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Part 2: Building a Microsoft Access Desktop Application
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Microsoft Office Access 2003 Inside Out You can use the Top Values property to tell Access that you want to see the first n rows or the first x% of rows. If you enter an integer value, Access displays the number of rows specified. If you enter a decimal value between 0 and 1 or an integer less than 100 followed by a percent sign (%), Access displays that percentage of rows. For example, you might want to find the top 10 best-selling products or the top 20% of highest paid employees. Note that in most cases you ll need to specify sorting criteria perhaps by count of products sold descending or salary descending to place the rows you want at the top of the recordset. You can then ask for the top 10 or top 20% to get the answers you want. When working in a query datasheet, you can define and apply filters and specify sorting just as you can in a table datasheet. Access stores this filtering and sorting criteria in the query s Filter and Order By properties. When you design a query, you can use the Filter and Order By properties to predefine filtering and sorting criteria. When you open the query and choose Apply Filter/Sort from the Records menu, Access applies the filter and/or sorts the data using these saved properties. If you change the filter or sorting criteria while in Datasheet view and then save the change, Access updates these properties. You can also affect whether the fields returned by the query can be updated by changing the Recordset Type property. The default setting, Dynaset, allows you to update any fields on the many side of a join. It also lets you change values on the one side of a join if you have defined a relationship between the tables and have enabled Cascade Update Related Fields in the Edit Relationships dialog box. If you choose Dynaset (Inconsistent Updates), you can update any field that isn t a result of a calculation, but you might update data that you didn t intend to be updatable. If you want the query to be read-only (no fields can be updated), choose the Snapshot setting. Warning
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You should rarely, if at all, choose the Dynaset (Inconsistent Updates) setting for Recordset Type. This setting makes fields updatable in queries that might not otherwise allow updating. Although Access still enforces referential integrity rules, you can make changes to tables independently from each other, so you might end up reassigning relationships unintentionally. You can read about the details of when fields are updatable in a query later in this chapter in Limitations on Using Select Queries to Update Data, page 323.
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Part 2: Building a Microsoft Access Desktop Application
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Working with Unique Records and Values
When you run a query, Access often returns what appear to be duplicate rows in the recordset. The default in Access 2003 is to return all records. You can also ask Access to return only unique records. (This was the default for all versions of Access prior to version 8, also called Access 97.) Unique records mean that the identifier for each row (the primary key of the table in a single-table query or the concatenated primary keys in a multiple-table query) is unique. If you ask for unique records, Access returns only rows with identifiers that are different from each other. If you want to see all possible data (including duplicate rows), set both the Unique Values property and the Unique Records property to No. (You cannot set both Unique Records and Unique Values to Yes. You can set them both to No.)
Part 1: Part Title
Building Complex Queries To understand how the Unique Values and Unique Records settings work, open the ContactsDataCopy.mdb database and create a query that includes both the tblContacts table and the tblContactEvents table. Let s say you want to find out from which cities you ve received a contact over a particular period of time. Include the WorkCity and WorkStateOrProvince fields from tblContacts. Include the ContactDateTime field from tblContactEvents, but clear the Show check box. Figure 8-41 shows a sample query with a date criterion that will show contact cities between December 2002 and March 2003. (Remember, ContactDateTime includes a time value, so you need to enter a criterion one day beyond the date range you want.) You can find this query saved as qxmplNoUnique in the sample database.
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