A query shows only the records and fields you ask for, such as all candidates from Kerala sorted by name. To create a query in Access, use Create › Query Design, add a table, choose fields and type criteria.
Step 1: Open Query Design
- Go to Create › Query Design.
- In the Add Tables pane, double-click the table you want, for example Candidate Details, and close the pane.
Step 2: Choose the fields
Double-click the fields you want to see. Each one appears as a column in the grid at the bottom. Double-click * to include every field.
Step 3: Add criteria
Type conditions in the Criteria row under a field:
| To show | Criteria |
|---|---|
| State is Kerala | "Kerala" |
| Age 30 or more | >=30 |
| Born in 2000 or later | >=#01/01/2000# |
| Name starts with A | Like "A*" |
| City is Kochi or Thrissur | "Kochi" Or "Thrissur" |
| Email is missing | Is Null |
Criteria on the same row are joined with AND; criteria on the or row below are joined with OR.
Step 4: Sort and run
- In the Sort row, choose Ascending or Descending.
- Click Run (the red exclamation mark) to see the results.
- Save the query with Ctrl + S. It runs again on the latest data every time you open it.
Ask for a value each time
Type a prompt in square brackets in the Criteria row, for example [Enter state]. When the query runs, Access asks for the state and shows only those records.
Count and total with a query
Click Totals on the Query Design tab. A Total row appears: set it to Group By for State and Count for Registration ID to count candidates in each state.
FAQ
What is the difference between a query and a filter?
A filter is temporary. A query is saved and can be reused, used in a form or report, or exported to Excel.
Does a query store data?
No. A select query shows data from tables each time it runs; the data stays in the tables.
Can I use a query in Excel?
Yes. In Excel, use Data › Get Data › From Database › From Microsoft Access Database and pick the query.