DAY 20: MICROSOFT ACCESS – CHAPTER 3 CONTD. Aliya Farheen [email protected] March 19, 2015.

DAY 20:MICROSOFT ACCESS – CHAPTER 3 CONTD.

Aliya Farheen

[email protected]

March 19, 2015.

ANNOUNCEMENT

• MyITLab Lesson D is due on 4/6/2015 Monday by 11:59 pm.

• Based on the Microsoft Word• Consist of seven chapters• Plan yourself to complete before due date.

REMINDER

• Homework # 4 in Microsoft Access is now available at

http://cs101.wvu.edu/instructors/farheen/assignments/ • It is due by 4/3/2015 by 11.59 P.M.• Will have a homework review session in the next

class.

TOTAL QUERIES

• “Totals” in a query can group field values and also perform basic computational functions on them

• To make the Total row appear, you need to click the Sigma symbol “Totals” button in query design view !

EXERCISE

• Go to the lecture notes page and Download Total_example.accdb.

PREMISE

We are running an investment firm and have some consultants working for us who have clients for which they manage investments.

We want a query that will show us how many clients each consultant has and the total amount of investments each consultant is handling…

• Save locally and open Total_example.accdb

STRUCTURE OF TABLES & RELATIONSHIP

This Database has not yet had a relationship created. We will do it in the query for this one. Sometimes under special circumstances you will create them here instead of in the relationships window. Generally it is done in the relationships window though…

BUILDING THE TOTAL QUERY

• Create ribbon > Other group > Query Design

• Add both tables• Create relationship inside query by

dragging ConsultantID fields together

BUILDING THE TOTAL QUERY

• Add the field [Consultants]LastName• Add the field [Clients]LastName• Add the field [Clients]Assets• Run it without Total options > back to design

view• Click the button on the Query Tools /

Design ribbon to insert a “Total:” row• Note that the default for each is “Group

By”

BUILDING THE TOTAL QUERY

• We will Group By the last name of the consultants to show each of them singularly

• We will Count the last names of the clients as they are tied to the consultants to show how many clients each has !

• We will Sum the assets of the clients to show how much all clients of each consultant have together

SETTING UP THE TOTAL ROW

• Have [Consultants] LastName as Group By

• Have [Clients] LastName as Count• Have Assets as Sum

• Run the Query !

ALIASING THE FIELD NAMES

• Sometimes for a Field, a Calculated field, or a Total field, we like to make the display name more specific in the query results

• To do this, simply change the field name in design view by adding a new name and an “:”

• An example for the clients LastName field:

# of Clients: LastName

ALIAS THE 3 FIELDS IN DESIGN VIEW

• Consultant: LastName• # Clients: LastName• Total Assets: Assets• Run the Query and note the field names in

the dynaset !

DOING MULTIPLE THINGS TO 1 FIELD

• Sometimes you may need to do multiple total query-type actions to a single field.

• Download and open the file CSDemo.accdb from the site

BACKGROUND FOR TOTAL QUERY

• Look at the contents of the Sales table

We want to display our:• Number of sales• Total dollar amount of sales• Average dollar amount sale

CREATING THE TOTAL QUERY

• Create a new query in design view• Add the Sales Table• Add the Amount field 3 Times ! ! !• Click button to show the Total row• Set them to Count, Sum, and Average

• Run it !• Close Access

IMPORTING XML DATA TO TABLES

• Download and save Bands.xml file on the desktop

• External Data Ribbon > Import group > XML File

• Browse for the xml file• Select Open & OK

IMPORTING XML FILES

• Verify Structure and Data is checked• This brings in the table & its records• Later in the course we will use other options

• Click OK and Close• Open the table in the database !

IN CLASS PROJECT

• Go to todays lecture notes • Download the data file

Save the database file on to computer • Collect the instruction file• Start working on the Queries Project !

Questions ?