How to Learn Access Queries

Queries create a very powerful way to classify and organize information. A query is like a large filter to help you get specific answers quickly without having to search through rows upon rows of information. Queries are used to get records from a table(s) based on the information that you want to find. The query will then select any records that match and display the results.



Discovering the use of the Wizard Query will not only provide you with the skills needed to find any record(s) in your database quickly but it will also save you time.

Getting Started

• 1

  Click "File" then click "New." A Database window will open on the right of the screen. Note: If using any versions later than Access 2007, the Database window has been replaced with the Navigation Pane.

• 2

  Click "Open a File." Click the file that contains your existing data.

• 3

  Click "Open" to open your data. A new window will open with the file(s) you have selected.

Using the Query Wizard

• 1

  Click "Queries." Double-click "Create Query by using wizard." In newer versions of Access, the query wizard is referred to as "Simple Query Wizard." This will open the query wizard dialog box that provides you with choices of the table and fields to use.

• 2

  Click the down arrow from Tables/Queries. A list of tables and queries appears. Select the desired table or query to use by clicking on one option. Each table/query also changes the available fields listed.

• 3

  Under the section "Available Fields," click the field to use and click the single right arrow. This will bring the field to use over to the Selected Fields. To select another field, click the field to use and click the single arrow. If you have selected a field in error, click the field you do not want and click the single left arrow. Click "Next" when finished selecting fields.

• 4

  Enter a title for your query. Wizard automatically saves the query results with the name you have chosen. Select a "detail" or a "summary query." In a detail query, the results will show you a detailed list of the records matching the query. In a summary query, the results will show you just a summary of the data rather than showing each matching record.

• 5

  Click "Modify the Query Design" or "Open the Query." The latter option will display the final data sheet for you. The first option provides you with more options before displaying your final data sheet. Click "Help" at the bottom of the box for more explanation for modifying your query. Click "Finish." A new screen with your query will be displayed.

Run the Query

• 1

  Review the fields and settings you have selected. If everything looks correct, you are ready to run your query.

• 2

  Click "Design View" and click "Run."

• 3

  If you do not achieve the results you wanted from the query, select the "Query Troubleshooting guide" found on the side bar. This will provide you with suggestions and also lists common errors in the design of queries.