Microsoft Knowledge Base Archive

This article was previously published under Q304357

Novice: Requires knowledge of the user interface on single-user computers.

This article applies only to a Microsoft Access database (.mdb).

For a Microsoft Access 2002 version of this article, see 304356� (http://support.microsoft.com/kb/304356/EN-US/ ) .

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Summary

This article shows you how to modify query properties in Microsoft Access. This information is useful if you want to perform such tasks as:

Change the display of fields.
Create top value queries.
Add an alias for a table.
Change field captions and formatting.

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More information

Query Properties

To view all the query properties, in Design view of any query, right-click in an empty space in the query design window, and then click Properties on the shortcut menu.

The following table lists all the query properties and explains what each one is used for.

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Property Name	Description
Description	You can use the Description property to provide information about objects contained in the Database window as well as about individual table or query fields.
Output All Fields	You can use the OutputAllFields property to show all fields in the query's underlying data source and in the field list of a form or report. Setting this property is an easy way to show all fields without having to click the Show box in the query design grid for each field in the query.
Top Values	You can use the TopValues property to return a specified number of records or a percentage of records that meet the criteria you specify. For example, you might want to return the top 10 values or the top 25 percent of all values in a field.
Unique Values	You can use the UniqueValues property when you want to omit records that contain duplicate data in the fields displayed in Datasheet view. For example, if a query's output includes more than one field, the combination of values from all fields must be unique for a particular record to be included in the results.
Unique Records	You can use the UniqueRecords property to specify whether to return only unique records based on all fields in the underlying data source, not just those fields present in the query itself.
Run Permissions	You can use the RunPermissions property in a multiuser environment with a secure workgroup to override the existing user permissions. This allows you to view a query or run an append, delete, make-table, or update query that you otherwise wouldn't have permission to run. For example, as a user, you may have read-only permission for queries, while the owner of the queries has read/write permission. If the owner sets the RunPermissions property to specify the owner's permissions, you can run an append query to add records to a table.
Source Database	The SourceDatabase property specifies the external database in which the source tables or queries for a query reside.
Source Connect Str	The SourceConnectStr property specifies the name of the application used to create an external database.
Record Locks	You can use the RecordLocks property to determine how records are locked and what happens when two users try to edit the same record at the same time.
Recordset Type	You can use the RecordsetType property to specify what kind of recordset is available.
ODBC Timeout	You can use the ODBCTimeout property to specify the number of seconds Microsoft Access waits before a time-out error occurs when a query is run on an Open Database Connectivity (ODBC) database. By setting this property to zero (0), no time-out will occur.
Filter	You can use the Filter property to specify a subset of records to be displayed when a filter is applied to a form, report, query, or table.
Order By	You can use the OrderBy property to specify how you want to sort records in a form, query, report, or table.
Max Records	Specifies the maximum number of records that will be returned by an ODBC database to a Microsoft Access database (.mdb).
Subdatasheet Name	You can use the SubdatasheetName property to specify or determine the table or query that is bound to the subdatasheet.
Link Child Fields	You can use the LinkChildFields and LinkMasterFields properties together to specify how Microsoft Access links records in a form or report to records in a subform, subreport, or embedded object, such as a chart. If these properties are set, Microsoft Access automatically updates the related record in the subform when you change to a new record in a main form.
Link Master Fields	You can use the LinkChildFields and LinkMasterFields properties together to specify how Microsoft Access links records in a form or report to records in a subform, subreport, or embedded object, such as a chart. If these properties are set, Microsoft Access automatically updates the related record in the subform when you change to a new record in a main form.
Subdatasheet Height	You can use the SubdatasheetHeight property to specify or determine the display height of a subdatasheet when expanded.
Subdatasheet Expanded	You can use the SubdatasheetExpanded property to specify or determine the saved state of all subdatasheets within a table or query.

Field Properties

To see the field properties, in Design view of any query, right-click in a field in the query design grid, and then click Properties on the shortcut menu.

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Property Name	Description
Alias	You can use the Alias property to specify a custom name for a source table or query when you use the same table or query more than once in the same query.
Source	You can use the Source property to specify the source connection string and source database for a query's source table or query.

For additional information about lookup field properties, click the article number below to view the article in the Microsoft Knowledge Base:

304463� ACC2000: How to Add Lookup Fields in a Microsoft Access Table

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References

For more information about modifying query properties, click Microsoft Access Help on the Help menu, type change query properties in the Office Assistant or the Answer Wizard, and then click Search to view the topics returned.

You can also view this information on the World Wide Web by clicking the Working with Queries topic on the Microsoft Access 2000 Help page at the following Microsoft Web site:

Microsoft Access 2000 Help

For additional information about creating crosstab queries with multiple value fields, click the article number below to view the article in the Microsoft Knowledge Base:

209143� ACC2000: Creating a Crosstab Query with Multiple Value Fields

For additional information about creating select queries, click the article number below to view the article in the Microsoft Knowledge Base:

304361� ACC2000: How to Create a Select Query in Microsoft Access

For additional information about creating parameter queries, click the article number below to view the article in the Microsoft Knowledge Base:

304353� ACC2000: How to Create a Parameter Query in Microsoft Access

For additional information about how to convert a select query to an action query, click the article number below to view the article in the Microsoft Knowledge Base:

304355� ACC2000: How to Convert a Select Query to an Action Query

For additional information about modifying query properties, click the article number below to view the article in the Microsoft Knowledge Base:

304357� ACC2000: How to Modify Query Properties in Microsoft Access

To download a sample Microsoft Access database that contains over 20 query examples, including the techniques described in these articles, see the following article in the Microsoft Knowledge Base:

207626� ACC2000: Access 2000 Sample Queries Available in Download Center

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Article ID	:	304357
Revision	:	4
Created on	:	6/25/2004
Published on	:	6/25/2004
Exists online	:	False
Views	:	372

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ACC2000: How to Modify Query Properties in Microsoft Access

Summary

More information

Query Properties

Field Properties

References

Applies to: