Queries & Filters in MS Access

Queries & Filters in MS Access

Queries

In Microsoft Access, queries are powerful tools used to retrieve, manipulate, and analyze data stored in tables. Queries allow users to perform various operations on data, such as selecting specific records, calculating summary information, updating existing data, or even creating new tables. Here's an overview of queries in MS Access:

Purpose:

   - Queries are used to extract specific information from tables or other queries based on specified criteria.

   - They help users retrieve data that meets certain conditions, perform calculations or aggregations, and generate results that are meaningful for analysis and reporting.

Types of Queries:

 Select Query:

Retrieves data from one or more tables or queries based on specified criteria. It is commonly used for data retrieval and analysis.

 Action Query:

Performs an action on the data, such as appending, updating, deleting, or creating records. It modifies the data in the underlying tables.

Crosstab Query:

Calculates summary statistics across rows and columns, useful for generating pivot-table-like results.

Make-Table Query:

Creates a new table based on the results of a select query.

Append Query: 

Adds records from one table to another.

Update Query:

Modifies existing data in a table based on specified criteria.

Delete Query:

Removes records from a table based on specified criteria.

Creating Queries in MS Access:

Query Wizard in Microsoft Access involves the following steps:

Open your Database: Open the database file where you want to create the query.

Navigate to the "Create" Tab: In the ribbon at the top of the window, click on the "Create" tab.

Select "Query Wizard": Under the "Queries" section of the ribbon, click on "Query Wizard".

Creating Queries in MS Access:

Choose Query Type: The Query Wizard will prompt you to choose the type of query you want to create. You can select from options such as "Simple Query Wizard", "Crosstab Query Wizard", "Find Duplicates Query Wizard", etc. Choose the appropriate option based on your requirements and click "OK" or "Next".

Choose Query in Ms Access

Select Tables or Queries: In the next step, the wizard will ask you to select the tables or queries from which you want to pull data. You can select one or more tables/queries and click "Next".

Choose Fields: Select the fields (columns) from the selected tables/queries that you want to include in your query results. You can simply double-click on the fields or use the arrows to move them from the available fields list to the selected fields list. Click "Next" when done.

Queries in Ms Access

Finish: Review the summary of your selections and click "Finish" to create the query based on the wizard's settings.

Save Queries in Ms Access

view Queries in Ms Access

Save the Query: After the wizard creates the query, you will be prompted to save it. Enter a name for the query and click "OK" to save it.

View and Run the Query: Once the query is saved, it will appear in the navigation pane. You can double-click on it to open and view the results. To run the query, click on the "Run" button in the ribbon.

Run Queries in Ms Access

Filter in MS Access

In Microsoft Access, filters allow users to selectively display records based on specified criteria, helping to narrow down and focus on relevant data within tables, queries, forms, and reports. Filters enable users to view only the records that meet certain conditions, making it easier to analyze data and find specific information.

Here are some key aspects of filters in MS Access:

Selective Display: Filters allow users to display only those records that match specific criteria, hiding the rest of the records temporarily.

Criteria-Based Filtering: Users can define criteria for filtering records based on field values, such as text, numbers, dates, or combinations thereof.

Dynamic Filtering: Filters can be applied dynamically, meaning users can change the filter criteria at any time to adjust the displayed records accordingly.

Temporary Nature: Filters are usually temporary and only affect the current view. Once removed, all records are displayed again.

Filter by Selection: Users can apply a filter by selecting a value in a field, and Access will display only records with that value in the selected field.

Combined Filters: Users can apply multiple filters simultaneously to further refine the displayed records, combining criteria from different fields.

Removing Filters: Filters can be easily removed to revert to displaying all records in the dataset.

Saved Filters: While filters are generally temporary, users can save filtered views as queries for future use, allowing them to access the same filtered results repeatedly.

Creating Filter in MS Access

Creating filters in Microsoft Access is an essential aspect of managing and analyzing data. Here are the steps to create filters in Access:

1. Open Your Database: Launch Microsoft Access and open the database containing the table or query you want to filter.

2. Navigate to the Desired Object: Choose the table or query you want to filter from the Navigation Pane.

Filter in MS Access

3. Accessing Filter Options:

   - Table View: If you're in table view, go to the Home tab on the ribbon. You'll find the "Sort & Filter" group containing options like "Filter by Selection" and "Filter by Form."

   - Query View: If you're working with a query, switch to Design View. In the query design grid, locate the field you want to filter and specify the criteria in the Criteria row.

Creating Filter in MS Access

4. Using Filter by Selection:

   - Select a field in the table datasheet by clicking on one of its cells.

   - Click on the "Filter by Selection" button in the Sort & Filter group on the Home tab. Access will filter the records based on the value you selected.

Creating Filter by selection in MS Access

5. Using Filter by Form:

Click on the "Filter by Form" button in the Sort & Filter group on the Home tab. Access will display a blank form with fields for each column in your table or query.

Enter the criteria you want to filter by in the appropriate fields. You can enter text, numbers, dates, or use wildcard characters for more flexible filtering.

After entering the criteria, click on the "Toggle Filter" button in the Sort & Filter group on the Home tab to apply the filter. Access will display only the records that meet your specified criteria.

Creating Filter by Form in MS Access

6. Removing Filters:

   - To remove a filter and display all records again, click on the "Toggle Filter" button in the Sort & Filter group on the Home tab.

7. Saving Filters:

   - Filters are temporary and only affect the current view. If you want to save a filter for future use, you can create a query with the desired criteria and save it.

8. Reusing Filters:

   - Saved queries with filters can be accessed from the Navigation Pane. Double-click on the query to open it, and it will display the filtered results.

By following these steps, you can easily create and apply filters to your data in Microsoft Access, helping you analyze and manipulate your data more effectively.

Conclusion

In conclusion , this blog cover a brief description of following topics Like

Introduction of Filter & Queries in MS Access, different type of Queries & Filters in Access, Different ways of creating Filters & Queries in MS Access, Run, Preview & Print Queries & Filters in MS Access

In summary, I can say that these topics are related to DBMS(MS Access) Subjects and very helpful for those who pursuing BCA,PGDCA, DCA ,'O' Level Courses from different universities 

I hope this blog helps you a lot Happy learning....

Frequently Asked Question(FAQ)

What Queries in MS Access ?

queries are powerful tools used to retrieve, manipulate, and analyze data stored in tables.

What is Filters in Access ?

In Microsoft Access, filters allow users to selectively display records based on specified criteria, helping to narrow down and focus on relevant data within tables, queries, forms, and reports.

What is Action query in MS Access?

Performs an action on the data, such as appending, updating, deleting, or creating records. It modifies the data in the underlying tables.

What Crosstab query in MS Access?

Calculates summary statistics across rows and columns, useful for generating pivot-table-like results.