Query Types: Parameter, Totals, Action

Parameter Queries - Ask at Run Time

In criteria type [Enter City:]. When you run the query Access asks for the value - one query, many questions. Great for reports:

Criteria: [Enter start date:]

Run -> prompt appears -> type 01/08/2026 -> filtered view

Totals Queries (grouped)

Query Design → Totals (the Σ) button. Access adds a Total: row:

Field: City | Balance
Total: Group By | Sum

Result: one row per city with the summed balance. Other totals: Avg, Count, Min, Max.

Action Queries - Change Data

• Update - change many records: raise every price 5%.
• Append - copy records into another table.
• Delete - remove matching rows (use with backup!).
• Make-Table - export a snapshot query to a new table.

Crosstab Queries

Crosstab turns rows into columns - a compact pivot. Total sales with months as columns and products as rows: one click under Query Type → Crosstab.

Safety First

• Preview action queries in Datasheet view before switching to Run.
• Back up the database before any delete/update batch.
• Rename to something explicitly dangerous like qryDeleteOldOrders.

Key Points

• Parameters make queries interactive; Totals make them analytical.
• Action queries change real data - preview, back up, then run.
• Crosstab produces Excel-style pivots without leaving Access.