Recall that each table in a relational database contains all of the records about a single topic. Tables can be joined by including the primary key field from one table as a foreign key field in a second table. This common field is used to create a relationship, which enables you to include data from more than one table in a query.
For example, in the Club Fundraiser database, the Club Members table includes all of the information about the club members, such as name, address, and phone number. The Pledges table includes the donor name, pledge amount, and date the pledge is collected. When a club member receives a pledge, only the Student# field is included with the pledge to identify who received the donation. It is not necessary to include any other club member information in the Pledges table, because the club member information is contained in the Club Members table.
To produce a list of the club member names and how much they have received in donations, a query is used to combine the name from the Club Members table with the pledge amount from the Pledges table. In this manner, data from more than one table can be used to create useful information.
In this activity, you will use both tables in the Club Fundraiser database to create a query that lists the names of the students who have received pledges that have not been collected yet.
With your 2A_Club_Fundraiser database open, and Queries selected on the Objects bar, double-click Create query in Design view.
Add both the Club Members and Pledges field lists, and then expand the table area and the field lists to display all of the field names. If necessary, Maximize the Select Query window. Compare your screen with Figure 2.36.
From the Club Members field list, add First Name and Last Name to the design grid. On the Sort row, under Last Name, click to select Ascending to sort the records in alphabetic order by last name.
From the Pledges field list, add Donor First Name, Donor Last Name, Donor Phone, Pledge Amount, and Date Collected to the design grid.
On the Criteria row, under Date Collected type Is Null and then compare your screen with Figure 2.37.
Run the query.
Return to the Design view . From the Club Members field list, point to Email Address, drag it to the design grid on top of Donor First Name and release the mouse button. Compare your screen with Figure 2.38.
Click the Save button . In the Save As dialog box, and using your own name, type 2A Pledges Due Firstname Lastname and then click OK.
Run the query. Then select all the columns, display the Format menu, click Column Width, and then click Best Fit.
From the File menu, display the Page Setup dialog box, click the Page tab, and then under Orientation, click Landscape. Click OK.
On the Query Datasheet toolbar, click the Print Preview button . On the Print Preview toolbar, click the Zoom arrow and click 75%. Scroll as necessary to adjust the position of the preview and compare your screen with Figure 2.39.
If you have been instructed to submit your file electronically, skip this step. Otherwise, click the Print button .
Close the Print Preview window. Close your 2A Pledges Due query, and click Yes when prompted to save the changes to the query layout.
More Knowledge: Joining Tables in a Query
Creating Joins in a Query
If a relationship has not been established between tables prior to creating a query, you can create a join in the Query Design window for the purpose of that query. Drag the primary key field to the matching foreign key field in the second field list and a join line will display. To create a join, both fields must have the same data type and field size. If both fields also have the same field name, a join line will display automatically, whether or not a relationship has been created between the tables.
Chapter One. Creating Documents with Microsoft Word 2003
Chapter Two. Formatting and Organizing Text
Chapter Three. Using Graphics and Tables
Chapter Four. Using Special Document Formats, Columns, and Mail Merge
Chapter One. Creating a Worksheet and Charting Data
Chapter Two. Designing Effective Worksheets
Chapter Three. Using Functions and Data Tables
Chapter One. Getting Started with Access Databases and Tables
Chapter Two. Sort, Filter, and Query a Database
Chapter Three. Forms and Reports
Chapter One. Getting Started with PowerPoint 2003
Chapter Two. Creating a Presentation
Chapter Three. Formatting a Presentation
Chapter One. Using Access Data with Other Office Applications
Chapter Two. Using Tables in Word and Excel
Chapter Three. Using Excel as a Data Source in a Mail Merge
Chapter Four. Linking Data in Office Documents
Chapter Five. Creating Presentation Content from Office Documents
GO! with Microsoft Office 2003 Brief (2nd Edition)