Download Level 1 - High Point University

XP
Chapter 3
Analyzing Data For Effective Decision
Making
“The human problems which I deal with every day—concerning
employees as well as customers—are the problems that fascinate
me, that seem important to me.”
—Hortense Odlum
Chapter 3
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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XP
Chapter Introduction
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Filter data in Microsoft Office Access 2003 database
 Retrieve and examine only records you need
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Sort data
 Rearrange records in specified order
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Queries
 Provide quick answers to business questions
Chapter 3
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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XP
Tools Covered In This Chapter
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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
Chapter 3
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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XP
Tools Covered In This Chapter
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Immediate IF (IIF) function
Parameter query
Query Design view
Select query
Simple Query Wizard
SQL commands (AS FROM GROUP BY, HAVING,
ORDER BY, SELECT, WHERE)
Top Values query
Wildcard characters
Chapter 3
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Access 2003: A Problem-Solving Approach
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Level 1 Objectives:
XP
Organizing and Retrieving
Information from a Database
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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
Chapter 3
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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XP
Filtering and Sorting Data
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Filter
 Restricts data in single table to create temporary
subset of records
 See only certain records in table based on specified
criteria
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Sorting records
 Organizing in particular order or sequence
 Sort records regardless of whether table filtered
Chapter 3
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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XP
Filtering by Selection
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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
Chapter 3
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Using Filter by Selection to XP
Display a Temporary Subset of
Records
Chapter 3
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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XP
Filtering by Form
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Specify two or more criteria
Filter for comparative data
 Use comparison operators
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AND criteria
 Selects records that contain all specified values
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OR criteria
 Selects records that contain any specified values
Chapter 3
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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XP
Sorting Data to Increase
Information Content
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Organizes data and increases information value
Access sorts records based on primary key values
 Use sorting to change order
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To sort
 Select sort field
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Sort on multiple fields
 Move fields in datasheet view so that they are adjacent
Chapter 3
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Sorting Data To Increase
Information Content
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XP
Primary sort field
 Access sorts records by this field first
Chapter 3
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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XP
Sorting Types of Data
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Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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XP
Using Queries to Answer Business
Questions
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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
Chapter 3
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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XP
Using Queries to Answer Business
Questions (continued)
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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
Chapter 3
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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XP
Using Queries to Answer Business
Questions (continued)
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Select query
 Ask question based on one or more tables in database
 Result displayed in datasheet
• Called recordset
Chapter 3
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Using the Simple Query Wizard XP
to
Create a Query
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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
Chapter 3
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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XP
Advantages and Limitations of the
Simple Query Wizard
Chapter 3
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Including Summary Statistics inXPa
Query for Data Analysis
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Summary query
 Groups records
 Calculate sum, average, minimum, or maximum value
in each selected field
 Count records in table or query
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Click summary options button
Chapter 3
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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XP
Creating a Summary Query with
the Simple Query Wizard
Chapter 3
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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XP
Creating a Query in Design View
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Select query window in Design view has two sections
 Area for field lists at top of window
 Design grid below it
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Add tables for query to top part of window
 Appear as field lists
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Query by example (QBE)
 Typing search value as a criterion
Chapter 3
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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XP
Query Design View Tools
Chapter 3
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Creating Queries with MultipleXP
Criteria
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Most queries involve more than one criterion
Represent AND criteria
 Entering conditions in same criteria row in query
design grid
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Specify OR criteria
 Use “or” row of query design grid
Chapter 3
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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XP
Setting Criteria for the Query in
Design View
Chapter 3
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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XP
Specifying Sort Order in Queries
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Query results appear in same order as data from
underlying tables
 Unless specify sort order when designing query
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Sort order determined from left to right
Multiple columns must be adjacent to sort on more
than one field in datasheet view
Chapter 3
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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XP
Running a Query
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Click Run button on query design toolbar
 Access displays datasheet of records
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Save query
 Save only design
 Not values from tables displayed in results
Chapter 3
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Enhancing Query Criteria to XP
Improve Data Analysis
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Expand criteria by using
 Wildcards
 Comparison operators
Chapter 3
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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XP
Using Wildcards for Inexact Query
Matches
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Wildcard character
 Placeholder
 Stands for one or more characters
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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
Chapter 3
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Wildcard Characters Used in XP
Queries
Chapter 3
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Access 2003: A Problem-Solving Approach
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XP
Using Wildcards for Inexact Query
Matches (continued)
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Access inserts
 Word “LIKE” for criteria with wildcards quotation marks
around text
• LIKE “*Spanish*”
 Pound signs around dates
• #12/*/2008#
Chapter 3
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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XP
Using Comparison Operators to
Refine Query Criteria
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Comparison operators
 Compare value in field with range of values in criterion
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Clear the grid
 Start with same field list but blank grid
Chapter 3
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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XP
Comparison Operators
Chapter 3
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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XP
Comparison Operators (continued)
Chapter 3
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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Verifying and Printing Query XP
Results
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Verify query results before
 Distributing query to others
 Using it as basis for decisions
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Use business knowledge
 Determine whether results adequately answer question
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Print query datasheet
Chapter 3
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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XP
Modifying Query Datasheets
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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
Chapter 3
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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XP
Formatting Options for Query and
Table Datasheets
Chapter 3
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
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XP
Level 1 Summary
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Use filtering and sorting to change data display
Develop queries using
 Simple query wizard
 Design view
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Use comparison operators and wildcards to make
queries more flexible
Verify query results using business knowledge
Chapter 3
Succeeding in Business with Microsoft Office
Access 2003: A Problem-Solving Approach
36