Creating a Lookup with Microsoft Access Tables :www.bluepecan.co.uk Creating a Lookup with Microsoft Access Tables Microsoft Office Training Access Training


The task at hand… :www.bluepecan.co.uk The task at hand… In this example we will lookup values in one table based on values in another. You may be familiar with the lookup concept if in Excel you have used VLookup or HLookup functions. I am going to use a really simple example to get you started.


The Products Table :www.bluepecan.co.uk The Products Table Create a new table and save it as tblProducts. Create the following fields in this table: Field Name Data Type ProductID AutoNumber ProductName Text ProductPrice Currency Set ProductID as the primary key


The Products Table :www.bluepecan.co.uk The Products Table Enter the following data into the tblProducts Table Product ID Product Name ProductPrice 1 A £5.99 2 B £10.59 3 C £21.99 4 D £35.49 5 E £19.99 That’s you first table done, you can now close it.


The Discounts Table :www.bluepecan.co.uk The Discounts Table The second table will contain information about discounts. The discount amount is dependant on the price of the product. For example if the product cost under £10 you only get a £2 discount. If it’s between £10 and £19.99 you get a whopping £5 discount – too good to be true you might say! There are other discount available too.


The Discounts Table :www.bluepecan.co.uk The Discounts Table Create a new table and save it as tblDiscounts. Create the following fields in this table: Field Name Data Type DiscountID AutoNumber StartPrice Currency EndPrice Currency Discount Currency Set DiscountID as the primary key


The Discounts Table :www.bluepecan.co.uk The Discounts Table Enter the following data into the tblDiscounts table: QuantityID StartPrice EndPrice Discount 1 £0.00 £9.99 £2 2 £10.00 £19.99 £5 3 £20.00 £29.99 £8 4 £30.00 £39.99 £10 5 £40.00 £49.99 £12 Now close the table


Create a Lookup Query :www.bluepecan.co.uk Create a Lookup Query Nearly there now, all we have to do is create a query that includes both tables. Create a new query in design view adding both the tblProducts table and the tblDiscounts table to the query.


Create a Lookup Query :www.bluepecan.co.uk Create a Lookup Query Now add the following fields to the query grid: From the tblProducts table add: ProductName & ProductPrice From the tblDiscounts table add: Discount In the criteria row for the ProductPrice field type the following: Between [tblDiscounts].[StartPrice] And [tblDiscounts].[EndPrice]


Create a Lookup Query :www.bluepecan.co.uk Create a Lookup Query Save the query as qryDiscountLookup. Now run the query to see the appropriate discount displayed for each product.


Create a Lookup Query :www.bluepecan.co.uk Create a Lookup Query You could calculate the new sale price if you liked. To do this switch back to design view in your query and in the next available field in your query grid write the following in the Field: row. SalePrice: [ProductPrice]-[Discount] Before you run the query you had better format your new calculated field to show the result in currency format. To do this click into the field on the query grid then click View | Properties. In the Field properties window find the Format properties and choose Currency .


Create a Lookup Query :www.bluepecan.co.uk Create a Lookup Query Save and run query again. You should have the discounted price for each product displayed in your new SalePrice field.


More Access Tutorials :www.bluepecan.co.uk More Access Tutorials For more Access Tutorials visit the Blue Pecan Free Microsoft Office Training page. For a direct link to this Access tutorial