How to Create Queries in Access

When you want to retrieve information from a database, the best way to do it is by using a query. Access makes it easy to set up queries to consistently pull the data you want for analysis and reporting.

The whole point of a database is to have the ability to retrieve and manipulate the data for analysis and reporting. The query is the database tool that allows you to do just that. When you first start to learn about queries, it is best to start with a simple query that will give you basic information. As you learn more, complex queries can help you better target specific pieces of information for deep analysis of the data.

Ways to Create Queries

You have two choices for creating queries.

  • Query Wizard is the best tool if you do not know SQL (the programming language for creating database queries). The steps are pretty well spelled out, so by using the wizard you will probably have the help you need as you work through it.
  • If you already know SQL and know what data you want, you can enter the Query Design View and start writing your query from scratch. The following steps walk you through how to use this view.


The first thing you have to do is make sure that the data is present. You need to know what the fields are called to ensure the query targets the right data. It is also important to make sure that there is at least some data associated with the fields you would like to pull. If no data is associated, check to see if there is a file that has not been loaded. You also need to make sure you know the names of the tables you want to use in the query.

If you are not able to find the data and you know that it was loaded into your database, you may need to recover Access database or restore an earlier version of the database.

Working with Query Design View

Design View is like a behind the scenes look at the data. For queries, it is a little harder to understand because it assumes some basic knowledge of queries.

  1. Go to the Create tab and click on Query Design. The Show Table screen appears.Click On Query Design
  1. Click on the tables that you would like to use to get the data for your query. Once they are highlighted, click Add,then click Close.Add The Table For Query
  1. Select the columns with the data you would like included. If there is a particular element you would like to include, such as people with the last name Smith, add it on the Criteria row under the column you would like to add. The column is probably named something like Last Name. The criteria you add is Smith.Select The Field And Add The Criteria
  1. Click the ! Run button. This will start the query.Click The "Run" Button
  1. Review the returned data. There should always be data you know should be returned during your first few trials so that you can make sure you properly selected the items you needed for the query.Review The Returned Data
  1. Save the query for future use.Save The Query

Author Introduction:

Victor Ren is a data recovery expert in DataNumen, Inc., which is the world leader in data recovery technologies, including repair xlsx corruption and word recovery software products. For more information visit

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