A query sorts, views and analyzes data from a selected table. Once completed, a query is saved for future use. Only the search criteria is saved and not the dataset; therefore, a query can be run every month and display an updated dataset.

Open the Access database

Click Queries
Select Create query by using wizard
Click Open

From the Tables/Queries section
Select the Table from the drop-down list
Select Customers

Which fields do you want in your query?
Highlight the Field from the list
Click the single arrow button
The Field is added to the Selected Fields column

Refer to the following table for samples

Select Customer ID, Click >
Select Company Name, Click >
Select Contact Name, Click >
Select City, Click >
Select Country, Click >
Select Phone, Click >

The rest of the Fields in the table will not be used

Click Next button

The following table will display

Type in a title for the query
Click the Modify the query design radio button
Click Finish

The table will display the selected fields

In the lower part of the screen is the search criteria
The field name is on line one
The table is on line two
The sort field is on line three

Show with a check mark this field will display on the report

Remove the check mark and you can sort the column; it will not display

After you are satisfied with the search fields
Click the Run icon

The sorted list by City and Country will display

Exit from the sorted list
A pop-up screen will open

Click Yes

The saved query is now listed in the Queries

February 02, 2010

Sr. Arlene Callahan
Training Manager
Office 897-8660
E-mail: acallahan@rivier.edu