Access query parameters list

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Access query parameters list

Parameter queries in Access are a great way to choose what you wish to see as your query result each time you run the query. One of the downsides to parameters is not being able to easily create a drop-down list from which users may choose what they wish to see.

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However, there is a way to accomplish this, with a little additional work. First, you will want to create a table or a query that has a list of the values you want to use in the drop-down list. If the field you wish to use is already in a table i. In our case, we have a Company Name field in our Customers table, so we will create a query to extract that field.

On the Create tab, click Query Design in the Queries group. From the Show Table dialog box, add the table that has the field you wish to use as your lookup field. From the table field list, double-click the field you wish to use in your drop-down list to add the field to your query grid.

This will eliminate any duplicates. The next step is to create a new form. This will be the parameter form that will have the drop-down list. The goal of this form will be to have users choose a value from the drop-down list i. Company Name which will automatically run a query with the record results i.

On the Create tab, click Form Design in the Forms group. In the form design, go to the Controls group on the design ribbon and click off the Control Wizard. Create a title for your form by using the Label tool in the Controls group. Next, in the Controls group, click on the Combo Box control, and click under your form title. If you wish, you can type a label for the drop-down.

Open the Property task pane for the Unbound control right-click on the unbound control and choose Properties from the short-cut menu.

access query parameters list

Go to the All tab and give the control a name i. CompanyName, or cboCompany if you are using a naming standard. Click the Data property tab and click the drop-down for the Row Source. Choose the table or the query you created that has the list you will be using in your drop-down. You may also want to set the Limit to List to Yes.

On the Property task pane, choose Form from the top drop-down list at the top to adjust the form properties and turn this into a dialog box. Go to the All tab. Type a descriptive title for the Caption. Set Auto Center to Yes.Whenever you want a query to ask for input each time you run the query, you create what's called a parameter query in Access Don't worry if that doesn't make a bit of sense right now. We'll teach you exactly what a parameter query is and how you can create them.

As you already know, you use criteria to narrow down the results you receive in a query. Criteria eliminates the expression "looking for a needle in a haystack. But let's say when running a query, you want to know using our book collection database as an example how many books you've recently added to your collection because you share this information with friends who might want to read them.

So, you want the query to show all the new books that you've added SINCE you last ran the query and sent out the list to your friends. To do this, you add criteria to a DateAdded field. This shows the date you purchased the book. The criteria tells Access that you want all books added after a certain date the date you last ran the query.

However, wouldn't it be a lot easier if Access prompted you to enter a date? The good news is that you can do this using a parameter query. The first thing you do is select the query for which you want to add a parameter to. You can see the one we've selected below.

MS Access - Parameter Queries

It contains the title of the book and the date it was purchased. This was the query we ran to see purchased books. You will need to add a Date Purchased field to the Books table, and enter some data. Now, switch the Design view. We can now add our criteria in brackets. The brackets indicate that Access should look for a field, or ask the user for a field if there is none. We enter that in the Date Purchased field. You can resize the columns by clicking and dragging on the edge of the column to make it wider, to see the full values.

Now, go back to Datasheet view to run the query. Access now prompts you for values for your parameter in a dialogue box, as shown below:.

Enter the Start Date for the query. Click OK. Enter an End Date. Access now shows us the results of our query:. When you enter parameters for your query, the prompts appear the way they do in Design view, from left to right.

You'd see the prompt from the first parameter that you entered, etc. But what if you want to change the order in which they appear?Open your query in Design view. To do so, in the Navigation pane, under Queriesright-click the query and click Design View. In the Criteria cell under the field you want to use, add an asterisk on either side of your criteria, or on both sides.

For example:. On the Design tab, in the Results group, click Run. In the Criteria cell of the field you want to use, type the operator Like in front of your criteria. Replace one or more characters in the criteria with a wildcard character. For example, Like R? In the Criteria cell of the field you want to use, enter Likefollowed by a pair of double quotes. For example: Like "". Within the double quotes, add a pair of square brackets and the range of characters you want to find, like so:.

This table lists and describes the wildcard characters you can use in an Access query. Matches zero or more characters. It can be used as the first or last character in the character string. Matches any one of a range of characters. You must specify the range in ascending order A to Z, not Z to A. You want to find customers whose last name starts with A through H — for use in a bulk mailing, for example.

It's recommended that you don't mix the two types of wildcards in the same database. Use these wildcard characters in queries created for an Access database. Matches any number of characters. Access wildcard character reference.

access query parameters list

Use the Find and Replace dialog box to change data. Using the Like operator and wildcard characters in string comparisons. Examples of query criteria. Like Operator. Skip to main content. Expand your Office skills. Get new features first. Was this information helpful? Yes No.

Any other feedback? How can we improve? Send No thanks.Keep in touch and stay productive with Teams and Officeeven when you're working remotely. Learn how to collaborate with Office Tech support scams are an industry-wide issue where scammers trick you into paying for unnecessary technical support services.

You can help protect yourself from scammers by verifying that the contact is a Microsoft Agent or Microsoft Employee and that the phone number is an official Microsoft global customer service number. I have read all of the related questions on the board and maybe I'm just brain dead but this is what I want to do I have gotton all of my table in line and have created my first queries but would like to on certain ones to have the user select from a list in order to set the query off.

I have followed seveal of the examples set forth here and just can not seem to follow them or get them to work. When I open the query and type "Chicago" as the parameter and run the query I get the perfect result but am not able to figure out how to get the list to choose from and then get the same results.

Did this solve your problem? Yes No. Sorry this didn't help. Thanks for the help John I named everything just as you have but when I run the query I get a nothing in the results. I did it first with my own naming setup and nothing I then renamed everything as you have and still nothing any thoughts on what I'm doing wrong? Thanks for your continued help. I have cut and pasted your suggestions and I still am getting the same respnse.

I have the form open and then run the query and the result is nothing returns in the query results. Thanks much for the help. April 14, Keep in touch and stay productive with Teams and Officeeven when you're working remotely. Site Feedback.Keep in touch and stay productive with Teams and Officeeven when you're working remotely. Query criteria help you zero in on specific items in an Access database.

Use wildcards in queries and parameters in Access

If an item matches all the criteria you enter, it appears in the query results. To add criteria to an Access query, open the query in Design view and identify the fields columns you want to specify criteria for. If the field is not in the design grid, double-click the field to add it to the design grid and then enter the criterion in the Criteria row for that field. A query criterion is an expression that Access compares to query field values to determine whether to include the record that contains each value.

If the value for that field in a given record is "Chicago"Access includes the record in the query results. Here are some examples of commonly used criteria you can use as a starting point to create your criteria. The examples are grouped by data types. Introduction to query criteria. Criteria for Text, Memo, and Hyperlink fields. Criteria for Number, Currency, and AutoNumber fields. Criteria for other fields. Query criteria are also referred to as expressions in Access.

The following tables shows some sample criteria and explains how they work. It includes only those records where the Price or UnitsInStock field contains a value greater than 25 and less than Only records where the number of years between a person's birthdate and today's date is greater than 30 are included in the query result. This criterion can be applied to any type of field to show records where the field value is null.

As you can see, criteria can look very different from each other, depending on the data type of the field to which they apply and your specific requirements. Some criteria are simple, and use basic operators and constants.

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Others are complex, and use functions, special operators, and include field references. This topic lists several commonly used criteria by data type. If the examples given in this topic do not address your specific needs, you might need to write your own criteria. To do that, you must first familiarize yourself with the full list of functions, operators, special characters, and the syntax for expressions referring to fields and literals.

Here, you will see where and how you add the criteria. To add a criteria to a query, you must open the query in Design view. You then identify the fields for which you want to specify criteria. If the field is not already in the design grid, you add it by either dragging it from the query design window to the field grid, or by double-clicking the field Double-clicking the field automatically adds it to the next empty column in the field grid.

Finally, you type the criteria in the Criteria row. Criteria that you specify for different fields in the Criteria row are combined by using the AND operator. In other words, the criteria specified in the City and BirthDate fields are interpreted like this:.

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The City and BirthDate fields include criteria. Only records where the value of the City field is Chicago will satisfy this criterion. Only records of those who are at least 40 years old will satisfy this criterion. Only records that meet both criteria will be included in the result. What if you want only one of these conditions to be met?

access query parameters list

In other words, if you have alternate criteria, how do you enter them? If you have alternate criteria, or two sets of independent criteria where it is sufficient to satisfy one set, you use both the Criteria and the or rows in the design grid.Keep in touch and stay productive with Teams and Officeeven when you're working remotely.

To make a query in Access desktop databases ask for criteria when you run it, create a parameter query. This allows you to use the same query over and over without having to constantly open it in Design view to edit the criteria. Parameters can be used by themselves or as part of a larger expression to form a criterion in the query. You can add parameters to any of the following types of queries:. For more information about the types of queries mentioned above, see Introduction to queries. Creating a parameter is similar to adding a normal criterion to a query:.

In the Criteria row of the field you want to apply a parameter to, enter the text that you want to display in the parameter box, enclosed in square brackets. For example, [Enter the start date:]. When you run the query, the prompt appears without the square brackets. You can use multiple parameters in a criterion. For example, Between [Enter the start date:] And [Enter the end date:] will generate two prompts when you run the query.

You can set the parameter to accept only a certain type of data. To specify the data type for parameters in a query:. In the Query Parameters box, in the Parameter column, enter the prompt for each parameter you want to specify a data type for. Make sure that each parameter matches the prompt that you used in the Criteria row of the query design grid. In the Data Type column, select the data type for each parameter.

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If a WHERE clause already exists, check to see whether the fields you want to add parameters to are already in the clause. Note that you need to add the same filter to each section of the query. In the picture above, the query has two sections separated by the UNION keywordso the parameter needs to be added twice. When you run the query, however, the prompt only appears once assuming you have spelled the prompt exactly the same in each section.

Why does Access want me to enter a parameter value?

For more information about union queries, see Use a union query to view a unified result from multiple queries. As with normal criteria, you can combine parameters with the Like keyword and wildcard characters to match a wider range of items. To do this:. When you run the parameter query, the prompt appears in the dialog box without the square brackets, and without the Like keyword or wildcard characters:.

After you enter the parameter, the query returns values that contain the parameter string. For example, the parameter string us returns items where the parameter field has a value of Australia and items where the value is USA. For more information about wildcards, see Using Wildcard characters as criteria.

For example, you might want to prompt for a year and then return items where the year is greater than the one you entered. Using a parameter in a query is as easy as creating a query that uses criteria. You can design a query to prompt you for one piece of information, such as a part number, or for more than one piece of information, such as two dates. For each parameter, a parameter query displays a separate dialog box that prompts you for a value for that parameter.Keep in touch and stay productive with Teams and Officeeven when you're working remotely.

When you want a query in Access to ask for input every time that you run it, you can create a parameter query.

Access 2016 Tutorial Parameter Queries Microsoft Training

You can also create a form to collect parameter values that will be used to restrict the records returned for queries, forms or reports. This article explains how to use forms to enhance your use of parameters in queries, forms, and reports.

Use parameters in queries. Specify parameter data types. Create a form that collects parameters. Create a form that collects parameters for a report. You can use criteria in a parameter query in Access to restrict the set of records that the query returns.

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You may find the dialog boxes that are provided by a parameter query to be insufficient for your purposes. In such cases, you can create a form that better meets your parameter collection needs. This article explains how to create a form that collects query and report parameters. This article assumes that you are familiar with creating queries and defining parameters in queries.

At a minimum, you should be familiar with creating a select query before you continue. This article provides examples of using parameters in queries. It does not provide a comprehensive reference for specifying criteria. For more information about how to create a select query, see the article Create a simple select query. For more information about queries in general, see the article Introduction to queries.

For more information defining parameters in queries, see the article Use parameters to ask for input when running a query. For more information about how to specify criteria in queries, see the article Examples of query criteria. Using a parameter in a query is as easy as creating a query that uses criteria. You can design a query to prompt you for one piece of information, such as a part number, or for more than one piece of information, such as two dates.

For each parameter, a parameter query displays a separate dialog box that prompts you for a value for that parameter. In the Criteria row of a field for which you want a parameter applied, type the text that you want the parameter dialog box to display, enclosed in square brackets, for example:. When you run the parameter query, the prompt appears in a dialog box without the square brackets. In the second example, two dialog boxes appear: one for Start Date and one for End Date.

access query parameters list

You can use the preceding steps to add a parameter to any one of the following types of queries: Select, Crosstab, Append, Make-table, or Update. You can also add a parameter to a union query by following these steps:. If a WHERE clause already exists, check to see whether the fields for which you want to use a parameter prompt are already in the clause, and if not, add them.

You can also specify what type of data a parameter should accept. When you specify the data type that a parameter should accept, users see a more helpful error message if they enter the wrong type of data, such as entering text when currency is expected. To specify the data type for parameters in a query, follow these steps:. In the Query Parameters dialog box, in the Parameter column, type the prompt for each parameter for which you want to specify the data type.

Make sure that each parameter matches the prompt that you use in the Criteria row of the query design grid. In the Data Type column, select the data type for each parameter. Although parameter queries feature a built-in dialog box that collects parameters, they provide only basic functionality.


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