Category Archives: Microsoft Access

How To Design a Simple Query In Microsoft Access 2016



The genuine energy of a social database lies in its capacity to rapidly recover and examine your information by running an inquiry. Questions enable you to pull data from at least one tables in light of an arrangement of hunt conditions you characterize. In this lesson, you will figure out how to make a straightforward one-table inquiry.All through this instructional exercise, we will utilize an example database. On the off chance that you might want to take after along, you’ll have to download our Access 2016 example database. You should approach 2016 introduced on your PC with a specific end goal to open the case.

         What are inquiries?

Inquiries are a method for hunting down and accumulating information from at least one tables. Running an inquiry resembles making a nitty gritty inquiry of your database. When you construct a question in Access, you are characterizing particular inquiry conditions to discover precisely the information you need.

                            How are inquiries utilized?

Inquiries are much more intense than the straightforward hunts or channels you may use to discover information inside a table. This is on the grounds that inquiries can draw their data from different tables. For instance, while you could utilize an inquiry in the clients table to discover the name of one client at your business or a channel on the requests table to see just requests put inside the previous week, neither would give you a chance to see the two clients and requests on the double.

When you run an inquiry, the outcomes are exhibited to you in a table, however when you outline one you utilize an alternate view. This is called Query Design view, and it gives you a chance to perceive how your question is assembled.

          One-table questions

How about we acquaint ourselves with the question building process by building the least complex inquiry conceivable: a one-table inquiry.

We will run a question on the Customers table of our bread shop database. Suppose our bread shop is having a unique occasion, and we need to welcome our clients who live adjacent in light of the fact that they are the well on the way to come. This implies we have to see a rundown of all clients who live close by, and just those clients.

We need to discover our clients who live in the city of Raleigh, so we’ll look for “Raleigh” in the City field. A few clients who live in suburbia live genuinely close by, and we’d get a kick out of the chance to welcome them also. We’ll include their postal division, 27513, as another criteria.

In the event that you think this sounds similar to applying a channel, you’re correct. A one-table inquiry is in reality only a propelled channel connected to a tabl

   To make a basic one-table inquiry:

1. Select the Create tab on the Ribbon, and find the Queries gathering.

2. Tap the Query Design summon.

Clicking the Query Design Command

3. Access will change to Query Design see. In the Show Table discourse box that shows up, select the table you need to run an inquiry on. We are running an inquiry on our clients, so we’ll choose the Customers table.

Selecting a table to use in the query

4. Snap Add, at that point click Close.

Choosing table

5. The chose table will show up as a little window in the Object Relationship sheet. In the table window, double tap the field names you need to incorporate into your inquiry. They will be added to the outline network in the base piece of the screen. In our case, we need to mail solicitations to clients who live in a specific zone, so we’ll incorporate the First Name, Last Name, Street Address, City, and Zip Code fields.

Selecting fields to add to the query

6. Set the pursuit criteria by tapping the cell in the Criteria: column of each field you need to channel. Composing criteria into in excess of one field in the Criteria: column will set your inquiry to incorporate just outcomes that meet all criteria. On the off chance that you need to set various criteria however needn’t bother with the records appeared in your outcomes to meet every one of them, type the primary criteria in the Criteria: push and extra criteria in the or: push and the lines underneath it. Since we need to discover clients who either live in Raleigh or in the 27513 postal division, we’ll compose “Raleigh” in the City field and “27513” into the or: line of the Zip Code field. The quotes will look these fields for a correct match.

Setting the search criteria so that the query will find records with either "Raleigh" in the City field or "27513" in the Zip Code field.

7. After you have set your criteria, run the inquiry by tapping the Run order on the Design tab.

Clicking Run

8. The inquiry results will be shown in the question’s Datasheet see, which resembles a table. On the off chance that you need, spare your question by tapping the Save summon in the Quick Access Toolbar. At the point when provoked to name it, type the coveted name, at that point click OK.

Naming the new query to save it

Presently you know how to make the most straightforward kind of question with just a single table. In the following lesson, you’ll figure out how to make an inquiry that uses different tables.

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How To Design Your Own Database In Microsoft Access 2016



Since you know how to utilize and Design Own Database, you may be keen on outlining your own. Database configuration can be exceptionally entangled—so convoluted, truth be told, that individuals take broad courses just to figure out how to design them..

In this lesson, you will figure out how to Design Own Database from a current layout. You will likewise find out about different assets you can use to comprehend database plan.

                          To make a database from a layout:

Before choosing to construct your own particular database, you might need to take a gander at the layouts incorporated into Access to check whether any of them coordinate your needs.

Note that some Access 2016 layouts expect you to spare the database online with Microsoft SharePoint. Numerous organizations utilize SharePoint to share records at work. To take in more, see our SharePoint Resources page.

1. Select the File tab. This will take you to Backstage view.

Clicking the File tab to go to Backstage View

2. Snap New.

Clicking New in the Backstage View

3. A few formats will show up underneath the Blank work area database alternative. You can likewise click a recommended inquiry to discover layouts or utilize the hunt bar to discover something more particular.

4. Select a format to audit it.

Selecting a template

5. A review of the format will show up, alongside extra data on how the layout can be utilized.

6. Snap Create to utilize the chose layout.

Creating a new database from a template

7. Another database will show up with the chose layout.

8. It’s critical to take note of that not all layouts are made by Microsoft. Numerous are made by outsider suppliers and even individual clients, so a few formats may work superior to others.

                                More assets on database plan

Sadly, it can be hard to discover free, brilliant assets on database plan. On this page, you’ll discover connections to online assets that can enable you to begin. You can likewise contact your neighborhood library for instructional books and assets.

In the event that you will give considerably additional time and assets to learning Design Own Database outline, you can likewise look for Access 2016 confirmation classes on the web and in your group. In any case, when in doubt, these classes are not free.                                  

                                  Free online resources

  • Make Your First Access Database:This instructional exercise arrangement from Microsoft offers fundamental direction on database plan and creation. The video demonstrates this procedure in Access 2013, yet it’s comparable in Access 2016.

Microsoft's Access Basics Training

  • Building an Access Database from the Ground Up’s instructional exercise guides you through the way toward making a database for a private venture. This instructional exercise alludes to a prior variant of Access, yet a larger part of the directions are as yet pertinent for Access 2016.'s Building an Access Database from the Ground Up

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How To Create Calculated Fields and Total Rows In Microsoft Access 2013

ms access fields


Figured fields and sums columns let you perform estimations with the information in your tables. Ascertained fields perform estimations utilizing information inside one record, while sums lines play out a computation on a whole field of information.

                              Figured fields

When you make a figured field, you are including another field in which each line contains an estimation including other numerical fields in that column. To do this, you should enter a scientific articulation, which is comprised of field names in your table and numerical images. You don’t have to know excessively about math or articulation working to make a helpful figured field. Truth be told, you can compose vigorous articulations utilizing just grade-school math. For example, you could:

  • Utilize + to discover the whole of the substance of two fields or to include a steady esteem, (for example, + 2 or + 5) to a field
  • Use to increase the substance of two fields or to duplicate fields by a consistent esteem
  • Utilize – to subtract one field from other or to subtract a consistent incentive from a field

In our case, we will utilize a table containing the requests from one month. The table contains things recorded by deals unit—single, about six, dozen. One segment tells us the number sold of every deal unit. Another tells us the genuine numerical estimation of every one of these units. For example, in the best line you can see that two dozen fudge brownies have been sold and that one dozen equivalents 12 brownies.

Screenshot of Access 2013

To locate the aggregate number of brownies that have been sold, we’ll need to duplicate the quantity of units sold by the numerical estimation of that unit—here, 2*12, which squares with 24. This was a straightforward issue, however playing out that computation for each column of the table would be dull and tedious. Rather, we can make an ascertained field that demonstrates the result of these two fields duplicated together on each column.

                       To make a figured field:

Select the Fields tab, find the Add and Delete gathering, and tap the More Fields drop-down order.

Screenshot of Access 2013

2. Float your mouse over Calculated Field and select the coveted information compose. We need our estimation to be a number, so we’ll choose Number.

Screenshot of Access 2013

3. Fabricate your demeanor. To choose fields to incorporate into your demeanor, double tap the field in the Expression Categories box. Make sure to incorporate numerical administrators like the + or – signs. Since we need to duplicate our two fields, we’ll put the augmentation image (*) between them.

Screenshot of Access 2013

4. Snap OK. The ascertained field will be added to your table. On the off chance that you need, you would now be able to sort or channel it.

Screenshot of Access 2013

5. For more cases of numerical articulations that can be utilized to make ascertained fields, survey the Arithmetic Expressions in the Expression Builder discourse box.

Screenshot of Access 2013

                Totals rows

The sums push includes a whole segment of numbers, much the same as in a record or on a receipt. The subsequent total shows up in an extraordinary line at the base of your table.

For our illustration, we’ll add a sums column to our computed field. This will demonstrate to us the aggregate number of things sold.

                           To make an aggregates push:

1. From the Home tab, find the Records gathering, at that point tap the Totals summon.

Screenshot of Access 2013

2. Look down to the last column of your table.

3. Find the coveted field for the aggregates push, at that point select the second discharge cell beneath the last record for that field. At the point when a drop-down bolt shows up, click it.

Screenshot of Access 2013

4. Select the capacity you need to perform on the field information. In our case, we’ll pick Sum to include the greater part of the qualities in the figured field.

Screenshot of Access 2013

5. The sums line will show up.

Screenshot of Access 2013

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How To Find Duplicates Query In Microsoft Access 2013


Find duplicates query allows you to search for and identify duplicate records within a table or tables. A duplicate record is a record that refers to the same thing or person as another record.

Not all records containing comparable data are copies. For example, records of two requests that were put on various dates yet that contained indistinguishable things would not be copy records. In like manner, not every copy record contain totally indistinguishable data. For instance, two client records could allude to a similar individual yet incorporate distinctive locations. The record with the obsolete address would be the copy record.

Why is disposing of copy records so essential? Consider the case above. In the event that we had different records for one client, it is hard to see a request history for him on the grounds that the data would be spread over a few unlinked records. We may considerably convey his request to the wrong address if the individual entering the request data chooses an obsolete record. It’s anything but difficult to perceive how having copy records can undermine the trustworthiness and helpfulness of your database.

Luckily, Access makes it simple to look for and find potential copy records. Note that Access won’t erase the records for you or enable you to make sense of which one is present—you’ll need to do those things for yourself. In case you’re acquainted with the information in your database, however, disposing of copy records will be a reasonable assignment.

To make a discover copies question:

  1. Select the Create tab on the Ribbon, find the Queries gathering, and tap the Query Wizard summon.Screenshot of Access 2013
  2. The New Query exchange box will show up. Select Find Duplicates Query Wizard from the rundown of inquiries, at that point click OK.Screenshot of Access 2013
  3. Select the table you need to look for copy records, at that point click Next. We’re looking for copy client records, so we’ll choose the Customers table.Screenshot of Access 2013
  4. Pick the fields you need to scan for copy data by choosing them and after that tapping the correct bolt catch. Just select fields that ought not be indistinguishable in nonduplicate records. For example, since we’re looking for copy clients we’ll just choose the First Name and Last Name fields since it’s improbable that numerous individuals with precisely the same and last names would put orders at our bread shop.
  5. When you’ve included the coveted fields, click Next.Screenshot of Access 2013
  6. Select extra fields to see in the question comes about. Pick handle that will enable you to recognize the copy records, and pick which one you need to keep. In our case, we’ll include the greater part of the fields identifying with client addresses, in addition to the Phone Number field since records with indistinguishable client names may contain nonidentical data in this field. When you’re fulfilled, click Next.Screenshot of Access 2013
  7. Access will recommend a name for your inquiry, however you can type an alternate name in the event that you need. When you’re happy with the inquiry name, click Finish to run your question.Screenshot of Access 2013

On the off chance that Access found any copy records in your inquiry, they will be shown in the question comes about. Audit the records and erase any obsolete or off base records as required.Screenshot of Access 2013

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Query Design Options in Microsoft Access


Access offers a few choices that let you outline and run questions that arrival precisely the data you’re searching for. For example, consider the possibility that you have to discover what number of something exists inside your database. For sure on the off chance that you might want your question results to consequently be arranged a specific way? On the off chance that you know how to utilize Access’ inquiry choices, you can outline any question you need.

Video: Modifying Queries

Launch "Modifying Queries" video!

In this lesson, you’ll figure out how to adjust and sort your questions inside Query Design see, and also how to utilize the Totals capacity to make an inquiry that can perform figurings with your information. You’ll likewise find out about extra inquiry building choices offered in Access.

All through this instructional exercise, we will utilize an example database. On the off chance that you might want to take after along, you’ll have to download our Access 2013 example database. You should approach 2013 introduced on your PC keeping in mind the end goal to open the illustration.

Changing inquiries

Access offers a few choices for improving your inquiries work for you. Notwithstanding changing your inquiry criteria and joins after you fabricate your questions, you can sort and conceal fields in your inquiry comes about.

To alter your inquiry:

When you open a current inquiry in Access, it is shown in Datasheet see, which means you will see your question brings about a table. To alter your inquiry, you should enter Design see, the view you utilized while making it. There are two approaches to change to Design see:

  • On the Home tab of the Ribbon, tap the View order. Select Design View starting from the drop menu that shows up.

Screenshot of Access 2013

  • In the base right corner of your Access window, find the little view symbols. Tap the Design View symbol, which is the symbol most distant to one side.

Screenshot of Access 2013

Once in Design see, roll out the coveted improvements, at that point select the Run order to see your refreshed outcomes.

You may see that Access likewise offers SQL see. You can disregard this. SQL see enables you to make propelled capacities that you won’t have to use for this instructional exercise or for most Access capacities.

Arranging inquiries

Access enables you to apply various sorts without a moment’s delay while you’re planning your question. This enables you to see your information precisely the way you need.

A sort that incorporates in excess of one arranged field is known as a multilevel sort. A multilevel sort enables you to apply an underlying sort, at that point additionally arrange information with extra sorts. For example, on the off chance that you had a table loaded with clients and their locations, you may decide to first sort the records by city, at that point one after another in order by last name.

At the point when in excess of one sort is incorporated into an inquiry, Access peruses the sorts from left to right. This implies the furthest left sort will be connected first. In the case underneath, clients will be arranged first by the City where they live and after that by the Zip Code inside that city.

Screenshot of Access 2013

To apply a multilevel sort:

  • Open the inquiry and change to Design see.
  • Find the field you need to sort first. In the Sort: push, tap the drop-down bolt to choose either an Ascending or Descending sort.

Screenshot of Access 2013

  • Rehash the procedure in alternate fields to include extra sorts. Keep in mind, the sorts are connected from left to right, so any extra sorts must be connected to fields situated to one side of your essential sort. On the off chance that important, you can improve the fields by tapping the highest point of a field and dragging it to another area.

Screenshot of Access 2013

  • To apply the sort, tap the Run charge.

Screenshot of Access 2013

  • Your inquiry results will show up with the coveted sort.

Screenshot of Access 2013

You can likewise apply multilevel sorts to tables that don’t have inquiries connected to them. On the Home tab on the Ribbon, select the Advanced drop-down order in the Sort and Filter gathering. From the menu that shows up, select Advanced Filter/Sort and make the multilevel sort as you regularly would. When you’re done, tap the Toggle Filter summon to apply your sort.

Screenshot of Access 2013

Concealing fields inside inquiries

Once in a while you may have fields that contain imperative criteria, yet you should not have to really observe the data from that field in the last outcomes. For instance, take one of the questions we worked in our last lesson: an inquiry to discover the names and contact data of clients who had put orders. We included Order ID numbers in our inquiry since we needed to ensure we just pulled clients who had put orders.

Notwithstanding, we truly didn’t have to see this data in our last inquiry comes about. Truth be told, in the event that we were simply searching for client names and addresses, seeing the request number blended in there might have been diverting. Luckily, Access makes it simple to shroud fields while as yet including any criteria they contain.

To conceal a field inside a question:

  1. Open the question and change to Design see.
  2. Find the field you need to cover up.
  3. Tap the checkbox in the Show: column to uncheck it.Screenshot of Access 2013
  4. To see the refreshed question, select the Run charge. The field will be covered up.

To unhide a concealed field, essentially come back to Design view and tap the checkbox in the field’s Show: push once more.

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