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Part 2: Building a Microsoft Access Desktop Application
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This clause lists the fields and expressions that your query returns. It is equivalent to the Fields row in the query designer. In a totals query, aggregate functions within the SELECT clause, such as Min or Sum, come from specifications in the Totals line. This clause specifies the tables or queries from which your query fetches data and includes JOIN clauses to define how to link your tables or queries. It is equivalent to the graphical display of table or query field lists and join lines in the top of the query designer. This clause specifies how to filter the rows returned by evaluating the FROM clause. It is equivalent to the Criteria and Or lines in the query designer. This clause lists the grouping fields for a totals query. Access builds this clause from the fields indicated with Group By in the Totals line of the query designer. This clause specifies filtering in a totals query on calculated values. This clause comes from the Criteria and Or lines under fields with one of the aggregate functions specified in the Totals line.
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First, build a query to get the information you need for each company s primary contact. In the ContactsDataCopy.mdb database, start a new query on tblCompanies. Add tblCompanyContacts and tblContacts and remove the extra join line between the ContactID field in tblContacts and the ReferredBy field in tblCompanies. In the first column on the Field line, enter:
EmpName: (tblContacts.Title + " ") & tblContacts.FirstName & " " & (tblContacts.MiddleInit + ". ") & tblContacts.LastName & (" " + tblContacts.Suffix)
Add the CompanyName and Address fields from tblCompanies. In the fourth column on the Field line, enter:
CSZ: tblCompanies.City & ", " & tblCompanies.StateOrProvince & " " & tblCompanies.PostalCode
Add the DefaultForCompany field from tblCompanyContacts, clear its Show check box, and enter True on the Criteria line. If you switch to Datasheet view, your result should look like Figure 8-49. 320
Part 1: Part Title
Building Complex Queries
F08QQ49
Figure 8-49. The first part of a union query to display names and addresses.
OK, that s the first part. You don t have to save this query leave it open in Design view. Start another query on tblContacts and add tblCompanyContacts. Create an EmpName field exactly as you did in the first query. In the second column, enter:
CompanyName: ""
Say what Well, one of the requirements to build a union query is that the two recordsets must both have the exact same number of columns and the exact same data types in the relative columns. A mailing label sent to a home address doesn t have a company name, but you need this field to line up with the ones you created in the first query. In 15, Constructing a Report, you ll see how the Mailing Label Wizard eliminates the blank row that would otherwise be created by including this field. Add the HomeAddress field from tblContacts in the third column and create this expression in the fourth column on the Field line:
CSZ: tblContacts.HomeCity & ", " & tblContacts.HomeStateOrProvince & " " & tblContacts.HomePostalCode
Finally, include the DefaultForCompany field from tblCompanyContacts, clear the Show check box, but this time set a criterion of False. The Datasheet view of this query should look like Figure 8-50.
8
F08QQ50
Figure 8-50. The second part of a union query to display names and addresses.
Part 2: Building a Microsoft Access Desktop Application
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Part 1: Part Title
Microsoft Office Access 2003 Inside Out Again, you don t have to save this query. Now you re ready to assemble your union query. Go to the Database window, click Queries under Objects, and double-click the Create query in Design view option at the top of the list of queries. You ll see a blank third query window with the Show Table dialog box opened up in front. Click the Close button to dismiss the dialog box. When Access sees that you haven t chosen any tables or queries, it makes SQL the default option on the View button at the left end of the toolbar. Click this button to switch to SQL view on this empty query. You should see a blank window with SELECT; displayed in the upper left corner. Go back to your first query and choose SQL view from the View menu (or you can open the list on the View button at the left end of the toolbar and choose SQL view there). You should see a window like Figure 8-51.
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