizard Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 18

19. Including Summary Statistics in a Query for Data Analysis Summary query Groups records Calculate sum, average, minimum, or maximum value in each selected field Count records in table or query Click summary options button Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 19

20. Creating a Summary Query with the Simple Query Wizard Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 20

21. Creating a Query in Design View Select query window in Design view has two sections Area for field lists at top of window Design grid below it Add tables for query to top part of window Appear as field lists Query by example (QBE) Typing search value as a criterion Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 21

22. Query Design View Tools Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 22

23. Creating Queries with Multiple Criteria Most queries involve more than one criterion Represent AND criteria Entering conditions in same criteria row in query design grid Specify OR criteria Use “or” row of query design grid Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 23

24. Setting Criteria for the Query in Design View Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 24

25. Specifying Sort Order in Queries Query results appear in same order as data from underlying tables Unless specify sort order when designing query Sort order determined from left to right Multiple columns must be adjacent to sort on more than one field in datasheet view Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 25

26. Running a Query Click Run button in the Results group on the Design tab Access displays datasheet of records Save query Save only design Not values from tables displayed in results Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 26

27. Enhancing Query Criteria to Improve Data Analysis Expand criteria by using Wildcards Comparison operators Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 27

28. Using Wildcards for Inexact Query Matches Wildcard character Placeholder Stands for one or more characters Memo fields Use same keywords throughout memos Easily retrieve records later Use wildcards when specifying keyword as a query criterion To select records that contain characters before and after keyword Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 28

29. Wildcard Characters Used in Queries Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 29

30. Using Wildcards for Inexact Query Matches (continued) Access inserts Word “LIKE” for criteria with wildcards quotation marks around text LIKE “*Spanish*” Pound signs around dates #12/*/2008# Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 30

31. Using Comparison Operators to Refine Query Criteria Comparison operators Compare value in field with range of values in criterion Clear the grid Start with same field list but blank grid Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 31

32. Comparison Operators Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 32

33. Comparison Operators (continued) Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 33

34. Verifying and Printing Query Results Verify query results before Distributing query to others Using it as basis for decisions Use business knowledge Determine whether results adequately answer question Print query datasheet Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 34

35. Modifying Query Datasheets Improve appearance of query or table datasheet Resize column widths in any datasheet Double-click line between field names to resize columns to best fit Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 35

36. Formatting Options for Query and Table Datasheets Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 36

37. Level 1 Summary Use filtering and sorting to change data display Develop queries using Simple query wizard Design view Use comparison operators and wildcards to make queries more flexible Verify query results using business knowledge Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 37

38. Level 2 Objectives:Creating More Complex Queries Design queries that compare data from more than one table Refine table relationships by specifying the join type Perform calculations in queries Customize queries and their results Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 38

39. Evaluating Data Using Special Types of Queries Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 39

40. Using Queries to Find Duplicate Records Duplicates Query Wizard Searches for duplicate values in fields Improve business operations Designed to identify records that contain same information in particular field Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 40

41. Using Queries to Find Unmatched Records Find Unmatched Query Wizard Compares records in two specified tables or recordsets Finds all records in one table or query that have no related records in second table or query Requires that two tables being compared have common field Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 41

42. Limiting the Records in the Query Results Limiting results to only a few records often aids analysis Top and Bottom Values Sorts and then filters records Display specified number of records that contain top or bottom values Top Values button on Design tab Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 42

43. Top Values Query Design and Results Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 43

44. Using Parameter Values in Queries Parameter values Phrase usually in form of a question or instruction Enclosed in square brackets Serves as prompt to user to enter value Example [Enter a job ID:] Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 44

45. Parameter Query to Allow User Input when the Query Is Run Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 45

46. Analyzing Data from More than One Table Data from more than one table required to answer question Combine records from two or more tables Display only information needed Work in design view to specify criteria for selecting records from multiple tables Lines between tables link primary key to foreign key field Primary key designated with 1 Foreign key designated with ∞ Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 46

47. Analyzing Data from More than One Table (continued) Join tables Linking of tables using primary and foreign keys Established relationship Or Each table shares field with same or compatible data type One join field primary key If tables do not include fields that can be joined Add one or more extra tables or queries Link tables that contain the data Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 47

48. Analyzing Data from More than One Table (continued) Use queries as source of underlying data for another query in place of one or more tables Create queries based on more than one object Should not use any table or query that does not have common field with at least one of the other tables or queries Otherwise Access displays every combination of records between two tables Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 48

49. Refining Relationships with Appropriate Join Types Inner join Displays all records in one table that have corresponding values in common field in another table Records must match before being displayed in query results Outer join Display all records of one table Regardless of whether corresponding record stored in related table Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 49

50. Inner Join Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 50

51. Left Outer Join Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 51

52. Right Outer Join Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 52

53. Refining Relationships with Appropriate Join Types (continued) Outer join types Left Right Use join properties dialog box To change join type By default tables related using inner joins Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 53

54. Using Logical Operators to Specify Multiple Conditions Logical operators Test values that can only be true or false Place conditions in separate fields in same criteria row of design grid All conditions in row must be met to select record NOT logical operator Excludes values that don’t meet criterion Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 54

55. Logical Operators Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 55

56. Performing Calculations with Queries Any information derived from fields in table or query should be calculated in query Rather than included as data in table Calculation types Predefined Compute amounts for groups of records or for all records combined in query Custom Performs numeric date and text computations on each record Using data from one or more fields Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 56

57. Calculating Statistical Information Aggregate functions Arithmetic and statistical operations Apply to records that meet query’s selection criteria Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 57

58. Aggregate Functions Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 58

59. Using Aggregate Functions in a Query Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 59

60. Creating Calculated Fields in a Query Expression Arithmetic formula used to make calculation Use standard arithmetic operators Use parenthesis for complex expressions Calculated field Add to query design grid Type expression Expression builder Build complex expressions Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 60

61. Creating Calculated Fields in a Query (continued) Function Perform standard calculation Return value Date() Provides today’s date Field properties Change format and number of decimal places for calculated field Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 61

62. Field Properties Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 62

63. Concatenating in Queries Concatenation Combining contents of two or more fields Operator & Example Name [EmpFirst]& " " & [EmpLast] Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 63

64. Level 2 Summary Use queries to select data from more than one table Join types Inner Right outer Left outer Calculated field types Predefined Custom Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 64

65. Level 3 Objectives: Exploring Advanced Queries and Queries Written in Structured Query Language Calculate and restructure data to improve analysis Examine and create advanced types of queries Make decisions in a query using the immediate IF (IIF) function Develop queries using SQL Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 65

66. Analyzing Query Calculations Crosstab queries Special type of totals query Performs aggregate function calculations on values of one database field Determine exactly how summary data appears in results Calculate and restructure data Analyze it more easily Work especially well with time-series data Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 66

67. Creating a Crosstab Query To create use Use a wizard Often need to create query first Or design view Start with select query that includes numeric values or summary calculations Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 67

68. Crosstab Field Settings Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 68

69. Modifying Data Using Queries Action queries Modify data in table Add records to or delete records from table Create new table Backup data before using action query Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 69

70. Access Action Queries Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 70

71. Process for Archiving Data Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 71

72. Archiving Data with Make-table Queries Make-table query Creates table from some or all of the fields and records in existing table or query Access does not delete selected fields and records from existing table Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 72

73. Adding Records to Tables with Append Queries Append query Select records from one or more tables by setting criteria Add those records to end of another table Selected records also remain in original tables Table to which records added must already exist Also use to bring data from another source into database Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 73

74. Removing Records from Tables with Delete Queries Delete query Removes information from table Based on specified criteria All records meeting criteria permanently removed from table Create select query first Convert to delete query Cascading deletes Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 74

75. Updating Data with an Update Query Update query Changes values of data in one or more existing tables Create select query first Change type to update query Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 75

76. Making Decisions in Queries IF statement Tests condition Takes one action if condition true Takes another action if condition false IIF function Make if decision Format IIF(condition to test what to do if true, what to do if false) Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 76

77. Customizing Queries Using Structured Query Language Access designed as database management system (DBMS) for Small businesses Or departments within large businesses Structured query language Common query language of most DBMSs Use to query, update, and manage relational databases Create query in design view Access translates entries and criteria into SQL statements Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 77

78. Customizing Queries Using Structured Query Language (continued) View statements by switching from Design view to SQL view SELECT statement defines What data query should retrieve from database How it should present data Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 78

79. Exploring the Components of an SQL Query Keywords Use to construct SQL statements Most developers place each statement on separate line To make SQL code easy to read Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 79

80. Common SQL Keywords Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 80

81. Level 3 Summary Action queries Make new tables Append data Delete data Update data IFF function SQL Use SQL view to edit SQL directly Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 81

82. Chapter Summary Queries retrieve data from one or more tables Action queries update data Perform calculations Make decisions using IFF function SQL Used to interact with relational databases Use SQL view to view/edit SQL statements generated by Access Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 82