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Logical Operators
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And Or Not Both conditions are True Either condition is True Not True >=10 And <=100 Books Or Videos Not Like AB* Values between 10 and 100, inclusive Either Books or Videos All values except those beginning with AB
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TABLE 8-1
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Operators Used in Expressions (continued)
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NOTE You can also enclose text values in expressions in quotation marks with the wildcards For
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example, Not Like AB* When filtering on a Date field, you can use one of the date functions in the criteria expression Table 8-2 shows examples of the date functions included in expressions used as criteria to limit the records in the Workorders table by values in the Completion Date field
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Function Date() DateAdd() Example <Date()+45 >DateAdd( m ,6,Date()) Result Displays workorders with Completion Date less than 45 days from today Displays workorders with Completion Date more than six months from today The m isolates the month value
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8:
Extracting Information with Queries
Function Year() DatePart()
Example Year([Completion Date])=2003 DatePart( q ,[Completion Date])=2
Result Displays workorders whose Completion Date falls in 2003 Displays workorders whose Completion Date is in the second calendar quarter The q isolates the calendar quarter
Month()
Year([Completion Date])=Year(Now) And Displays workorders with Completion Month([Completion Date])=Month(Now) Dates in the current year and month
Using Date Functions in Expressions (continued)
TABLE 8-2
NOTE If the field name contains a space, a colon (:), or any Access special character, the name must
be enclosed in brackets ([]) when used in an expression
Using a Single Criterion
You add a single selection criterion to a Criteria cell in the query design grid, exactly the same as in an advanced filter For example, if you want to see information from the Workorder Cost Sheet for only those jobs supervised by Gunderson, do the following: 1 Open the Workorder Cost Sheet query in Design view and enter 12 (the Employee ID number for Gunderson) in the Criteria cell of the Supervisor column, and then press ENTER Access adds quotation marks around 12 because the field is a text data type
2 Switch to Datasheet view to display the five records for Gunderson s jobs 3 Now you want to see the records for all jobs started before July 1, 2003, without regard to the supervisor Return to Design view and delete the Supervisor criteria by selecting the expression and pressing DEL 4 Enter <7/1/2003 in the Start Date Criteria cell and press ENTER Access adds the date delimiters (#)
Part II:
Retrieving and Presenting Information
5 Run the query to see the 11 records for jobs started before July 1, 2003 When you move out of the Criteria cell after entering the expression, Access automatically parses the expression and inserts characters to complete the syntax:
Brackets ([]) around field names Number signs (#) around dates Double quotation marks ( ) around text Equal sign (=) before a calculated field expression
Using Multiple Criteria
To apply more than one selection criterion, you combine them with the And or Or operators, using the same logic as with filters:
Use And to require both criteria be met to include the record in the query result Use Or to return records that satisfy either expression
NOTE If you want to select records based on field values, the field must be in the design grid, even
if you don t show it in the results Where you enter the expressions in the design grid depends on how you want them applied:
In one field using Or, enter one expression in the Criteria row and the second in
the Or row
In one field using And, enter both expressions in the Criteria row combined with
the And operator This combination is seldom used because a field usually can t have two different values at once, but it can be used to find a combination of text strings in a memo field
TIP If the expression is wider than the input area, press SHIFT-F2 with the insertion point in the cell
where you enter the expression This opens the Zoom box where you can enter and edit the expression Even though the text wraps to multiple lines in the Zoom box, the expression is only one line
In two fields using Or, enter one expression in the Criteria row of one column and the
other expression in the Or row of the other column It doesn t matter which is which
8:
Extracting Information with Queries
In two fields using And, enter both expressions in the Criteria row
In three fields using both And and Or, enter one pair of And expressions in the
Criteria row and the other pair in the Or row
The results of this query are sorted by Supervisor (actually, by Supervisor ID)
Part II:
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