View a unified result from multiple queries with a union query - Access - ...

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View a unified result from multiple queries with a union query

When you want to review all of the data that is returned by several similar select queries together, as a combined set, use a union query. For example, if your database has two unrelated tables, one that stores customer data and another that stores data about suppliers and both tables have contact information fields, and youd like to see the contact information from both tables in one view. You would first create select queries for each table to retrieve only contact information, and then combine the results with a union query. Let us take a more detailed look at how to do this but firs, take a look at some requirements for a union query.
NOTE The content in this article is intended for use with Access desktop databases. You cannot create or use a union query in Access apps.

Step 1: Create the select queries

NOTE Although you can include multiple tables or queries in a query, this procedure assumes that each of your select queries includes data from only one table.

1. On the Create tab, in the Queries group, click Query Design. 2. In the Show Table dialog box, double-click the table that has the fields that you want to include. The table is added to the query design window. 3. Close the Show Table dialog box. 4. In the query design window, double-click each of the fields that you want to include. As you select fields, make sure that you add the same number of fields, in the same order, that you add to the other select queries. Pay careful attention to the data types of the fields, and make sure that they have compatible data types with fields in the same position in the other queries that you are combining. For example, if your first select query has five fields, the first of which contains date/time data, make sure that each of the other select queries that you are combining also has five fields, the first of which contains date/time data, and so on. 5. Optionally, add criteria to your fields by typing the appropriate expressions in the Criteria row of the field grid. 6. After you have finished adding fields and field criteria, you should run the select query and review its output. On the Design tab, in the Results group, click Run. 7. Switch the query to Design view. 8. Save the select query, and leave it open. 9. Repeat this procedure for each of the select queries that you want to combine. For more information see applying criteria to a query.

Step 2: Combine the select queries

In this step, you would be creating the union query using SQL statements. (For more information, see the SQL syntax.) 1. On the Create tab, in the Queries group, click Query Design. 2. Close the Show Table dialog box. 3. On the Design tab, in the Query group, click Union. The query design window is hidden, and the SQL view object tab is displayed. At this point, the SQL view object tab is empty. 4. Click the tab for the first select query that you want to combine in the union query. 5. On the Home tab, click View > SQL View. 6. Copy the SQL statement for the select query. Click the tab for the union query that you started to create at step 1. 7. Paste the SQL statement for the select query into the SQL view object tab of the union query. 8. Delete the semicolon (;) at the end of the select query SQL statement. 9. Press ENTER to move the cursor down one line, and then type UNION on the new line. 10. Click the tab for the next select query that you want to combine in the union query. 11. Repeat steps 5 through 10 until you have copied and pasted all of the SQL statements for the select queries

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into the SQL view window of the union query. Do not delete the semicolon or type anything following the SQL statement for the last select query. 12. On the Design tab, in the Results group, click Run. The results of your union query appear in Datasheet view.

Tips for using union queries

To be able to distinguish which rows came from which table, add a text string as a field in each of your select statements. For example, if one select statement is retrieving fields from a table named Products, and another select statement is retrieving fields from a table named Services, add the string "Product" as a field at the end of the first statement, and "Service" at the end of the second statement. You can also assign a field alias (for example, "type") to the strings by using the AS keyword, as shown in the following example:

SELECT field1, field2, ... "Product" AS type SELECT field1, field2, ... "Service" AS type
The query output would include a field named "type" that displays whether the row came from the Products table or the Services table. Each UNION keyword combines the SELECT statements that immediately precede and follow it. If you use the ALL keyword with some of the UNION keywords in your query, but not with others, the results will include duplicate rows from the pairs of SELECT statements that are combined by using UNION ALL, but will not include duplicate rows from the SELECT statements that are combined by using UNION without the ALL keyword. The number, data types, and order of the fields in the select queries must correspond. You can use expressions, such as calculations or subqueries, to make them correspond. For example, you can match a two-character year field with a four-character year field by using the Right function to extract the last two digits of the four-character year.

Using the results of a union query to create a new table

First use the union query as input for a new select query, and then use that select query as the basis of a make-table query as in the following steps: 1. Create and save the union query. 2. On the Create tab, in the Queries group, click Query Design. 3. In the Show Table dialog box, click the Queries tab. 4. Double-click your union query, and then close the Show Table dialog box.
NOTE If you see a Security warning in the Message Bar, action queries, may be disabled. To enable action queries, just click Enable Content on the Message Bar.

5. In the query design grid, on your union query's object tab, double-click the asterisk (*) to use all of the union query's fields to make a new table. 6. On the Design tab, in the Query Type group, click Make Table. 7. In the Make Table dialog box, type a name for the new table, optionally specify a different database in which to create the table, and then click OK. 8. On the Design tab, in the Results group, click Run.

Using a union query to perform a full outer join

You can use a union query to perform a full outer join. A full outer join does not limit the rows that are returned from either of the joined tables, but does combine rows on the basis of values in the join field. 1. Create a query that has a left outer join on the field that you want use for a full outer join. 2. On the Home tab, in the Views group, click View, and then click SQL View. 3. Press CTRL+C to copy the SQL code. 4. Delete the semicolon at the end of the FROM clause, and then press ENTER.

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5. Type UNION, and then press ENTER.

NOTE

Do not use the ALL keyword when you use a union query to perform a full outer join.

6. Press CTRL+V to paste the SQL code that you copied in step 3. 7. In the code that you pasted, change LEFT JOIN to RIGHT JOIN. 8. Delete the semicolon at the end of the second FROM clause, and then press ENTER. 9. Add a WHERE clause that specifies that the value of the join field is NULL in the first table listed in the FROM clause (the left table). For example, if the FROM clause is:

FROM Products RIGHT JOIN [Order Details] ON Products.ID = [Order Details].[Product ID]
You would add the following WHERE clause:

WHERE Products.ID IS NULL

10. Type a semicolon (;) at the end of the WHERE clause to indicate the end of the union query. 11. On the Design tab, in the Results group, click Run. The results of your union query appear in Datasheet view. For more information see, joining data sources in a query.

Additional information Some requirements for a union query

The select queries that you combine in a union query must have the same number of output fields, in the same order, and with the same or compatible data types. When you run a union query, data from each set of corresponding fields is combined into one output field, so that the query output has the same number of fields as each of the select statements.
NOTE

For the purposes of a union query, the Number and Text data types are compatible.

A union query is SQL-specific, and therefore must be written directly in SQL. You would switch to SQL View to write SQL-specific queries, including union queries.

SQL syntax of a union query

In a union query, each select query (also called a select statement) has the following clauses: CLAUSE SELECT FROM Optional WHERE CONTAINS A LIST OF fields that contain data that you want to retrieve tables that contain those fields Criteria for those fields.

The select statements are combined by using the UNION keyword. The basic SQL syntax for a union query is as follows:

SELECT field_1[, field_2,] FROM table_1[, table_2,] UNION [ALL] SELECT field_a[, field_b,...] FROM table_a[, table_b,];
For example, if your database has a table named Products and another table named Services and both tables have fields that contain the name of the product or service, the price, warranty or guarantee availability, and whether you offer the product or service exclusively. Although the Products table stores warranty information, and the Services table stores guarantee information, the basic information is the same (whether a particular product or service comes with a promise of quality). You can use a union query, such as the following one, to combine the four fields from the two tables:

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SELECT name, price, warranty_available, exclusive_offer FROM Products UNION ALL SELECT name, price, guarantee_available, exclusive_offer FROM Services;
Let us examine the preceding syntax example line by line: SYNTAX SELECT name, price, warranty_available, exclusive_offer EXPLANATION First SELECT clause ADDITIONAL INFORMATION SELECT is followed by a list of identifiers that indicates the fields from which you want to retrieve data. A SELECT clause must list at least one field. This SELECT clause lists the field identifiers name, price, warranty_available, and exclusive_offer. FROM Products First FROM clause A FROM clause follows a SELECT clause, and together they form a basic select statement. FROM is followed by a list of identifiers that indicates which tables contain the fields that are listed in the SELECT clause. A FROM clause must list at least one table. This FROM clause lists the table identifier Products. UNION ALL The UNION keyword and the optional ALL keyword The results of the SELECT statement that precedes UNION will be combined with the results of the SELECT statement that follows UNION. When you use the ALL keyword, duplicate rows are not removed from the union query results. By using the ALL keyword, the query can run faster, because Access does not have to check for duplicate rows. Use the ALL keyword if any of the following conditions is true: You are certain that the select queries will not produce any duplicate rows. It does not matter if your results have duplicate rows. You want to see duplicate rows. SELECT name, price, guarantee_available, exclusive_offer Second SELECT clause Some Rules: The second SELECT clause must have the same number of fields as the first SELECT clause. Fields that share common data must appear in the same order in the clause. Fields that share common data must have the same or compatible data types.
NOTE The names of the fields in the output of a union query are from the first SELECT clause. Hence, in the example, data from the field "warranty_available" and from the field "guarantee_available" is named "warranty_available" in the query output.

FROM Services

Second FROM clause

There are no restrictions on the tables in the FROM clauses of a union query. You can create a union query that uses the same tables in each FROM clause. You can have different numbers of tables in the FROM clauses. In our example, the FROM clauses each has only one table.

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