Getting Started with MS Access and Pivot Tables

Getting Started With MS
Access
Introduction to MS Access

@_ParthAcharya

Steps to create a query
• Understanding the requirements of the query
• Gathering the tables required for the query
• Creating Query
• Set the query
• Run the query

@_ParthAcharya

Understanding the query requirements
• Each query requires certain fields
Let us understand the query requirements for the following queryThe query should display the following information: employee ID, employee first name, employee last name,
employee address, employee salary, department name.
For the given query, the requirements is:
Employee ID
Employee First Name
Employee last name
Employee address
Employee salary
Department name

@_ParthAcharya

Gathering the tables
required for the query

• Each field in the previous slide comes from some of the given tables

Tip: You can also double click the table
names to see the fields and data.

@_ParthAcharya

Creating Query
with the gathered tables

1. Click on Query Design

2. Select the tables required for
query and click on ‘Add’

@_ParthAcharya

Creating Query (Cont.)
with the gathered tables

1. Once you add the tables

2. Create Relationship

To connect two fields, click on one of the fields and drag your mouse to the other field
Go to next slide for tips on creating relationship between tables

@_ParthAcharya

Tips
Create Relationship between tables
• Look out for a primary key
(fields with a key on its left) in one of the tables to
create a relationship with a field in the other table.
• Look out for data type match. The fields connecting two tables should have the same data type.
• We will look at three fields, two from the Department table and one from the Employee table.

Here, the DepartmentID field from
the table ‘Department’ has the
same data type as the Department
field in the ‘Employee’ table.
Note that, the Department field in
the ‘Department’ table has
different data type than the
Department field in the ‘Employee’
table. And hence, you shall not
connect them, even though the
field names are same.

@_ParthAcharya

Set the query
• To set the query select the fields your query requires. In our case, we want Employee ID, Employee
First Names, Employee last name, Department Name…. Etc.
Click on the Table dropdown
and select the table you want
a field from

Click on the Field dropdown
and Select the field you want.
Here, let’s select Employee ID

Select all the fields the query
requires in the same way

@_ParthAcharya

Run the query
1. Hit the ‘Run’ button to run the query

2. Check the results

@_ParthAcharya

How to set criteria?
• There can be cases where you will need to set criteria
• If you want the employees from just ‘Accounting’ department.
1. Go to the design view

2. In the criteria for Department field, type “Accounting”
and run the query

Make sure you set the criteria for the appropriate field. Here, the criteria is “Accounting” department, which is related to
the Department field. And so, we will set the criteria for the Department field, and not for any other fields.

@_ParthAcharya

How to set criteria? (Cont.)
• If you want the employees from just ‘Accounting’ department and with
Birthdate October 15th 1988.

2. In the criteria for Birthdate field, type #10/15/1988#
and run the query

@_ParthAcharya

How to set criteria? (Cont.)
• If you want the employees from just ‘Accounting’ department and with
Birthday month May.

2. In the criteria for Birthdate field, type Month([Birthdate])=5
and run the query

The syntax is: Month([filed_name])=month_number

=>

Month([BirthDate])=5

@_ParthAcharya

How to sort?
• There can be cases where you will need to sort certain fields
• If you want the employees from just ‘Accounting’ department with First Name
in alphabetical order

2. In the criteria for FirstName field, click on Sort
dropdown and select Ascending and run the query

Next Part
Getting Started with Pivot Tables

Getting Started with Pivot
Tables
Introduction to Pivot Tables in MS Excel

@_ParthAcharya

Before starting with Pivot Tables
• How to export an MS Access query to Excel
In the External Data tab of MS Access, click on ‘Excel’

@_ParthAcharya

Creating A Pivot Table
1. Select the top left cell 2. Hit Ctrl+A
This will select your entire sheet.
of the exported excel
sheet

3. In the Insert tab,
select Pivot Table

@_ParthAcharya

Creating a Pivot Table (Cont.)
• A dialog box would pop up, make sure the ‘New Worksheet’ radio
button is selected. Hit ‘OK’.

@_ParthAcharya

Steps to create Pivot Tables
1. Understand the requirements (Which fields are needed)
2. Think of possible table layouts for the asked requirements
1. Which field should be set as ‘Row’?
2. Which field should be se as ‘Column’?
3. Which field should fit well as ‘Values’?

3. Look at the created pivot table and modify if needed

@_ParthAcharya

Understand the requirements
• Suppose we need to see Customers who bought Skateboards and TShirts. We also want to see how much did they spent on those two
product.
Here, the requirements would include the following fields:
• Customer Name
• Product Description
• Sales

@_ParthAcharya

Possible Layouts
Layout 1.
Row: Customers
Column: Products
Values: Sales

Layout 2.
Row: Products
Column: Customers
Values: Sales

Layout 3.
Row: Products
Column: Sales
Values: Customer

As you can see, Pivot Table can have many different layouts, we need to choose the one that fits our requirements the best.

@_ParthAcharya

Following Layout 1
1. Click on the
required field

2. Drag it to the
Row section

3. Similarly, drag the other two
required fields to their respective
sections (as decided for Layout 1)

@_ParthAcharya

The Created Pivot Table

Try to create Pivot Tables with other two Layout options and see if they fit well with our requirements
You will see that the Pivot Table created with Layout 1 fits our requirements the best

@_ParthAcharya

Filters
• If you remember, in our requirements, we want our Pivot Table with just two products:
‘Skateboard’ and ‘T-Shirt’.
To reduce our Pivot Table with Columns just for these two products, we will use filter.

1. To apply filter on
2. Select the required
Product Description
products
Column, click on the
Column Label dropdown
button

@_ParthAcharya

Modified Pivot Table
On applying the filter, you will the Pivot Table that fulfils our
requirements.

@_ParthAcharya

Some Excel Formulas
Create ‘Full Name’ column from ‘First Name’ and ‘Last Name’ columns
=CONCATNATE(first_name,” “,last_name)
• Here, first_name is your data in the ‘First Name’ column; last_name is your data in the ‘Last Name’ column
• Make sure to put a space in “ “

Create ‘Month’ column from ‘Date’ column
=TEXT(date,"mmmm")
• Here, date is your data in the ‘Date’ column

Connect?
Blog: vtalktech.wordpress.com

Social: linkedin.com/in/parthacharya
Email: contact@parthacharya.com
About: about.me/acharyaparth

Getting Started with MS Access and Pivot Tables

More Related Content

What's hot (20)

Viewers also liked (20)

Similar to Getting Started with MS Access and Pivot Tables (20)

More from Parth Acharya (10)

Recently uploaded (20)

Getting Started with MS Access and Pivot Tables