Now you have created a query that retrieves the data from a specific set of fields, but suppose that you want to see only the data within a field that meets a set of criteria. For example, you want to see the records in the census database grouped by the neighborhood where people live. A parameter query lets you set the criteria for your query when you run it.

You can add a parameter to an existing query, or create a parameter query in Design view. You add a parameter by entering a prompt in the criteria box of the field for which you want to set parameters. You must enclose the prompt in square brackets.

CREATE A PARAMETER QUERY

1. Open the query to which you want to add a parameter by clicking it in the database window and then clicking Design in the upper-left corner of the window.

2. Click the Criteria text box of the field you want to set a parameter for and then type the prompt that will appear when you run the query. Remember to enclose the prompt in square brackets [ ].

3. Save the query with the added parameter and then close it.

RUN A PARAMETER QUERY

1. With the query open in Design view, click Run on the Query Design toolbar. Before your datasheet appears, Access 2000 displays a dialog box prompting you to enter the criteria you are interested in.

2. Enter the value and then click OK. The datasheet opens showing only the specific information you have requested.

You have learned just two of many types of queries you can create and run in Access 2000. You can use mathematical expressions to perform calculations on your data or you can use aggregate functions, such as Avg or Sum, to calculate statistical information. To learn how to create other queries, ask the Office Assistant.