Create a Simple Query in Access

In each Microsoft Access^® database, the structure behind the scenes is built on tables of information. Each of these tables of information can be pulled together to form a relationship, which is what a query is built upon. One of the best aspects of Microsoft Access is the ability to derive simple queries based on your tables and create reports of data from those queries. The illustrations below outlines the steps necessary to create a simple query to base your reports on.

1. Open your database in Access. If your database has been designed to hide the database window, hold down the Shift key while clicking on the shortcut when opening your database, or by pressing F11.
   
   
2. Select the Queries tab at the top of the database window, and select New.
   
   



3. Choose Design View and click OK, or select a Query Wizard. The wizard can walk you through the basic steps for designing a simple query. If you would like to create a query without the wizard, follow the next few steps:
   
   



4. Highlight and double-click two (or more) tables you would like to link information on. This will bring the tables up into the upper portion of the query window.
   
   



5. From here you can select the fields of information to be included in your report. There are several ways to add the fields to the query grid below.
   
   

   

   • Select the first field, it has an * in it. This will bring all the fields into the query.
   • Double-click the field name to add a single field to the query window.
   • Use the drop down menu in the query grid to display the field names, and select the field to use by highlighting the one selected.
   • Click and drag the field name to the query window.
   
   
6. The last step to the design process of a query is to establish a relationship between the two (or more) tables. Select a common field, which means that the information is related with the same information. For example a "client ID" field should be related in all tables in a contact management database. Highlight and drag the field across to the other table. This will create a link by drawing a line between the two fields.
   
   
7. View the query by pressing the View button on the ribbon toolbar, located in the upper left hand corner. To toggle between the View mode and Design mode, simply click once more and the query design view will display. Save your query and utilize the newly created query to create reports and/or labels at your leisure.

Microsoft Access^® is a registered trademark of Microsoft Corporation and is not affiliated with Support Unlimited or its associates.

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