Microsoft Office Tutorials and References
In Depth Information
TROUBLESHOOTING COMMON PROBLEMS
3.
My query reads
Enter Parameter Value
when I run it. What is that?
This problem almost always indicates that you have misspelled a field name in an expression
in a Criteria field or calculated field. Access is very fussy about spelling; for example, it is
casesensitive. Access is also
meaning that when you insert a space in a field name
when defining a table, you must also include a space in the field name when you reference it in
a query expression. Fix the typo in the query expression.
space-sensitive,
4.
I
m getting an enormous number of rows in my query output
many times more than I need.
Most of the rows are duplicates!
This problem is usually caused by a failure to link all of the tables you brought into the top half
of the query generator. The solution is to use the manual click-and-drag method to link the
common fields between tables. The spelling of the field names is irrelevant because the link
fields need not have the same spelling.
5.
For the most part, my query output is what I expected, but I am getting one or two duplicate
rows or not enough rows.
You may have linked too many fields between tables. Usually, only a single link is needed
between two tables. It is unnecessary to link each common field in all combinations of tables; it
is usually sufficient to link the primary keys. A simplistic explanation for why overlinking causes
problems is that it causes Access to
and repeat itself in its answer.
On the other hand, you might be using too many tables in the query design. For example, you
brought in a table, linked it on a common field with some other table, but then did not use the
table. In other words, you brought down none of its fields, and/or you used none of its fields in
query expressions. In this case, if you got rid of the table, the query would still work. Click the
unneeded table
overthink
s header at the top of the QBE area, and press the Delete key to see if you can
make the few duplicate rows disappear.
6.
I expected six rows in my query output, but I only got five. What happened to the other one?
Usually, this problem indicates a data entry error in your tables. When you link the proper
tables and fields to make the query, remember that the linking operation joins records from the
tables on common values (equal values in the two tables). For example, if a primary key in one
table has the value
the primary key or the linking field in the other table should be the
same to allow linking. Note that the text string
123,
”—
the space in the second string is considered a character too. Access does not see unequal values
as an error. Instead, Access moves on to consider the rest of the records in the table for linking.
The solution is to examine the values entered into the linked fields in each table and fix any
data entry errors.
123
is not the same as the text string
123
7.
I linked fields correctly in a query, but I
m getting the empty set in the output. All I get are the
field name headings!
You probably have zero common (equal) values in the linked fields. For example, suppose you
are linking on Part Number, which you declared as text. In one field, you have part numbers
001
,
002
, and
003
; in the other table, you have part numbers
0001
,
0002
, and
0003
.
Your tables have no common values, which means that no records are selected for output. You
must change the values in one of the tables.
8.
s sales orders. A Totals query is called for. Sales are
denoted by an invoice number, and I made that a text field in the table design. However, when
I ask the Totals query to
I
m trying to count the number of today
Sum
the number of invoice numbers, Access tells me I cannot add
them up! What is the problem?
Text variables are words! You cannot add words, but you can count them. Use the Count Totals
operator (not the Sum operator) to count the number of sales, each being denoted by an invoice
number.
9.
m doing time arithmetic in a calculated field expression. I subtracted the Time In from the
Time Out and got a decimal number! I expected eight hours, and I got the number .33333.
Why?
I
 
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