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Choose the right way to create your query
| Method | Best for | Trade-off |
|---|---|---|
| Query Wizard | A quick, guided query with basic field selection. | Offers less control; some design details may need to be added later in Design view. |
| Query Design | Filtering, joins, expressions, summaries, and detailed editing. | Provides more control, but takes longer and makes it easier to misconfigure the query. |
For a query that finds and displays records, create a select query. Select queries retrieve data or calculate results; action queries, by contrast, add, change, or delete data. The steps below use a select query so they do not modify the underlying records. Microsoft explains the query types here.
Create a basic query with Query Wizard
- Open your database and select Create > Query Wizard.
- Choose Simple Query Wizard, then select OK.
- Choose the table or saved query that contains the data you need. Select fields and move them to Selected Fields.
- If Access asks whether you want detail or summary data, choose detail to see individual records. Choose summary when you want aggregate results such as a sum or average.
- Name the query and choose whether to open it or modify it in Design view, then select Finish.
The Wizard is a straightforward starting point for selecting fields. If you need more detailed criteria, joins, or other design settings, continue in Design view.
Build or edit a query in Design view
- Select Create > Query Design.
- Add the tables or saved queries that contain the data you want to use.
- Add output fields by dragging them into the design grid or double-clicking them in the source window.
- To filter records, enter a condition in the Criteria row beneath the relevant field. If a field is needed only to filter records and should not appear in the output, clear its Show check box.
- Select Run on the Query Design tab. Access displays the result in Datasheet view.
- Adjust fields or criteria and run the query again until the results answer your question. Save the query if you want to reuse it.
A select query points to the data in your tables rather than storing a separate copy of it, as Microsoft Support notes.
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Write criteria to filter records
A criterion is an expression Access compares with a field’s values to decide which records to include. Enter it in that field’s Criteria row. Use a condition suited to the field type—for example, a text condition can select records for a particular city. Access supports operators and expressions for filtering different kinds of values. Microsoft’s criteria examples show additional patterns.
- Require multiple conditions: Put conditions on the same criteria row across fields when all of them must be true.
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If the conditions stay the same but a value changes each time you run the query, use a parameter. For example, entering [For what city?] as a criterion prompts for a city when the query runs. Specify a parameter’s data type when appropriate, particularly for numeric, currency, or date/time values. Microsoft’s parameter-query guidance explains how to set one up. If the filter itself changes often and should not alter the saved query design, a temporary filter may be more suitable. See Microsoft’s guidance on filtering data.
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Use fields from related tables
Before combining data from multiple tables, check that the relationships are defined. Access displays joins between related fields; joins determine how records from the sources are combined. Add the required tables and fields to the query, then run it to inspect the result. Microsoft describes queries based on multiple tables.
For a many-to-many relationship, the query may also need the junction table that connects the two related tables—even if the output only shows fields from those two tables. Without the correct relationships or join path, the query may omit records or combine them in an unintended way.
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Summarize data instead of listing every record
Use a detail query when you need individual records. For totals or averages grouped by a category, open the query in Design view and select Totals to add a Total row to the grid. Choose an aggregate function for the field to summarize and group by the fields that define the categories, then select Run to inspect the results. Microsoft’s summary-query instructions cover the process.
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