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1 CHAPTER 4 Access More Skills 12 Specify Relationship Join Types Database objects forms, queries, and reports display fields from related tables by matching the values between the fields common to both tables. By default, these objects match records using an inner join a query join type that displays a record only when the common field between two related tables has a matching value in both of the tables. Access supports join types in addition to the inner join. These join types are used to display all the records from one table, even when there is no matching record in the other table. Join types can be changed in the Relationships window or in query Design view. Changing the join type in the Relationships window affects all database objects that depend on the relationship. Changing the join type in a query affects only that query. To complete this database, you will need the following file: a04_cypress_sponsors You will save your file as: a04_cypress_sponsors_your_name 1. Start Access. Locate and open the file a04_cypress_sponsors. Save the file in your Access Chapter 4 folder as a04_cypress_sponsors_your_name If the security message displays, enable the content. Microsoft Access Chapter 4 - Designing Advanced Database Objects More Skills: SKILL 12 Page 1 of 5

2 2. In the Navigation Pane, under Queries, right-click Sponsors without Tournaments, and then click Design View. Compare your screen with Figure 1. The query depends on the relationship between the Sponsors and Tournament Sponsors tables. The relationship line between the two tables indicates an inner join will be used. The query will display only the Sponsor Names that have a matching Sponsor ID in the Tournament Sponsors table. Inner join relationship Figure 1 3. From the Results group, click the Run button. Scroll through the query results and notice that every sponsor listed has a matching tournament. 4. Click the View button to return to Design view. In the Criteria row of the Tournament column, type Is Null 5. Run the query, and then notice that no records are returned with this criteria. With the inner join type, the query does not display the sponsors that have never sponsored a tournament because they do not have a matching record in the second table. 6. Switch to Design view. Right-click the relationship line between the two tables. In the displayed shortcut menu, click Join Properties. If your shortcut menu does not display the Join Properties command, try again taking care to place the tip of the pointer in the middle of the relationship line when right-clicking. Compare your screen with Figure 2. Join types are specified in the Join Properties dialog box. The first option is an inner join. The second option specifies a left outer join a join type where every record in the one side of the relationship displays even if there is no matching record in the table on the many side of the relationship. The third option specifies a right outer join a join type where every record in the many side of the relationship displays even if there is no matching record in the table on the one side of the relationship. Microsoft Access Chapter 4 - Designing Advanced Database Objects More Skills: SKILL 12 Page 2 of 5

3 Join Properties dialog box Inner join Left outer join Right outer join Figure 2 7. In the displayed Join Properties dialog box, click the second option button, and then click OK. The relationship line has an arrow pointing to the table on the many side of the relationship indicating a left outer join will be used. 8. Run the query. Notice that one sponsor, Aboff s, has never sponsored a tournament. 9. In the Append row, click in the Sponsor Name column, and then type Your Name using your first and last name. 10. Compare your screen with Figure 3, and then Save the query. If you are to print your work, Print the query datasheet. Sponsor with no matching record Your Name entered as sponsor Figure 3 Microsoft Access Chapter 4 - Designing Advanced Database Objects More Skills: SKILL 12 Page 3 of 5

4 11. Close the query. In the Navigation Pane, under Queries, double-click Tournaments without Sponsors. The query currently uses an inner join to display all Tournaments that have a sponsor. 12. Switch to Design view. Right-click the relationship line between the Tournaments and Tournament Sponsors tables. In the displayed shortcut menu, click Join Properties. Click the second option button, and then click OK. The relationship line has an arrow pointing to the table on the many side of the relationship indicating a left outer join will be used. 13. Right-click the relationship line between the Tournaments Sponsors and Sponsors tables. In the displayed shortcut menu, click Join Properties. Click the third option button, and then click OK. Compare your screen with Figure 4. The relationship line between the Sponsors and Tournament Sponsors tables has an arrow pointing to the table on the one side of the relationship indicating a right outer join will be used. Left outer join Right outer join Figure Run the query. Scroll through the query results and notice that several tournaments without a sponsor are listed. 15. Switch to Design view. In the Criteria row of the Sponsor Name column, type Is Null 16. Run the query, and notice that five tournaments display. Save, and then Close the query. 17. With the Tournaments without Sponsors query selected, display the Create tab. In the Reports group, click the Report button. 18. Select the Sponsor Name column, and then press X. 19. Switch to Design view. In the Controls group, click the Label button. Microsoft Access Chapter 4 - Designing Advanced Database Objects More Skills: SKILL 12 Page 4 of 5

5 20. In the Report Footer, position the crosshairs of the pointer on the 3 inch vertical grid line and two grid dots below the top of the Report Footer. Click one time, and then using your own name, type Prepared by Your Name 21. Click the View button to switch to Report view, and then compare your screen with Figure 5. If you are to print your work, Print the report. Sponsor Name column deleted Label inserted Figure Click Save, click OK, and then Close the report. 23. Exit Access. Submit your printouts or submit the files electronically as directed by your instructor. You have completed More Skills 12 Microsoft Access Chapter 4 - Designing Advanced Database Objects More Skills: SKILL 12 Page 5 of 5

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