Part 2: Building a Microsoft Access Desktop Application in VS .NET

Painting Code 128A in VS .NET Part 2: Building a Microsoft Access Desktop Application

Part 2: Building a Microsoft Access Desktop Application
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You can change or assign field names that will appear in the recordset of a query. This feature is particularly useful when you ve calculated a value in the query that you ll use in a form, a report, or another query. In the queries shown in Figures 7-14, 7-16, and 7-18, you calculated a value and Access assigned a temporary field name. You can replace this name with something more meaningful. For example, in the first query you might want to use something like FullName and CityStateZip. In the second query, RecalculatedCharge might be appropriate. To change a name generated by Access, replace ExprN with the name you want in the Field row in the query design grid. To assign a new name to a field, place the insertion point at the beginning of the field specification and insert the new name followed by a colon. Figure 7-23 shows the first query with the field names changed.
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Figure 7-23. The result of changing the Expr1 and Expr2 field names shown in Figure 7-15.
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Creating and Working with Simple Queries Note that I could have made the column headings you see even more readable by also assigning a caption to these fields via the Field Properties window. I might have chosen something like Person Name for the first field and City-State-Zip for the second field. Keep in mind that setting the caption does not change the actual name of the field when you use the query in a form, report, or Visual Basic code.
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Normally, Access displays the rows in your recordset in the order in which they re retrieved from the database. You can add sorting information to determine the sequence of the data in a query. Click in the Sort row for the field you want to sort on, and select Ascending or Descending from the drop-down list. In the example shown in Figure 7-24, the query results are to be sorted in descending order based on the calculated NewTotalCharge field. (Note that I have given the calculated field a field name.) The recordset will list the most expensive reservations first. The resulting Datasheet view is shown in Figure 7-25 on the next page. You can find this query saved as qryXmplChargeCalcSorted in the HousingDataCopy.mdb sample database.
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Figure 7-24. A query with sorting criteria added.
Part 2: Building a Microsoft Access Desktop Application
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Part 1: Part Title
Microsoft Office Access 2003 Inside Out
Part 2: Building a Microsoft Access Desktop Application
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Figure 7-25. The recordset of the query shown in Figure 7-24 in Datasheet view.
Inside Out
Why specifying sort criteria is important When Microsoft Access solves a query, it tries to do it in the most efficient way. When you first construct and run a query, Access might return the rows in the sequence you expect (for example, in primary key sequence of the table). However, if you want to be sure Access always returns rows in this order, you must specify sort criteria. As you later add and remove rows in your database, Access might decide that fetching rows in a different sequence might be faster, which, in the absence of sorting criteria, might result in a different row sequence than you intended.
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You can also sort on multiple fields. Access honors your sorting criteria from left to right in the design grid. If, for example, you want to sort by FacilityID ascending and then by NewTotalCharge descending, you should include the FacilityID field to the left of the NewTotalCharge field. If the additional field you want to sort is already in the design grid but in the wrong location, click the column selector box (the tinted box above the field row) to select the entire column and then click the selector box again and drag the field to its new location. If you want the field that is out of position to still appear where you originally placed it, add the field to the design grid again in the correct sorting sequence, clear the Show check box (you don t want two copies of the field displayed), and set the Sort specification. Figure 7-26 shows the query shown in Figure 7-24 modified to sort first by FacilityID and then by NewTotalCharge, but leaves FacilityID displayed after ReservationID. I saved this query in the HousingDataCopy.mdb sample database as qxmplChargeCalcSortedTwo.
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