Session 4 - But Wait, there's more - a set of steak knives

Your Steak Knives - Reports, Queries and Special Field types

Reports

While I much prefer to use the Form Design mode for creating forms, I am more than happy to use the Report Wizard to create simple reports. Reports are usually designed to be viewed on the screen and then printed, whereas forms are mostly for screen use. Many reports are straightforward listings and will require very little "tweaking".

Simple Report

A simple listing style report is created by using the Report button on the Create Ribbon. Just select the table or query and click the button.

Click on the table that you want to use for your report, and click on report.

This will create a report that contains every field in the table selected. Mine goes over 2 pages, which I don't want, so I will have to modify the design and reduce the width of a couple of fields.

I am happy with the final result as it now fits on a single landscape page.

Activity 1

• Create a Report to list of of our products.
• Create a Report to list all of our Members.

Custom Report

When you created the Members report, you would have found that by including everything, the report created is very cumbersome. We can create many different reports for different audiences and/or purposes. An example could be a Members report that just contains phone contact information. To do this, use the Report Wizard.

Follow the prompts to create a custom report.

Activity 2

• Create a phone contact list for your Members table
• Add this report to your Main Menu

*** Advanced Exercise

• Create address labels for your members table
• Create Barcode labels for your products (include Barcode plus Title) - HINT: you will need a barcode font to have an actual barcode on the labels. Use Avery J8164 labels.
• Add these to your main menu. 

Queries

Queries are where Access really comes into its own. A database choc-a-block full of information is not much use unless we can get the information we need from it, when we need it.

Query Wizard

Simple queries can be created using the Query Wizard. In Access 2013, there are a number of different types of queries that can be performed.

A simple Query allows you to get information from your tables, selecting the fields that you need.

A Crosstab Query is a method of summarizing data, calculating statistics and then grouping the results. It creates a matrix where the column headings come from the values in a field.

A Find Duplicates Query allows you to find records with duplicate values in a table or query.

A Find Unmatched Query allows you to find records that are in one table but not in a corresponding table. This is useful if you didn't set the referential integrity when setting up relationship or when a relationship has been set up after data has been entered.

Simple Query

A simple query allows you to specify what fields you want in the resulting table.

 

It does not allow you to put in any search criteria to filter out the records, but you can use this as a base and go into query design to add the criteria

or you can just use Query Design and bypass any of those wizard questions. The result from any query will look like a table - the advantage of this is that you can do anything with it that you can do to a table - create a report or form or even another query!!

Query Design View

Now we can get into the nitty gritty of some more fun stuff with Access. Query Design View allows you to take a simple query, or create a simple query, and add boolean operators to filter the records in your table or tables.

Within Queries, you can use any of the standard Access operators.

For more information on Access operators, you can visit https://support.office.com/en-AU/article/Use-query-criteria-in-Access-2013-4b102653-7b6f-4358-9751-1ab51fe89469

Once you have created a simple query, you can go into Design View to add your criteria.

In the above simple query, you can see the table that is being used along with each field in the table underneath. The tick in the box tells Access to include this field in the result - you can have fields that you use for criteria, but you don't have to have them in the end result.

Adding criteria is as simple as using the first Criteria line.

Placing more than one criteria on the same row will create an AND query. With an AND query, both conditions must be true for the record to be in the result.

To create an OR query, simply place your criteria on two separate lines.

Combine with comparison or special operators to create complex queries.

The above example was initially a simple query using the Query Wizard and changing to design view. You can also create a query from scratch using Design View.

Design View

Start by selecting the tables - this will retain any relationships that may be in place.

At the bottom of  the screen, add your fields by dragging, double-clicking, or selecting from the drop down list.

With relationships in place, you can very easily incorporate information from multiple tables within your query.

And of course add any criteria to filter the records.

Activity 3

Think about and then create the following queries:

• Create a list of all members who have not returned an item yet (regardless of whether it is overdue) - include in the result: membership number, name, phone, title of movie/game
• Create the same query, but this time only for those who have movies that are overdue.
• Create a query to determine the popularity of a particular movie by seeing who has borrowed it, include the membership number, customer name, and the date that it was borrowed
• Create the same query, but just for last month.

Report from a query

As mentioned before, once created, you can use Queries in reports instead of tables. This allows you to display your query result in a professional manner.

Activity 4

Create an overdue report
Create a Lost product report - i.e. any movie that is overdue by more than 14 days

Query Trick

If you want to have one query that you can use multiple times - i.e. change the value of the criteria each time it is executed, place a prompt between square brackets

[enter criteria]
[Enter date for the ovedues]
Between [start date] and [end date]

Other Field Types

Now that we have grasped the main parts of Access, we will progress on to look at a few of the field types that we missed out on at the beginning.

Attachment

"An attachment field type is used to Attach images, spreadsheet files, documents, charts, and other types of supported files to the records in your database, similar to attaching files to e-mail messages." In other words, an attachment field type allows you to add multiple attachments to each record in your table.

In our case study, we want to place a copy of the DVD/BluRay/Game Cover for each item in our Products table.

Step 1: Download appropriate images using google images for your movies!! There are some websites specifically for getting CD or DVD covers, but for mine, I just used Google Images and the name of the movie.

Step 2: Open your Products Table in Design View so you can add the Attachment field.

Use the insert key to insert a new field or just add it to the bottom - it really doesn't matter. I called mine Extras

Choose Attachment as the field type and Save then close your table.

Step 3: Add your images. To add your attachments - i.e. your image files, click on the paperclip image and use the dialog box to add each image to the appropriate record. You can have more than one attachment, but for our exercise, we only need one!!

Step 4: Add the field to your Movies Form. Open your main movies form - the one that we use to add and delete movies, and add the Extras field onto the form.

Once you have added it to the form, Save and then change to Form View. Hopefully you will now see an image against each movie in your table.

Test the form - use your navigation to scroll through the movies in your table.
 
You can attach a maximum of two gigabytes of data (the maximum size for an Access database). Individual files cannot exceed 256 megabytes in size.

Lookup Field

A lookup field type will create a many to many relationship with data in another table. That probably doesn't really mean too much to you, but what it allows you to do is to have multiple values within the one field. The best way of understanding this is to see it in action.

Step 1: Start by creating a new table - I created one called Keywords. It will just have the Autonumber ID field plus a keyword field.

Click on Create and then choose Table.

Add the two fields by clicking in the column heading section of the table (or change to design view if you prefer). The field type will be short text.


Type in the Field Name of Key Words.


Then add a whole lot of  keywords - I had a bit of brain drain and couldn't really think of any, so mine are just random.

Once finished, Save the table as Keywords.

This will become our looked up table.

Step 2: Add the Lookup field to the Products table.

Open up your Movies Table and change to Design View

Create a new field called keywords and select Lookup Wizard as the Data Type.

 

Follow the prompts. 

First you will be selecting a table that will be providing the values for the lookup.

Choose the fields

Pretty sure I said that you should always uncheck the Hide Key Column - well this is one occasion when it is OK to keep it hidden.

Use Keywords for the label, and importantly, put a tick next to the Allow Multiple Values.

Click Finish.

 

The Keywords field will have a field type of number when it is finished as that matches the autonumber ID field. 

Open your Movies Form again and change to Design View. Click the button to display the fields and drag your keywords field onto the form

 

 

Save the form and go back to Form View. Go through each record and select keywords for each movie

This field can then be used in queries.

Activity 5

Add a field to your animals table for Behaviours and temperaments.
You will also need a table to lookup Behaviours and temperaments - Call this table Traits.

• ID (Autonumber)
• Trait Description (Text)

• Create a report for all of the animals in your care - grouped by animal type

A lady rings to see if you have found any Yellow Labradors in the past week - worried sick about her beloved pet that escaped during the New Years eve fireworks. Create a query that will determine whether you have any animals matching her missing furbaby. (add some potential matches into your table to make sure that you get some items in your report)