One way to manage and organize data in Microsoft Access tables is from the datasheet view which includes tools for filtering, searching, and sorting. For quick answers, these options can be helpful to find information. However, there’s a problem: The datasheet features are temporary. Every time you want to find transactions for a specific vendor, for example, or a key client, you would need to re-create the filter or search. The solution to this problem is to use Access queries: custom-made search routines that you store in your database. Queries are a staple of database design and key to data management in most Microsoft Access projects.
As the name suggests, Microsoft Access queries are a way to ask questions about your data, like how many transactions occurred last month or what is the dollar value from each client? Access saves each query in your database, like it saves any other database object. Once you’ve saved a query, you can run it anytime you want to take a look at the live data that meets your criteria.
The key feature of a query is its amazing ability to reuse your hard work. Queries also introduce some new features that you don’t have with the datasheet alone:
Some of the things you can control with a query:
Microsoft Access supports different types of queries:
Good to know: Queries don’t store data. Queries do store the settings, options, and parameters for how you want to view and manage your key data whether it is from Microsoft Access tables or other linked data sources.
Explore and leverage how you can use Access queries to build more power into your Access database projects. Click here for more Microsoft Access articles and to download free handouts on Microsoft Access queries and keyboard shortcuts.
By Dawn Bjork, The Software Pro®
Microsoft Certified Trainer, Technology Speaker, Software Consultant