How to Use SQL in Microsoft Access on Windows 11

Posted on 17th June 2023

Introduction

Microsoft Access is a relational database management system (RDBMS) that supports the Structured Query Language (SQL) used to manipulate data. Access is part of the Microsoft Office suite and can be used as a stand-alone application or as part of a networked environment. Access can be used to create web-based databases that can be accessed by users over the Internet or an intranet.

Using SQL in Microsoft Access

To use SQL in Microsoft Access, you need to understand the basics of the SQL language. SQL is a standard language for querying and manipulating data in a relational database. SQL commands are used to select data from a database, insert data into a database, update data in a database, and delete data from a database.

The most basic SQL command is the SELECT statement, which is used to select data from a database. The SELECT statement has a number of clauses that can be used to specify the data to be selected. The FROM clause specifies the table or tables from which the data will be selected. The WHERE clause specifies the conditions that must be met for the data to be selected. The ORDER BY clause specifies the order in which the data will be selected. The LIMIT clause specifies the number of rows that will be selected.

The INSERT statement is used to insert data into a database. The INSERT statement has a number of clauses that can be used to specify the data to be inserted. The INTO clause specifies the table into which the data will be inserted. The VALUES clause specifies the values to be inserted. The SET clause specifies the columns to be inserted. The WHERE clause specifies the conditions that must be met for the data to be inserted.

The UPDATE statement is used to update data in a database. The UPDATE statement has a number of clauses that can be used to specify the data to be updated. The SET clause specifies the columns to be updated. The WHERE clause specifies the conditions that must be met for the data to be updated. The ORDER BY clause specifies the order in which the data will be updated. The LIMIT clause specifies the number of rows that will be updated.

The DELETE statement is used to delete data from a database. The DELETE statement has a number of clauses that can be used to specify the data to be deleted. The FROM clause specifies the table or tables from which the data will be deleted. The WHERE clause specifies the conditions that must be met for the data to be deleted. The ORDER BY clause specifies the order in which the data will be deleted. The LIMIT clause specifies the number of rows that will be deleted.

Conclusion

SQL is a standard language for querying and manipulating data in a relational database. Access is a relational database management system (RDBMS) that supports the SQL language. SQL commands are used to select data from a database, insert data into a database, update data in a database, and delete data from a database.

1. Open your Access database.

2. Click on the ‘External Data’ tab in the ribbon.

3. In the ‘Import & Link’ group, click on the ‘ODBC Database’ icon.

4. In the ‘Get External Data – ODBC Database’ dialog box, select the ‘Link to the data source by creating a linked table’ option and click on the ‘OK’ button.

5. In the ‘Link Tables’ dialog box, select the ‘MS Access Driver (*.mdb, *.accdb)’ option and click on the ‘OK’ button.

6. In the ‘Select Data Source’ dialog box, select the database file that you want to link to and click on the ‘OK’ button.

7. In the ‘Link Tables’ dialog box, select the table that you want to link to and click on the ‘OK’ button.

8. The linked table will now be added to your Access database.

Create a new query

To create a new query:

1. In the Navigation Pane, right-click the Queries node, and then click New Query.
2. In the New Query dialog box, click Blank Query, and then click OK.
3. In the query design grid, add the tables or queries that contain the data you want to use in your query. To add a table or query, click the table or query in the Navigation Pane, and then click Add.
4. In the query design grid, double-click the fields that you want to include in the query results.
5. If you want to sort or filter the data, or if you want to specify conditions for inclusion or exclusion, click the Sort & Filter button or the Conditional Formatting button on the Design tab.
6. If you want to apply a totals row or calculate values in your query, on the Design tab, in the Show/Hide group, click Totals.

Create a parameter query

A parameter query is a query that asks for input from the user before running the query. For example, you might want to create a parameter query that prompts the user for a date range, a product name, or a region. To create a parameter query:

1. In the Navigation Pane, right-click the Queries node, and then click New Query.
2. In the New Query dialog box, click Blank Query, and then click OK.
3. In the query design grid, add the tables or queries that contain the data you want to use in your query. To add a table or query, click the table or query in the Navigation Pane, and then click Add.
4. In the query design grid, double-click the fields that you want to include in the query results.
5. On the Design tab, in the Show/Hide group, click Parameters.
6. In the Parameter Column dialog box, type a name for the parameter in the Parameter column, and then type a prompt in the Prompt column.
7. If you want to specify a data type for the parameter, in the Data Type column, click the data type that you want.
8. If you want to specify a default value for the parameter, in the Default Value column, type the default value.
9. If you want to specify criteria for the parameter, in the Criteria row of the field that you want to apply the criteria to, type the criteria.

Create a query by using the Query Wizard

The Query Wizard helps you create queries without having to know SQL. To create a query by using the Query Wizard:

1. In the Navigation Pane, right-click the Queries node, and then click New Query.
2. In the New Query dialog box, click Query Wizard, and then click OK.
3. In the first page of the wizard, select the type of query that you want to create, and then click Next.
4. In the next page of the wizard, select the tables or queries that contain the data that you want to use in your query, and then click Next.
5. In the next page of the wizard, select the fields that you want to include in the query results, and then click Next.
6. In the next page of the wizard, specify any sorting or filtering options, and then click Next.
7. In the next page of the wizard, specify any grouping options, and then click Next.
8. In the next page of the wizard, specify any totals options, and then click Next.
9. In the last page of the wizard, specify a name for the query, and then click Finish.