Data is an integral part of the business world, regardless of the size of your business. For those who are looking to manage massive amounts of data, no program works quite like Microsoft Access. One of the best things about Microsoft Access is that it can easily manage data sources of all sizes, which makes it beneficial in every business environment.
Along with the data you directly enter into Access, you can also import data from outside sources. A couple of the most popular ways to import data are through Microsoft Excel or SQL. After the data has been added to a specific database, there are many tools available to help you explore it. However, before you can begin this process, you must first learn the best ways to import the data into the database.
As before mentioned, one of the best ways to import data into Access is by using SQL. This is a language that has been created to help you interact with the data within your database. It was first introduced during the late 1970s and has since evolved into something more potent than ever intended. At first, the designers of this language designed it to be a standard language, but today there are many dialects of it.
Jet SQL is the version that is used by Microsoft Access. Luckily, this is a version that is relatively simple to learn. Here are a few tricks to get you started.
What can you use SQL For?
SQL is actually used many times when you are interacting with Microsoft Access. For example, when you run a query or use a filter, SQL is the language that the program uses to complete your desired task. However, instead of needing to write the code for this process yourself, Access has built-in functions to do the work for you.
Another way SQL is utilized in Access is through the report building process. When you build a report, it is common to require variations of the same description. Some users choose to create copies of the report and make changes to it. However, you can make one report and simply generate an SQL statement to go along with every report you wish to display. This is a way to save time and effort, but still, have the reports you need the most.
Working with SQL
While many tools are available to the user that is already included with Microsoft Access, there are times when you may wish to view and edit the SQL code that the program is using. This allows you to further customize the data you receive from queries and will help make your reports more customized to your needs.
When you first start out with SQL, it is best to think of it as a phrase. Just like any sentence, SQL needs clauses to function correctly. For example, one joint SQL statement revolves around the word 'select.' This particular function will allow you to select a specific report from a group of data. When designing the report, you will need to tell the program what to look for and a description of the data involved.
'Insert' is also a big statement that is used along with Access. This statement allows you to enter additional information into the database. When using this statement, you will need to tell the program the table and the fields where you wish to insert the data. Along with this, you will also need to dictate to the program what data you want to enter into these locations.
Properly Structuring SQL Statements
When you are choosing to write your own SQL statements, it is first essential to know the proper way to write them. Keywords, arguments, and clauses are the most critical parts of any SQL statement. Some of the most popular keywords are select, delete, from, and update. But there are several others you can rely on.
One thing you can add to your statements is brackets. In Access, the proper brackets to use is the rounded version or parenthesis. These items will help to group important information together and sometimes makes the statement more comfortable to read. Keep in mind that these are not required, and many users actually find it easier to do without them.
You should also make sure you provide the program with as much data as possible. The program will need this information to help it determine the information you are looking for. For example, if you are referring to more than one table, you will need to include both the field name and the table in your statement.
When you are referring to the text within your database, you will need to enclose it in either single quotes or double quotes. Both items work the same, so it is up to you to use the one that you are most comfortable with. However, when you are referring to a date, you must use the hash marks or number signs to enclose the data. Also, the proper date format in Access is month/day/year. Regardless of how you usually write the date, make sure this is how you write it with SQL.
Finally, every statement must be ended with a semicolon. This is the one item that will tell the program that your statement has completed. One great thing about Access is that it will correct this issue if you happen to forget. However, when you are writing SQL code in other programs, this is not a luxury you will have, so it is best to practice using it.
Is SQL Really that Important?
If you are working with Microsoft Access, SQL is a vital part of what you do. However, for the most part, users of Microsoft Access don't really have a need to learn SQL. It does have its benefits, however. For example, it allows users to have the ability to engage with the data in their database even more than before. Because of learning SQL, users can fine-tune their queries and get quite a bit more out of their data.
For those who haven't quite gotten started using SQL, it is never too late to begin learning more about it. The best place to start is through the online sources you can find all around the internet. These sources will help point you in the right direction, so you can learn everything you need to about SQL and its effect on your Access databases.Â