query- how can this be done?

[Matthew Kramer]

How would be the best way to do this in Access?

I have two tables. The first table has all the rows of data. The first
column of this table has a country name, the second has a year and the
third column is the data value.

The second table is just a list of standard years ie. 1980, 1985, 1990,
1995).

Is there a way to arrange a query so that all of the rows in table 1
which do not have a standard year (according to the list in table 2) in
the year column are noted and a new table (table 3) is created from
which does the following:

- for all rows in table 1 which do not have a standard year, the content
of year (in the year column) is changed to the standard year which is
closest. ie. if non-standard year is 1992, the standard year is 1990).
- a new column is added at the end with the field heading "notes". In
this column for the row, the original non-standard year ie. 1992 is put
as words "this data refers to 1992".

For example, if the tables are as follows then:

table 1:
country year value
austria 1992 11.5

table 2:
standardyears
1990
1995

table 3:
country year value notes
austria 1990 11.5 this data refers to 1992

Looking forward to your suggestions.

Matthew Kramer


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[John Winterbottom]

"Matthew Kramer" <mk********@hot mail.com> wrote in message
news:41******** **************@ news.newsgroups .ws...

How would be the best way to do this in Access?

I have two tables. The first table has all the rows of data. The first
column of this table has a country name, the second has a year and the
third column is the data value.

The second table is just a list of standard years ie. 1980, 1985, 1990,
1995).

Is there a way to arrange a query so that all of the rows in table 1
which do not have a standard year (according to the list in table 2) in
the year column are noted and a new table (table 3) is created from
which does the following:

- for all rows in table 1 which do not have a standard year, the content
of year (in the year column) is changed to the standard year which is
closest. ie. if non-standard year is 1992, the standard year is 1990).
- a new column is added at the end with the field heading "notes". In
this column for the row, the original non-standard year ie. 1992 is put
as words "this data refers to 1992".

For example, if the tables are as follows then:

table 1:
country year value
austria 1992 11.5

table 2:
standardyears
1990
1995

table 3:
country year value notes
austria 1990 11.5 this data refers to 1992

I've replaced you table names with ones that are more meaningful. This
should work ...

select c.country,
(
select top 1 y2.standardYear
from years as y2
order by abs(c.year-y2.standardYear )
), value, "this data refers to " & c.year as notes
into Matthew
from countries as c
left outer join years y on c.year = y.standardYear
where y.standardYear is null

[Salad]

Matthew Kramer wrote:

How would be the best way to do this in Access?

I have two tables. The first table has all the rows of data. The first
column of this table has a country name, the second has a year and the
third column is the data value.

The second table is just a list of standard years ie. 1980, 1985, 1990,
1995).

Is there a way to arrange a query so that all of the rows in table 1
which do not have a standard year (according to the list in table 2) in
the year column are noted and a new table (table 3) is created from
which does the following:
Yes. Create a query. Query/New/Design. Select Table1 and Table2.
Create a reference line/link by dragging YearFld To YearFld. Dbl-click
on the line and select All records in Table1 and All Records that match
in Table2 (may be option 2 or 3). Drag the asterisk (*) to the first
column in the directory. Drag the year from table 2 to the second
column. In the criteria, enter Is Null. Run it. If acceptable, select
Query from the designer menu and select MakeTable and save to Table3.
- for all rows in table 1 which do not have a standard year, the content
of year (in the year column) is changed to the standard year which is
closest. ie. if non-standard year is 1992, the standard year is 1990).
- a new column is added at the end with the field heading "notes". In
this column for the row, the original non-standard year ie. 1992 is put
as words "this data refers to 1992".
Open up the table3 and add a new field to hold the notes. If you are
going to merge the tables together, simply create the notes field before
you run any query.

Create an update query to store the new notes. Create a column like
NewNotes:"This data refers to " & Table3!YearFld
and run.

You will have to make multiple passes or queries.

Create a new query as above but select only Table3. In a column you
could enter.
LessMax : NZ(DMax("YearFl d","Table2","Ye arFld < " & [Table3].[YearFld],0)

GreaterMin : NZ(DMin("YearFl d","Table2","Ye arFld > " &
[Table3].[YearFld],0)

This will pull the closest less than/greater than years.

Now create another update query for Table3. Enter something like
Expr1:IIF(DateF ld - LessMax < DateFld - GreaterMin,Less Max,GreaterMin)

and update this to DateFld.

This is a general outline. I am assuming you know how to create
maketable/update queries and can create an expression in a query.


For example, if the tables are as follows then:

table 1:
country year value
austria 1992 11.5

table 2:
standardyears
1990
1995

table 3:
country year value notes
austria 1990 11.5 this data refers to 1992

Looking forward to your suggestions.

Matthew Kramer


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[Matthew Kramer]

Many thanks for the suggestions. I will try them out.

Matthew

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