How to create a query in access 2010 with criteria

how to create a query in access 2010 with criteria

Access 2010: Queries: How to Create a Parameter Query

Locate the field or fields where you want the variable criteria to appear, and place your cursor in the Criteria: row. Type the phrase you want to appear in the prompt that will pop up each time you run your query. Make sure to enclose the phrase in brackets [ ]. To add a criteria to a query, you must open the query in Design view. You then identify the fields for which you want to specify criteria. If the field is not already in the design grid, you add it by either dragging it from the query design window to the field grid, or by double-clicking the field (Double-clicking the field automatically adds it to the next empty column in the field grid.).

You use update queries in Access databases to add, change, or delete the information in an existing record. You can think of update queries as a powerful form of the Find and Replace dialog box. You cannot use an update query to add new records to a database, or to delete records from a database.

To add new records to a database you use an append query, and to delete whole records from a database you use a delete query. Using an update query. Update data from one table to another. Stop Disabled Mode from blocking a query.

Here are the similarities and differences between Find and Replace and an update query:. Like the Find and Replace dialog box, an update query lets you specify which value is being replaced, and what the new value is. Unlike the Find and Replace dialog box, an update query lets you:. An update query cannot be used to update data in the following types of fields:.

Calculated fields The values in calculated fields do not permanently reside in tables. They only exist in your computer's temporary memory after Access calculates them. Because calculated fields do not have a permanent storage location, you cannot update them.

Fields from a totals query or a crosstab query The values in these types of query are calculated, and therefore cannot be updated by an update query. AutoNumber fields By design, the values in AutoNumber fields change only when you add a record to a table.

Fields in unique-values queries and unique-records queries The values in such queries are summarized. Some of the values represent a single record, and others represent more than one record. The update operation is not possible because it is not possible to determine what records were excluded as duplicates, and therefore not possible to update all the necessary records.

This restriction applies whether you use an update query or try to update data manually by entering values in a form or a datasheet. Fields in a union query You cannot update data from fields in a union query because each record that appears in two or more data sources only appears once in the union query result.

Because some duplicate records are removed from the results, Access cannot update all the necessary records. Fields that are primary keys In some cases, such as if the primary key field is used in a table relationship, you cannot update the field by using a query unless you first set the relationship to automatically cascade updates.

Note: When you cascade updates, Access automatically updates foreign key values when you change a primary key value in a parent table. Top of Page. As a best practice when creating an update query, first create a how long to cure concrete query that identifies the records that you want to update, and then convert that query to an update query that you can run to update the records.

Tip: Back up your database before how to create a query in access 2010 with criteria run an update query. You cannot undo the results of an update query, and making a backup helps make sure that you can reverse your changes if you change your mind.

How to back up your database. Click the File Tab, and then click Save As. On the right, under Advancedclick Back Up Database. In the Save Backup As dialog box, specify a name and location for the backup copy, and then click Save. To revert to a backup, close and rename the original file so that the backup copy can use the name of the original version.

Assign the name of the original version to the what causes blanket weed in ponds copy, and then open the renamed backup copy in Access. Step 1: Create a select query to identify the records to update. Step 2: Update the records.

On the Create tab, in the Queries group, click Query Design. Select the table or tables that contain the records that you want to update, click Addand then click Close. The table or tables appear as one or more windows in the query designer, and the windows list all the fields in each table. This figure shows the query designer with a typical table. Double-click the fields that you want to update in the table windows.

The selected fields appear in the Field row in the query design grid. This figure shows the query design grid with all the fields added. To limit the query results based on field values, in the query design grid, in the Criteria row, enter the criteria that you want to use to limit the results. The following table shows some example criteria and explains the effect that they have on the results of a query. Note: Many of the examples in this table use wildcard characters to make the query more flexible or powerful.

If your database uses the ANSI wildcard characters, use single quotation marks ' instead of pound signs. Finds all records where the exact contents of the field are not exactly equal to "Germany. Finds all records except those starting with T.

Finds all records what color eyes does robert pattinson have do not end with t. In a text field, finds all records that start with the letters A through D.

Finds all records that include the letter sequence "ar". Finds all records that begin with "Maison" and contain a 5-letter second string in which the first 4 letters are "Dewe" and the last letter is unknown. Finds all records for February 2, Uses the Date function to return all records containing today's date.

Uses the Date and DateAdd functions to return all records between today's date and three months from today's date. Returns all records that contain a zero-length string. You use zero-length strings when you need to add a value to a required field, but you don't yet know what that value is. For example, a field might require a fax number, but some of your customers might not have fax machines.

In that case, you enter a pair of double quotation marks with no space between them "" instead of a number. On the Design tab, in the Results group, click Run. To add any fields that you want to include in the query design, drag the additional fields to the query design grid.

On the Design tab, in the Query Type group, click Update. This procedure shows you how to change a select query to an update query. When you do this, Access adds the Update to row in the query design grid. The following illustration shows an update query that returns all the assets purchased after January 5, and changes the location to "Warehouse 3" for all the records that meet that criterion.

Locate the field that contains the data that you want to change, and then type your expression your change criteria in the Update to row for that field. Where the ProductID values in the current table match the ProductID values in table named Order Details, this expression updates sales totals by multiplying the values in a field named Quantity by the values in a field named UnitPrice.

The expression uses the DSum function because it can operate against more than one table and table field. Truncates removes the leftmost characters in a text or numeric string and leaves the 5 rightmost characters.

Note: When you run the query, you might notice that some fields are missing from your result set. If your query contains fields how to make chicken cutlet you don't update, What are endocrine disruptors and why are they of concern does not display those fields in the results, by default.

For example, you might include ID fields from two tables to help ensure that your query identifies and updates the correct records. If you don't update those ID fields, Access does not display them in the results. When you need to update data from one table to another, consider the following rule: the data types for the source and destination fields must either match or be compatible. Furthermore, when you update data from one table to another and use compatible data types instead of matching data types, Access converts the data types of those fields in the destination table.

As a result, some of the data in the destination fields may be truncated deleted. The section Restrictions on data type conversions lists the ways in which you can and cannot convert data types. The table in this section also explains when converting a data type can change or eliminate some or all the data in a field, and what data might be eliminated.

The process of updating data from one table to another follows these broad steps:. Create an update query and add both the source and destination tables to the query. Add the names of your destination fields to the Field row of the query design grid. The steps in this section assume the use of two similar tables. In this example, the Clients table is located in a database that you just inherited, and it contains more recent data than the Customers table.

You can see that what is a metrocard in new york of the manager names and addresses have changed. For that reason, you decide to update the Customers table with the data from the Clients table.

As you how to create a query in access 2010 with criteria, remember that although the data types for each table field do not have to match, they must be compatible. Access must be able to convert the data in the source table into a type that the destination table can use. In some cases, the conversion process might delete some data. For more information about restrictions when you convert data types, see the section Restrictions on data type conversions.

Note: The following steps assume the use of the two preceding sample tables. You can adapt the steps to fit your data. Double-click your source and destination tables to add them to the query. Each table appears in a window in the query designer. In most cases, Access automatically joins related fields in a query.

To manually join fields that contain related information, drag the related field from one table to the equivalent field in the other table. Access creates a relationship between those fields in the two tables and uses that relationship to join any related records.

In the destination table, double-click the fields that you want to update. Each field appears in the Field row in the query design grid.

Introducing Query Types

The basics of creating select queries Access provides two primary ways to create select queries — the Query Designer and the Query Wizard. Regardless of the tool you use, you follow some common steps when you create a select query: Start by choosing a record source for the query. A record source can be one or more tables, one or. On the Create tab, in the Queries group, click Query Wizard. In the New Query dialog box, click Simple Query Wizard, and then click OK. Next, you add fields. Create a select query, and then open the query in Design view. In the Criteria row of the field you want to apply a parameter to, enter the text that you want to display in the parameter box, enclosed in square brackets. For example, [Enter the start date:] Repeat step 2 .

When you want to select specific data from one or more sources, you can use a select query. A select query helps you retrieve only the data that you want, and also helps you combine data from several data sources. You can use tables and other select queries as data sources for a select query. This topic provides an overview of select queries, and gives steps for creating a select query, by using the Query Wizard or in Design view. If you want to use the Northwind sample database to learn more about how queries work, see the article Introduction to queries.

Use the Query Wizard to create a select query. Create a query by working in Design view. When you want to use data, you rarely want to use all of the data from one table. For example, when you want to use data from a Contacts table, you usually want to look at one specific record, or maybe just the telephone number. Sometimes you want to combine data from more than one table, such as combining Customer information with Order information. To select the data that you want to use, you use a select query.

A select query is a database object that shows information in Datasheet view. A query does not store data, it displays data that is stored in tables. A query can show data from one or more tables, from other queries, or from a combination of the two.

A query lets you:. View data only from the fields you are interested in viewing. When you open a table, you see all the fields. A query is a handy way to save a selection of fields. Note: A query only points to data, it does not store data.

When you save a query, you are not saving a copy of the data. Combine data from several data sources. A table usually only displays data that it stores. A query lets you pick and choose fields from various sources, and specify how the information should be combined.

Use expressions as fields. For example, you could use the Date function as a field, or you could use the Format function with a field to control the way the data from the field is formatted in the query results. View records that meet criteria that you specify. When you open a table, you see all the records. A query is a handy way to save a selection of records. You can create a select query by using the Query Wizard or by working in Design view.

Some design elements are not available when you use the wizard, but you can add these elements later by using Design view. Although the two methods are somewhat different from each other, the basic steps are essentially the same:. After you have created a select query, you run it to see the results.

To run a select query, you open it in Datasheet view. If you save the query, you can reuse it whenever you need, for example, as a data source for a form, report, or another query. You can use the Query Wizard to automatically create a select query. When you use the wizard, you have less control over the details of the query design, but the query is usually created faster than if you did not use the wizard.

Moreover, the wizard can catch some simple design mistakes and prompt you to perform a different action. If you use fields from data sources that are not related to each other, the Query Wizard asks you if you want to create relationships. The wizard opens the Relationships window for you, but you must restart the wizard if you edit any relationships. Therefore, before you run the wizard, consider creating any relationships that your query needs.

For more information about creating table relationships, see the article Guide to table relationships. On the Create tab, in the Queries group, click Query Wizard. Next, you add fields. You can add up to fields from as many as 32 tables or queries. Under Available Fields , double-click the field to add it to the Selected Fields list. When you have added all the fields that you want, click Next. If you did not add any number fields fields that contain numeric data , skip ahead to step 9.

If you added any number fields, the wizard asks whether you want the query to return details or summary data. If you want to see individual records, click Detail , and then click Next.

Skip ahead to step 9. If you want to see summarized numeric data, such as averages, click Summary , and then click Summary Options. In the Summary Options dialog box, specify which fields you want to summarize, and how you want to summarize the data.

Only number fields are listed. Sum The query returns the sum of all the values of the field. Avg The query returns the average of the values of the field. Min The query returns the smallest value of the field. Max The query returns the largest value of the field. If you want the query results to include a count of the records in a data source, select the appropriate Count records in data source name check box.

Click OK to close the Summary Options dialog box. If you added a date-time field to the query, the Query Wizard asks you how you would like to group the date values. Note: In Design view, you can use an expression to group by any time period you want, but the wizard only offers these choices.

On the last page of the wizard, give the query a title, specify whether you want to open or modify the query, and then click Finish. If you choose to open the query, the query displays the selected data in Datasheet view.

If you choose to modify the query, the query opens in Design view. Top of Page. You can use Design view to manually create a select query. When you use Design view, you have more control over the details of the query design, but it is easier to make design mistakes, and it can take longer than using the wizard. Step 1: Add data sources. Step 2: Join related data sources. Step 3: Add output fields. Step 4: Specify criteria.

Step 5: Summarize data. Step 6: View the results. When you use Design view, to add data sources, you add the data sources and fields in separate steps. However, you can always add more data sources later if you want.

On the Create tab, in the Other group, click Query Design. Double-click each data source that you want to use or select each data source and then click Add. When you add the data sources, if the sources already have relationships defined between them, those relationships are automatically added to the query as joins. Joins specify how data from related sources should be combined. Access also automatically creates a join between two tables if they have fields have compatible data types and one field is a primary key.

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

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

You could use a self-join to display the manager's name in each employee's record instead. If the data sources that you add to a query already have relationships, Access automatically creates an inner join for each relationship. If you add queries to your query, and have not created relationships between those queries, Access does not automatically create joins between those queries, or between queries and tables that are not related.

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

To add a join, drag a field from one data source to a corresponding field on another data source. In the Join Properties dialog box, review the three options. After the joins are ready, you add output fields — fields that have data that you want in the query results. You can easily add a field from any of the data sources that you added in step 1.

To add a field, drag the field from a data source in the upper pane of the query design window down to the Field row of the design grid, in the bottom pane of the query design window.

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

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