Creating an Append Query in Microsoft Access

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Creating an Append Query in Microsoft Access
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This article talks about the importance of
the Append Query and the appropriate way of
creating them in Microsoft Access.   In Microsoft 
Access and all the other database management
systems,queries as the heart of the software
system which can execute numerous actions to make
your database more systematised and functional. Qu
eries prove to be useful for working on various
tasks including returning recordsets in an ordere
and filtered way, updating values, editing or
deleting data, and even making a new table in the
database.   Action Queries can be used for
adding, changing, or deleting numerous records
from a table, record or field at a click of a
button.   The additional advantage of an
Action Query is that user can preview their query
results in Microsoft Access before running it. 
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Microsoft Access provides the following types of
Action Queries  Append  Update
 Delete  Make-Table   Note that users
cannot undo an action query and therefore,
they mustcreate a backup of the data that
they want to update using the query.   Steps for
creating an Append Query Append query is
a kind of (SQL statement) action query
which lets users add records to a table. It is
also called an Insert Query since it uses INSERT
INTO command as its SQL syntax. Users can use
Append Query to add new tables or data to another
table. It can likewise be used for fetching data
from multiple tables.
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To make this process extra clear, lets
use two of our existing tables  StaffID and Staff
Salary.   Step 1  Open the database that has
the records that you want to copy.   Step 2
Click the Create tab and select Query Design to
open the query designer.
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Step 3  At this point, you should be able to
see the Show Tabledialog box. Double-click the
tables or queries that hold the records that you
want to copy. For our example, we are going to
use StaffID and StaffSalary. Click Close.  
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Step 4  Double-click each field that you want
to append. Each of the fields you select will be
shown in the Field row of the query design grid.
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Step 5 Click Run on the Design tab to see the
query result.   Step 6 Verify that the query
returned the records that you want to copy. If
you see the need to add or remove some fields,
return to Design view and add or delete the
fields.   Step 7 Convert the select query to
an append query. To do this, select Design View fr
om the View drop-down menu on the Home tab.
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Step 8  Click the Append button and a dialog box
will show.
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Step 9 Next, you need to specify whether to
append records to a table in the current database
or to a table in another database. If the table
is in the current database, click Current
Database in the dialog box and choose the table
from the drop-down list. If the table is in
another database, click Another Database then
click Browse to select the destination database.
Once youve chosen the database, select or enter
the name of the destination table in the Table
Name box. For our example, we will use the Staff
table. After selecting, click the OK
button.   Step 10 You then choose the
destination fields. The way you select
destination fields depends on how you created
your SELECT query. If you added all the fields
from your source table, Access will add all the
fields in the destination table to the Append to
row in the design grid. If you added every field
to the query or used expressions, and the field
names in the source and destination tables match,
Access will automatically add the matching
destination fields to the
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Append to row in the query. If you added
individual fields or used expressions, and any of
the names in the source and destination tables do
not match, Access will add the matching fields
and leave unmatched fields blank. In this case,
you can click a cell in the Append to row and
choose a destination field.   Step 11 Preview
the query before running. Do this by switching to
Datasheet View.   Step 12 After that, return to
Design View and click Run to append the
records.   You will then be able to see all the
additional data which have been appended to the
destination table.   In case you encounter a
crash in MS Access, do not hesitate to use a
specialisedaccdb recovery tool. It can be the
only thing to save you from the hassles of data
loss. But remember, taking backups first will
save you time and inconvenience.  
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Contact us
Ben Beitler
ben_at_accessdatabasetutorial.com
(44) 7881
502400
United Kingdom
London
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