Microsoft Access Query Tips and Techniques with SQL and VBA Code
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One of the best things about downloading Microsoft Access is that it is part of the Microsoft environment. Hence, you will be able to enjoy premium support. Once you purchase the application, you will be able to get support from the Microsoft team for all your troubleshooting needs. Furthermore, the software includes informative guides , video tutorials , and a section of frequently asked questions. However, it does have some essential features that make it relevant to small and medium-sized organizations.
The software includes a variety of templates that you can use to create database applications. These templates cover a range of business and customer requirements and are easily scalable. While templates save users time and training requirements, Microsoft Access also provides an option to create applications and databases from scratch.
You can also use the variety of features available to tweak the application and database that you create. Another noteworthy feature of Microsoft Access is that it lets users assign relationships between a variety of data blocks. You can use the tool to create different types of relationships and then make advanced queries to get insights. All in all, the software helps provide you with a central structure from which you can make the most out of your existing data.
To counter this advantage, Microsoft Access can now get integrated with other cloud-based database programs like Azure and SQL.
The popularity of Microsoft Access lies in the fact that it makes creating complex database applications easier for end-users. For instance, it lets you create structures and run queries with basic tools and functions. In fact, no prior knowledge is required to get started with Microsoft Access.
The more you use the platform to create apps via templates, the easier it gets to create databases from scratch. However, you should note that the Microsoft Access download is only available for Windows 10 operating systems.
It has retained its industrial look and lags when compared with alternatives. Microsoft Access and SQL server are both similar tools that can help you create database apps. However, the primary difference between the two is the amount of work each can handle. Microsoft Access is a simple and easy-to-use software designed for small businesses. This is because it can only handle a certain amount of queries on databases.
Microsoft SQL , on the other hand, has been designed to help large enterprises handle data processing and optimization. Up to now, we have only retrieved records. With lots of data, it is important to calculate summaries for groups of records or totals on the entire table. Microsoft Access and Later. This performs calculations across all the records and creates a summary result.
For instance, you can Sum on a numeric field to determine the total for the entire table. Additionally, you can group on fields to calculate totals for each unique combination of values across the group fields. When Totals is selected, a new “Total” row appears in the query design.
You can specify the type of calculation you want in that section:. For this query, the result shows average Age, Weight and Cholesterol for patients by State and Gender. Crosstabs are a powerful analysis tool that lets you quickly see the relationship of data between two fields.
The view is a spreadsheet like display with unique values of one field as rows, unique values of another field as columns, and the summary of another field as the cells in the matrix. For instance, with the previous example, a crosstab can clearly show the average Cholesterol between State rows and Sex columns :.
The easiest way to create a crosstab is to use the Crosstab Wizard. When creating a new query, select Query Wizard and follow the Crosstab Query steps:. Crosstab queries can also be manually created by selecting Crosstab from the Query menu and specifying the Row and Column Headings:. To this point, all the queries shown were for one table only. Microsoft Access queries allow very sophisticated multi-table queries. Criteria and field selections can be from any of the query’s tables.
Linking tables on fields is done visually by dragging a line between the fields to link. For our previous example, we may want to show the full name of each state rather than its abbreviation. With a State table that contains the abbreviation and full names, this can be easily performed:. Notice the link on the [State] fields and the [Name] field from the States table in the query.
To create multi-table queries, the Table row should be displayed. This can be activated from the View Table Names menu. Even better, the default query options should set Show Table Names to Yes. There are several ways to join tables in a query. Another join includes retrieving all records from one table regardless of whether there are matches in the second table.
These options can be selected by double clicking on the linking line and choose among the three options. Queries with multiple tables do not even require a line between the tables. If no lines are specified, a record by record link is assumed. That is every record in the first table is linked to every record in the second table. This is most useful when one of the tables only has one record.
Finally, tables may be linked through an expression that establishes a partial match or match based on a range of values. Examples are shown later. So far, the queries presented are only based on tables. However, Microsoft Access lets you also base queries on other queries. This ability to filter and analyze data across several levels is extremely powerful. The queries themselves behave identically whether the data comes from tables or queries. Basing queries on other queries can also simplify maintenance of your database by letting you create standard queries that other queries can use.
This can be particularly useful in reports. Of course, you need to be careful modifying the “core” queries. Additionally, when generating reports in multi-user databases, make sure you don’t use queries when you should be using temporary tables generated by Make Table and Append queries. Queries always retrieve the most current data. If you are printing many reports while others are modifying the data, and consistency between reports is important the numbers need to tie , you must create temporary tables with the data you need prior to printing.
You can then base your queries on those “static” tables. For a field, calculating the percent of each record to the total for an entire table is useful for determining the relative size of each group. This can be achieved by creating a summary query and using that in another query with the original table.
In this example, we use the Fortune table containing sales and profits data for large corporations; and two queries “Fortune Totals” and “Fortune PercentOfTotals”. Here’s how they work:.
This is a simple query that sums the values in the two fields: [Sales] and [Profits]. For clarity, the resulting fields are named [TotalSales] and [TotalProfits]. This is a simple select query that retrieves fields from the Fortune table and creates new fields for the Percent of Total calculations. Notice the two tables are not linked with lines between them. They only interact in the Percent of Total calculations where the values in the calculated fields using TotalSales and TotalProfits as divisors:.
Calculating percent of total in Microsoft Access reports is even simpler because queries don’t need to be created. The first step is to create a control with the summary total. The value can be the total for the entire report or just the group. Give the text box control a name e. You can then reference that control for the value of the total. Frequency distributions reveal the number of records that contain values within numeric ranges.
By using the VBA function, Partition, you can group on that for intervals of identical widths. In this example, we show how you can define your own groupings of different size ranges, give them your own label and sort the results in the order you expect. All without writing any code!
A simple two table query calculates these results even when the size of the numeric ranges are not identical. Just follow these simple steps:.
For each record, define the groups and its low and high values:. Notice how the [Maximum] value of one record is smaller than the [Minimum] value of the next record. They cannot be identical or else such values would fall into two groups. In our example, the Age data are integers so using integers in this table is okay.
Otherwise, you can use numbers very close to each other e. You can name and specify as many groups as you like. Notice that the two tables boxes are not linked to each other. The first and third fields in the query come from the group table: the [Group Name] description and the [Group ID] field controlling the sort order.
The second field is the count of the Patient data table’s [ID] field this field is used since it is not null for every record. The final field defines the link between the two tables. This “bins” the Patient data into the age groups defined by the Group table. If the Group table’s [Group ID] field is not used in the query, the results would be shown in Ascending order by [Group Name] “Under 25” would be the last record.
Sometimes you may want to show the results of multiple select queries as one. While we would normally suggest using a temporary table to store results from multiple queries just for clarity and maintainability, there are situations where that’s excessive. For instance, some combo boxes for lookups need to show a blank value when the user is not required to make a selection. Here’s a example of how to show a list of states with an initial blank row by combining a dummy record:.
Rather than showing the value from the Virginia record, it returns blank values for both the State and Name fields. Open the query “Union Query Blank State” to see this. For more information on union queries, read our paper on Union vs. To this point, we have only covered Select queries.
These queries take existing data and display it to you either record for record or in a summarized manner. Action queries actually change data. These queries can modify fields, add records to tables, delete records, and even create tables. To specify the query type, select among the options presented under the Query menu while designing a query:.
Make Table queries are identical to Select queries except rather than creating a datasheet display of the results, a new table is created containing the results. These are particularly useful for creating temporary tables. For instance, if you are generating a series of reports while other people are changing the data, a Make Table query can create a snapshot of your data and allow your reports to work off that table.
This lets you create a consistent set of reports. An Append Query in Microsoft Access is similar to a Select query, but the results are inserted as new records into another table. The field names do not need to match and expressions can also be used. The other table may or may not be empty before records are inserted. An Update Query in Microsoft Access allows you to modify the data in your records.
This is often used to update a field with an expression or data from another table. A Delete Query in Microsoft Access lets you specify the records to remove from a table. You can empty the entire table, remove records based on criteria in its fields or values in other tables.
Queries can be used in forms and reports in a variety of ways. The most common is the Record Source of the form or report. Another useful place is the RowSource of a ComboBox. Running a query with a macro is very simple. Just use the OpenQuery command and specify the query name to run. If the query has parameters, the user is prompted for the values. If you are running an Action query, you can do the same thing; however, Action queries usually display warning messages prior to changing data.
To eliminate such messages, use the SetWarnings command to turn this off and on before and after the query. RecordSets let you programmatically move through a table or query. By assigning a Select query to a RecordSet, you can move through the table. By checking the EOF status, you can make sure you stop at the end of the table.
Field values are referenced with a! Earlier we showed how to use parameters in queries. If you want to run from code a query which has parameters you need to specify the parameters in your code. Otherwise, the user is prompted for the parameter value when the query is executed. To pass a parameter value to a query, you need to create a QueryDef and reference its parameters collection.
From there you can specify each of the query’s parameters. When you are finished, you can create a recordset from it if it is a Select query or execute it if it is an Action query. To learn more about QueryDefs and the parameters collection, refer to the on-line help section under QueryDefs. Often it is not possible to know a query’s specifications in advance. In these situations, the query needs to be programmatically created. This is done be creating a SQL string containing the query to run.
The example below shows a simple case, but one can easily create a more complex example where the query string strSQL is based on other situations field values, user selections, etc. Running your own query string is identical to the previous examples. Just base a RecordSet on the query string.
To run a saved Action query like an Update Query , use the query Execute command. The simple procedure below lets you easily run a saved query. Just pass the name of the query and it is performed:. This procedure sets up a database variable referencing the current database, and creates a QueryDef based on the query name. The Warning message is temporarily turned off before executing the query and reset afterwards.
DoEvents and DBEngine. Idle commands are used to make sure the Jet Engine has completed its tasks and releases its locks. The only wrinkle here is to make sure the new table is deleted prior to the Make Table query’s execution.
At work I use Access desktop version to store and combine data from different sources f. To me, storing data in Excel is like summoning the evil one. MS query in Excel is painfully slow and data integrity… number stored as text, oh my! Access does all that, the query builder is terrific, and you can build and automate reports in no time. You have no idea how much time I save with reporting only.
Btw, try sharing data with an external company via Sharepoint, Teams, Onedrive if your global sysadmin acts like Mordac, the preventor of information services. Mail an Access report or exported query and everybody is happy. Hello there! One thing Assess in not that good is a security. And this is not discussed in length or not even mentioned.
Security this days is a paramount and no matter how much Access is good as a tool, it is not safe for anything more than a home usage. Yes, the SQL Server can be used, but than it is not a standalone database, and multiple licenses are needed. Still, one can connect and dump the data which is exactly against the security principles.
So, decisions, decision, is Access for domestic usage or corporate? I am getting daily questions on how to move Access to the Web. The interest is huge. I contributed to the invention of Information Engineering. I have experience. I started using Access version 1 in and was impressed by how easy it was to use. I developed the SQL Server back-ends, wrote the stored procedures, etc.
You can develop a simple, single-user app, using wizards, to do something useful. You can also develop slightly more complex, multi-user systems by splitting the Access database into two: back-end and front-end. This is where simple VBA usually comes in. Someone in England developed a successful Access version 2 system with simultaneous users.
You can make it efficient. SQL Server. I was called in to look at a VB6 system with an Access database. Response time going from tab to tab on the main data entry form was around 10 minutes. The network was heavily overloaded. Government department with no money to spend on IT. But the problem was the way that the database was used to add a new record. The SQL statement to open the new record read every record in the contact table, over , of them.
That reads every contact into the front-end. That got the response time down from 10 minutes to 5 seconds. One line of code. I changed a few other things and eventually got the response time to around 1 second. There are idiots everywhere. You can do some interesting things with VBA. I did a fingerprint booking system for a police department a few years ago.
The system popped up multiple booking forms so that an operator could see all the machine and ink available spots for a location on one screen, and could enter the new appointment on any of them. That required the booking form to be an object that could be replicated as many times as needed across a screen.
Sort of. Access fits a niche. That niche to me is a rapid development solution. Hey want to proto type a phone app idea for a qucik brainstorm with a developer? Need a certain task done or noted, need some form of database type information stored, sorted or printed? It is basically a digital swiss army knife. Add tot he fact that you can build a front end for a SQL Backend or other and you unleash any more power. Myself I use Filemaker Pro Advanced and Powershell for my rapid development or tool generation needs but when it comes to small to medium businesses Access is the easiest to purchase, license, and deploy using E3 license and since it is Microsoft, updates, support, and learning curve of ease of use is much easier to adopt than other third party options.
Microsoft knows this. Businesses know this. Microsoft has such a stronghold on this niche that few companies choose to compete head to head. Access is here for a long time. Now changes they may make? I could see Microsoft adopting more of a C than VB path down the road. I could see Access gaining more updated tools to deal with larger file sizes when using 64bit, better graphics storage, stability improvements, speed improvements in the engine, and maybe some GUI design overhauls to modernize created solutions.
But a coffin nail? Not for long way down the road. It is too ingrained into too many businesses to let it die on the vine. Sadly, your article is flawed and biased. Microsoft deprecated Web Databases from Access, one of its components. They never said they were doing away with Access as a whole. Access remains the most commonly used applications from fortune companies to small mom and pop businesses alike and this is due to its extreme flexibility, compatibility. While it does have its shortcomings, no doubt there, your proposed alternatives cannot compete with Access, not even close to being potential replacements!
Well said! I disagree with most of the comments here. Access is outdated, difficult to use, prone to crashing, and not suited to much of anything other than a personal sandbox or very limited application with a very small user base.
The reality is that younger developers have no desire or need to work with this product, and users have become so accustomed to point and click web applications that the idea of opening Access, which has the look and feel of software, is a joke.
If you have small data and just need a quick form, SharePoint Online functions just fine. Yes, I hear this a lot from people with no coding skills or basic knowledge. It crashes when the database is not in stable state or an operation is running while things are running. There are techniques to minimize these incidents. Yes, that is what we are doing. Using Access for the GUI front-end only.
We are currently looking for a GUI based web development platform to migrate over. We compile to an ACCDE for deployment for our users who access it through a Terminal Server connection only one single version of the front-end is used from the Server. Never any locking issues as there is no record-locking necessary as all the data and queries are running on SQL Server.
I picked up much of my understanding on my own through the Step by Step series so am clearly self-taught. I see your revision. I would love to see any links to articles directly quoting Microsoft as having made this announcement.
I have been an Access developer and trainer since , and a Microsoft MVP in and , and I have stayed up-to-date with everything Access related. Web apps, yes. Those deserved to die. But the desktop Access application has always been vehemently supported at Microsoft.
Hi, Richard, Here is a page from the Microsoft website that talks about Microsoft Access being removed from Office in with all traces of Access taken out of all Microsoft web applications by April I did say in the article that Microsoft always intended to continue developing and supporting the desktop version.
Did you even look at the MS stack and think about their commitment to Power Platform as the approach do get databases online? Hi there, thanks for the article. Hence, this debate is really about the MS Windows and the rest.
How about Web and the Desktops debate? And than welcome to Python for Web, for example Jam. If one can design the App with Access, than moving to Jam. Just like Jam. And it is free. Access is not free. It is still bugged by comdlg And SQL Server price? Not cheap by no means. Claris International Inc. Claris FileMaker is a low-code tool that helps problem solvers create, share, and integrate custom apps that address their unique business challenges.
I find the comments more interesting to read than the article. I have been searching for an online database with forms and reports capabilities to replace my Access database for a few years with previously limited funding and now no funding from my company. IT has no capacity to assist. Currently, I am still using Word for applicants to complete the information and I enter a few essential details in the database — all very manual. Is there a way to connect the Access to online forms and create online reports for relevant personnel to access?
Probably yes. You can control Word, Excel, etc. Excel is the easiest. Word is OK. Outlook is difficult. Online reports can, theoretically, be done. It might be easier to find another, more modern solution, but they could be so generic that getting them to do what you want might be a total pain.
Then you can create a new Word document, open it, fill it with text and tables, etc. You can control formatting. It was a CRM and quoting system for a motor vehicle leasing company. The proposal was sent to the potential customer via email.
I had to combine all the read-only docs into a single PDF and attach it and all the Word docs to an automatically generated email.
Lots of customised, formatted text in the body of the Outlook email. I had to create an Outlook reminder to follow up, copied to the consultants manager s , at the same time. It was a lot of fun for me to work it all out. All users can use Access and see all online data for reports, etc. If you were to make PowerApps, you can use the lists from phones or tablets as well. Yes, there is a way. But it requires moving from Access DB format. There are even online conversion tools to move the DB to mysql or sqlite3.
Even I managed to move tables in a couple of hours to Jam. No need any more. Zoho has a free version of their crm that is limited , paid versions offer more customization. ZohoOne offers 45 apps with it. This article seems more like an Anti Microsoft Access article. While its true that Microsoft access is not upgraded any more. I have been developing in Access since the 90s. None of those alternative come anywhere close to Access.
MS Access just like any apps can be secured depending on how you set it up. Typically, the. Word processors spreadsheet applications have all been substituted by other players but not Access so it would be quite ill advised for MS to scrap this.
I agree totally. There are better alternatives, but they rely on web programming knowledge, which is not a one stop shop. You have to learn multiple programming languages, and understand web environments, which makes it a hard transition. I am a lawyer with a love for IT and automation but I do not have the time to do any coding. This is where ms access comes into play for people like me. Is it still relevant in ? It is an amazing tool for the busy professional and extremely useful as a front end, database and reporting tool as there are always matters that need orderly archiving from cases to god-knows.
A web application may at the end of the day be better but it would take a lot of time, effort, and resources to build so you lose agility, time and thus leading to increased costs not to mention the inability to set it up for something expedient in 15 mins.
Access is the solution for this scenario. It may be cloud enabled via Remote Desktop Services so that geographically separated users can be handled. For those who make the effort and have the need, MS Access is a fantastic tool for lots of data transformation and analysis tasks. It always worked and was consistent year after year after year. Spot-on, David. If the free version alternatives could do that, I might just jump from MS-Access altogether. So here is my problem. I just setup for the first time a acess data base.
I am limited to two gigs. Setting up queries is difficult and tome consuming. I need gigs to do all files. What program do I use? Who has more than Two gig ability? I do think it would be wise for Microsoft to expand MS Access storage capacity and cloud compatibility for future releases. I agree with some of your points. The people developing with MS Access are, without causing offense, of the older generation. I moved to developing with.
Developed correctly, MS Access is an incredibly flexible tool. I very rarely have issues with them. One of the best recent features Microsoft brought in, was being able to connect a front-end MS Access database to Sharepoint. The benefits of this are fantastic. MS Access frontend can switch to local tables, and then replicate the changes over once you have an internet connection.
The data is backed up regularly, and can be taken back to different points in time. One thing that the article failed to point out is how easy access works with SharePoint lists.
While SharePoint lists definitely have some inherent limitations, this combination can be used to create applications that can be run remotely over the internet without a traditional database.
Stuart — you can actually split your backend tables only into multiple files so you get the full 2 GB for each. I am an Access db developer in the corporate world yes, a publicly traded company does use Access to develop custom apps in , and we use this trick a lot. Beyond that, you should look into migrating your data tables to a SQL Server db — and link your Access UI front end forms and queries to that backend.
This is incredibly easy to do and you can kiss those 2GB file size limits goodbye. This article is misleading and highly out of touch. Access is extremely flexible and useful in the right context. Even in This is an interesting and eye opening article for me, thanks.
The big thing for me is that in my organization, everyone has MS Office installed, so Access is readily available. Love this article and appreciate the suggestions. Unfortunately, most of the products are not commercial solutions.
Access allowed the business to create databases on demand without IT intervention. This article is entirely false and completely misleading. See this interview with AccessUserGroups. Hi, Richard, Thanks for letting me know about this issue. I can assure you that at the time I wrote this article, Microsoft was saying it was phasing Access out. In fact, they made a big announcement about the move. However, they seem to have back-peddled on that plan.
Rather than making a big announcement about the reversal of policy, they just seem to have quietly carried on as before. I have updated the article to reflect these changed circumstances. Cheers, Stephen. Ms Access users please let us come together to petition Microsoft to bring back the online support.
Or better still to develop different software that can covert every aspect of Access to web based. Let us come together. Is there a website we can all get together and share Access experiences? This is a great idea! Access would query production data from the HP mini computer and create an MDB file containing purchase orders which was then uploaded to the website. The hapless suppliers were told their order was on the website.
In many of them had fax machines rather than the Internet so had to go out and get online just to receive our order. They would log in with their account number and the website would show them the purchase order. All the pieces were there but in 20 or so years has Microsoft provided actual tools for a business to set up a data driven website with the data linked back to the PC in the office?
Microsoft Access – Download
Microsoft Access offers the functionality of a database and the programming capabilities to create easy to navigate screens forms. It helps you analyze large amounts of information, and manage data efficiently.
Now in this Microsoft Access tutorial, we will learn about some important terms and basic objects in MS Access:. It is microsoft access 2016 sql query free download file which stores the entire database. The database file is saved to your hard drive or other storage devices. Datatypes are the properties of each field. Every field has one datatype like text, number, date, etc. Macros are mini computer programming constructs. They allow you to set up commands and processes in affinity photo affinity and affinity publisher free download forms, like, searching, moving to another record, or running a formula.
Microsoft Access and Excel are very similar yet very different. Here, are some important difference points between both of them. Note: We assume you have the microsoft access 2016 sql query free download Microsoft Access installed which comes bundled with Microsoft Office package. You will find the list of installed programs.
Before we create a Database, lets quickly understand the holistic picture of what Database is, with particular reference to MS Access. Result : The below window will appear. All the Database templates are displayed below. Step 2 We can select any template by clicking on it. Click on Contact Template for further reverence.
Step 6 Optionally, you can click on any of the objects from left navigation pane microsoft office student 2016 amazon download open that object for further references and work.
For, E. The first step in microsoft access 2016 sql query free download Microsoft Access microsoft access 2016 sql query free download to store data in the database is creating a Table where data will reside. Post creation of the table, we can keep inserting the rows in the table. Step 1 First Click Create tab.
Then from Tables group, click Table. Step 2 Table Dialog box appears. And Click on the View you need to display. Steps 2 Select the Datasheet view option in the ribbon and add some data by entering the values in It. Updated Data will be Autosaved. Step 3 Select the row by clicking on the leftmost column and Right Click on the row. Step 4 Popup Window will appear to confirm the deletion of the record.
Displays the view, which allows you to enter fields, data types, and descriptions microsoft access 2016 sql query free download your database table. To understand form lets first create two new Record in Contact Microsoft access 2016 sql query free download from the prebuilt Contact Database discussed here.
This option allows the user to create the form with the wizard and select the column from the available list of column form in legacy Select window format. Step 5 Layout selection box will appear which allows the user to select the different type of form layout.
It is another type wherein All the records already created will be displayed in Form with an option to Add new record. It is a mix of simple form and split form in a way that this form provides the view of Form and datasheet in a split window.
Whatever the user enters in Form is visible directly in Datasheet view immediately and vice versa. Step 3 Manually fill the data from Form. Note that in split form all data will be automatically reflected in below data sheet as well. Skip to content. What is Microsoft Access? What You Will Learn. Report a Bug. Previous Prev. Next Continue.
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AI Expand child menu Expand. Toggle Menu Close. Search for: Search. Assign a unique number or assigned by Microsoft Access when any new record is created. Usually used as the primary key.