Creating Queries, Forms, Reports in Access

 

Create a query

  1. Start in the database window. Select Queries and Create query in Design view. (In Access 97 select New and then Design view.)
  1. Access asks you to select the tables you want to combine. Select tblGuest and tblStay.  Click Add and then Close.

3.  Drag stayID from tblStay to the grid. Then drag name, address1 and phone from tblGuest. Finally, drag state from tblStay. (You may also double-click the fields.)

4.   Switch to datasheet view. The query table should look like the bottom of the figure. It contains all stays recorded in the database with guest informa-tion attached. In the example, John Simpson has three stays and Yun Chen two stays.

5.  Save the query and give it the name qryStayList. (The standard prefix for queries is qry.)

  • · By using queries we can view, change and analyze data in different ways. You can also use them as the source of records for forms and reports.
  • · You can bring together data from multiple tables and sort it in a particular order.
  • · You can perform calculations on groups of records.

 

Forms

  • · In a table, number of records are displayed at a time. But, if the table has many fields, then it may not be possible for a user to view all of them. The screen may be too small to fit it. The user may have to scroll horizontally or vertically to view the rest of the fields/ records.
  • · In forms, the data can be displayed as per the users requirement. The records are generally displayed one at a time. The fields can be arranged as the user wants it. Pictures can be added to a form. The display and contents of the form is controlled fully by the user.
  • · In forms there are 3 views,

i. Design      ii. Datasheet       iii. Form view

 

  • · The datasheet view shows many records whereas form view displays single record. You can toggle between these three views using the View Tool.

 

Reports

The data shown in a table, Query and forms are meant for displaying it on screen, but when you take the printout or the Hard copy, it is known as Report. In the database window, the open button is replaced by the preview button, when you click the report tab. Reports can be viewed either in print preview mode or design mode. Data cannot be edited in the reports. The report preview shows how the data will appear on taking out the printouts.

 

 

References

http://office.microsoft.com/en-in/access-help/create-queries-for-a-new-database-RZ101772999.aspx

http://www.wikihow.com/Create-Action-Queries-in-Microsoft-Access

http://office.microsoft.com/en-in/access-help/create-a-simple-select-query-HA010047492.aspx

http://www.quackit.com/microsoft_access/tutorial/create_a_query.cfm

https://www.google.co.in/?gws_rd=cr&ei=fB7qUoL-JInIrQfQpoD4CQ#q=how+to+create+queries+in+access

http://www.baycongroup.com/access2007/05_access.html

http://www.dummies.com/how-to/content/how-to-create-and-view-queries-in-access-2013.html?cid=RSS_DUMMIES2_CONTENT

http://www.projectwoman.com/articles/07Access.htm#.UuogXPvGAic

http://www.bamaed.ua.edu/tutorial/itrc/tutorials/access/accquery.htm

http://prepare.icttrends.com/m/gold/access-lessons/lesson-5-access-queries-and-creating-calculated-fields-in-query/]

Forms

· In a table, number of records are displayed at a time. But, if the table has many fields, then it

may not be possible for a user to view all of them. The screen may be too small to fit it. The

user may have to scroll horizontally or vertically to view the rest of the fields/ records.

 

· In forms, the data can be displayed as per the users requirement. The records are generally

displayed one at a time. The fields can be arranged as the user wants it. Pictures can be added

to a form. The display and contents of the form is controlled fully by the user.

 

· In forms there are 3 views,

i. Design      ii. Datasheet       iii. Form view

 

· The datasheet view shows many records whereas form view displays single record. You can

toggle between these three views using the View Tool.

 

 

 

Reports

 

The data shown in a table, Query and forms are meant for displaying it on screen, but when you

take the printout or the Hard copy, it is known as Report. In the database window, the open

button is replaced by the preview button, when you click the report tab. Reports can be viewed

either in print preview mode or design mode. Data cannot be edited in the reports. The report

preview shows how the data will appear on taking out the printouts.

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