Editing a Query Design in Microsoft Access 365

After you create a query, you may find that it needs additional fields, different criteria, or structural changes. In Microsoft Access 365, editing a query design is a straightforward process using Query Design View. This lesson explains how to update fields, adjust the layout, modify criteria, and manage tables within a query, all using modern Access best practices.

Opening a Query in Design View

To begin editing:

1. Locate the query in the Navigation Pane.
2. Right-click the query name.
3. Select Design View.

The query opens in a two-pane interface:

• Upper pane — tables (or queries) with their field lists
• Lower pane — the query design grid, where you define fields, criteria, sorting, visibility, and joins

Adding or Removing Tables

When modifying the structure of your query, you may need to add or remove tables.

To add a table:

• Go to the Design tab in the Ribbon.
• Select Show Table.

In the Show Table dialog, choose the tables (or existing saved queries) you want to add, then click Add. To remove a table, select its table box in the upper pane and press Delete.

Repositioning Tables in the Design Pane

You can drag table boxes around the design surface to keep related tables close together. This does not change the structure of the query—it only improves readability and organization.

Adding or Removing Fields

To add a field to the query design grid:

• Double-click the field in the table box, or
• Drag the field into a specific column in the grid

Dragging a field allows you to place it in an exact position; columns to the right shift automatically.

To remove a field from the grid:

1. Select the column by clicking the gray column selector.
2. Press Delete.

Adjusting Criteria and Sorting

The Design Grid is where you enter criteria and sorting options:

• Criteria row — filters results (e.g., >100, Like "A*")
• Sort row — sorts ascending or descending
• Show row — controls whether a field appears in the datasheet output

These settings update the underlying SQL that Access generates automatically.

Changing Column Widths in the Design Grid

You may wish to increase visibility in the design grid when working with long field names or criteria. To resize a column:

• Hover over the right edge of the column selector until the resizing cursor appears.
• Drag the divider to the desired width.

This adjustment affects Design View only. Column width in Datasheet View is managed separately.

Changing Column Width in Datasheet View

When you switch to Datasheet View, you may adjust the displayed column widths:

• Hover over the right side of the column header.
• Drag when the resizing cursor appears.
• Access remembers these widths the next time you open the datasheet.

These width changes apply only to the datasheet display—your query logic remains unchanged.

Moving Columns in the Design Grid

To reorder fields:

1. Click the column selector of the field you want to move.
2. Click again and drag it left or right.

This updates the output order in Datasheet View and the field order in SQL View.

Editing Joins and Relationships

To modify the join between tables:

• Double-click the join line between two tables.
• Choose between:
  • Inner Join (only matching records)
  • Left Join (all records from the left table)
  • Right Join (all records from the right table)

Adjusting the join type is essential when expanding a query to include related data or when troubleshooting missing results.

Deleting Columns

If a field is no longer needed:

1. Select the field’s column in the grid.
2. Press Delete.

This removes the field from output and from the SQL SELECT clause.

Editing Query Design - Exercise