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Figure 8-41. A query to demonstrate setting both Unique Values and Unique Records to No when you re using two tables.
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If you switch to Datasheet view, as shown in Figure 8-42 on the next page, you can see that the query returns 39 rows each row from tblContacts appears once for each related contact event that has a contact date between the specified days. Some of these rows come from the same person, and some come from different people in the same city. The bottom line is there are 39 rows in tblContactEvents within the specified date range. If you re interested only in one row per contact (per person) from tblContacts, regardless of the number of contact events, you can set the Unique Records property to Yes. The result is shown in Figure 8-43 on the next page (saved as qxmplUniqueRecords). This tells us that there were 17 different people who had a contact event within the date range. Again, some of these rows come from different people in the same city, which is why you see the same city listed more than once. The recordset now returns unique records from tblContacts (the only table providing output fields in this query).
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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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F08QQ43 F08QQ42
Figure 8-42. The result of retrieving all rows across a join even though the output columns are from only one of the tables.
Note Setting Unique Records to Yes has no effect unless you include more than one table in your query and you include fields only from the table on the one side of a one-tomany relationship. You might have this situation when you are interested in data from one table but you want to filter it based on data in a related table without displaying the fields from the related table.
Figure 8-43. The result of retrieving unique records across a join, with output from one table.
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Finally, if you re interested in only which distinct cities you received a contact from in the specified date range, and you want to see each city name only once, then set Unique Values to Yes. (Access automatically resets Unique Records to No.) The result is shown in Figure 8-44 (saved as qxmplUniqueValues).
Part 1: Part Title
Building Complex Queries
F08QQ44
Figure 8-44. The result of setting the Unique Values property to Yes.
When you ask for unique values, you re asking Access to calculate and remove the duplicate values. As with any calculated value in a query, fields in a unique values query can t be updated.
Defining a Subdatasheet
In the previous chapter, I showed you how to work with and modify subdatasheets from query Datasheet view. Now, let s take a closer look at the properties you can set in a query to predefine a subdatasheet within the query. Let s say you want to create a query to show company information and make a subdatasheet available that displays information about the primary contact for the company. You can use the qryContactsDatasheet query that you studied in the previous chapter, but you ll need to modify that query first for this exercise. In the ContactsDataCopy.mdb database, open qryContactsDatasheet in Design view. To link this query to another that displays company information, you ll need the CompanyID field. Click the Show Table button on the toolbar, and add the tblCompanyContacts table to the query. You should see a join line linking ContactID in the two tables. Add the CompanyID and DefaultForContact fields from tblCompanyContacts to the Design grid. It makes sense to list only the default company for each contact, so add a criterion of True on the Criteria line under the DefaultForContact field. You should clear the Show check box because you don t really need to see this field in the output. Your query design should now look like Figure 8-45. Choose Save As from the File menu, and save the query as qryContactsDatasheetCOID. You can also find this query saved in the sample database as qryXmplContactsDatasheetCOID.
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