A Query is a tool that retrieves data from a single table or multiple tables; it is the most powerful tool to analyze your data in Microsoft Access; Basically, a Query is just a question presented in a way that Access can process or a request for data.
Create and Modify Query in Access
In the Queries Group, there two tools that can create your Query these are:
- The Query Wizard: Helps you to create a simple Query
- Simple Query Wizard: This creates Query from the fields you pick.
- Cross Tab Query Wizard: This wizard creates a Crosstab Query that displays data in a spreadsheet format.
- Find Duplicate Query Wizard: This wizard creates a Query that finds data with duplicate field values in a single table and Query.
- Find Unmatched Query Wizard: This creates a Query that finds records or rows in one table with no related records in another table.
- The Query Design: Create a new blank query in Design View. You can use the Show Table dialog box to add queries and tables to the Query Design.
What are the Advantages of using a Query?
In Microsoft Access, a Query can answer a simple question, merge data from different tables, perform calculations, add, change, and delete data from the database. In this article, we are going to explain how to:
- How to Create a Query in Wizard Query.
- How to Create a Query in Query Design
- Adding Data to Design Grid in the Design Query Window
- How to delete a Query
1] How to Create a Query in Wizard Query
Click the Create Tab. On the Queries Group, you can either select Wizard or Query Design. First, we are going to explain how to create Query in Wizard Query.
Click Wizard Query, then select Simple Query Wizard, which lets you create a simple Query, Click OK. Choose the table and fields you want to put into your Query; click Next.
You will see two options for opening your Query; you can choose to open the Query to view information, which creates the Query immediately or choose to modify the query. Then Finish. A Query is being made.
2] How to Create a Query in Query Design
To use Query Design. Click Query Design. In the Query Design window, there is a Show Table dialog box, with categories such as Tables, Links, Queries, or All.
In this article, we are sticking to the Table category and choose a table we want to use in the Query. Click Add Selected Table or double click. The table will add to the Query window; the tables must be connected (see article about relationships).
3] Add Data to Design Grid in the Design Query window
The Design Grid is located at the lower pane of the window and specifies the Query fields and criteria. Design Grid consists of Fields, Table, Sort, Criteria, and or.
To add data to the Design Grid, Double click on the Fields from your selected table you want to include in the Query. You will see the data in the Design Grid. The other option is to go to the Design Grid, click in the Field row; you will see a drop-down menu, choose your fields.
Below the field row is the Table row. Select your desired table. You can sort your data in the Sort row.
The Criteria row is to search for what you are looking for from your Table or Query. For instance, you are looking for students that have an Accounts and Business Administration Degree. First type Accounts in the Criteria row under the field Degree and Business Administration in the or row below the Accounts. Click Run.
A Query is created. Click the Save command on the quick access toolbar, name your Query, and then click OK.
4] To delete a Query. Locate the Query on the Navigation Pane. Select the Query, right-click, then Delete. The Query will be removed from the Navigation Pane.
Read next: How to Create a Form in Microsoft Access.