Access stores a lot of information in tables, but sometimes we may need to sort and analyze specific pieces of information. So, Access allows you to create a subset of a table called a query. A query is taking some specific data from the general data table and using it for your own needs. In this brief tutorial, I will show you how to create a query from a table.
Go to Start>Programs>Microsoft Access to open the program. Go to File>Open and find the database named “Customer Listing.” The database will open in the table view, which looks like an Excel spreadsheet. We’re going to use the Wizard feature as this is the fastest and easiest way to create a query in Access. From the “Objects” menu on the left hand side of your screen, click on “Queries,” and the select the option “Create query by using wizard.”
Next, the “Sample Query Wizard” pop up window box appears – in here you will specify the fields that you want to isolate in the query table. First under “Tables/Queries” select the general table “Customer Listing,” then under “Available Fields” select the fields you include in this query. In this example, we want to analyze just the data in “FirstName,” “LastName” and “OrganizationName” fields. Finally, click on the > button to move these fields to the “Selected Fields” box to create the specific query. Click Next.
Now click Next again, but double check that the “Open the query to view information” option is clicked so that you can view the query after you hit Finish. Finally, click Finish.
Now you’ll be working in the newly created Customer Roaster Query datasheet – it looks like a regular Excel spreadsheet. This new table will only show the data from the fields you selected. Now you can sort, filter and print the information per your needs.
Fantastic! You just created your very first query in Access.