How to create a query that has parameters to evaluate complex criteria in Microsoft Access

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Article ID: 290178 - View products that this article applies to.
This article was previously published under Q290178
This article applies only to a Microsoft Access database (.mdb or .accdb).

Moderate: Requires basic macro, coding, and interoperability skills.

For a Microsoft Access 2000 version of this article, see 209250.
For a Microsoft Access 97 version of this article, see 103252.
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SUMMARY

In Microsoft Access, you can use variable parameters in queries. This article discusses how to construct a query that requires more than one prompt. You can use each parameter both as criteria and as a field to allow complicated evaluation of the value that is entered in each parameter.

MORE INFORMATION

CAUTION: If you follow the steps in this example, you modify the sample database Northwind.mdb. You may want to back up the Northwind.mdb file and follow these steps on a copy of the database.

The following parameter query is based on the Orders table in the sample database Northwind.mdb. It selects orders written between two dates provided by the user.

If the user does not enter either the Start Date or the End Date, the query returns all dates greater than or equal to the Start Date, or less than or equal to the End Date. If the user enters neither a Start Date nor an End Date, the query returns all orders.
  1. Open the sample database Northwind.mdb.
  2. Create a new query that is based on the Orders table.
  3. Enter the following query:
        Query: FindOrdersByDate
        ---------------------------------------------------------
        Type: Select Query   
    
        Field: OrderID
        Show: Yes
    
        Field: OrderDate
        Sort: Ascending
        Show: Yes
        First Criteria Line: Between [Start Date] and [End Date]
        Second Criteria Line: <=[End Date]
        Third Criteria Line: >=[Start Date]
    
        Field: [Start Date]
        Show: No
        First Criteria Line: Is Not Null
        Second Criteria Line: Is Null
        Third Criteria Line: Is Not Null
        Fourth Criteria Line: Is Null
    
        Field: [End Date]
        Show: No
        First Criteria Line: Is Not Null
        Second Criteria Line: Is Not Null
        Third Criteria Line: Is Null
        Fourth Criteria Line: Is Null
    					
  4. In Microsoft Office Access 2003 or Microsoft Access 2002, on the Query menu, click Parameters. In Microsoft Office Access 2007, click the Design tab, and then click Parameters in the Show/Hide group. In the Query Parameters dialog box, add two entries, one for each parameter in the query, as follows:
        Query Parameters
        -----------------------
        Parameter: Start Date
        Data Type: Date/Time
    
        Parameter: End Date
        Data Type: Date/Time
    					
  5. In Access 2003 or in Access 2002, click Datasheet on the View menu to run the query. In Access 2007, click the Design tab, and then click Datasheet View in the View list in the Results group to run the query.

    Note Access prompts you for the value of the parameters. Then, Access substitutes the proper values in the query.

Properties

Article ID: 290178 - Last Review: March 30, 2007 - Revision: 6.1
APPLIES TO
  • Microsoft Office Access 2007
  • Microsoft Office Access 2003
  • Microsoft Access 2002 Standard Edition
Keywords: 
kbhowto KB290178

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