Microsoft Access 2000: Query and Report Management

Access 2000 Queries: Fundamentals

Access 2000 is not case-sensitive when searching for records.

Saving a Query

1. To save the query, click the Save button in the dialog box. A prompt will appear to name the query.
2. Enter the name of the query.
3. Click the OK button.
4. To close the query, click the Close button.

Running a Query

Queries can be run from the Query Design window or directly from the database window.

From the Database Window:

1. Select the query to execute.
2. Click the Open button.

From the Query Design Window:

1. Click the Run button on the toolbar.

When viewing query results, you are seeing a subset of the table that meets the specified criteria. Therefore, any data modification made here will also be applied to the related table.

Modifying Query Design

1. Navigate to the Database window where the query is located.
2. Click the Queries object on the right side of the Database window.
3. Select the query to modify.
4. Click the Design button in the Database window.

Access 2000 Reports: Creation and Types

Reports are used to present data from a table or query, typically for printing. The basic difference from forms is that data in a report can only be viewed or printed (not directly editable). Reports also offer easier grouping of information and calculation of totals.

Creating a Report

To create a report, navigate to the Database window, select Reports, and then click the New button. This opens a window presenting different methods for report creation:

• Design View: Opens a blank report in Design View, requiring you to manually add all desired objects. This method is rarely used, as it's often quicker to create an AutoReport or use a wizard, then modify the design to fit specific needs. (This unit will cover modifying report designs.)
• Report Wizard: Uses a step-by-step wizard to guide you through report creation.
• AutoReport: Automatically creates a new report containing all data from a selected table or query. The report's presentation varies depending on the AutoReport type chosen. When you click an option on the left, an outline shows how data will be presented. For example:
  • AutoReport: Columnar displays each record with columns on a separate page.
  • AutoReport: Tabular shows multiple records on one page, with each record in a row.

  To use AutoReport, you must first select the source object (table or query) from which the data will come. This is the only required input. Once selected, choose the AutoReport type and click OK; Access will handle the rest.

• Chart Wizard: Uses a step-by-step wizard to create charts.
• Label Wizard: Uses a step-by-step wizard to create labels.