Query doesn't pull all data from tables

[CARANJ]

Any guesses as to why a query would not pull all the data from a table? The query is matching data from one prior query to data in another table.

TABLE 1 - LISTS ALL OUR EMPLOYEES - 5348 records:
employee list
employee's budget #
(and a bunch of other fields, not relevant to this question)

QUERY 1:


contains all our budget #s
administrator assigned to oversee each budget #

(the link is the budget #s, as you might guess)

QUERY 2 THAT I'M ASKING ABOUT:
results desired is a list showing all 5348 employees, their respective budget #, and the related administrator
(purpose is to have a handy list to respond to employee budget questions... ("Oh, I see you're in budget 12345, I'll call Susan who is your admin.")

RESULTS COME BACK AS DESIRED *BUT* WITH ONLY 4388ish RECORDS -- ??? It makes no logical sense, everything else is fine.

Any suggestions what I should check?

Thanks,
Cindi
(newcomer, first post)

[June7]

Are you sure all budget numbers in BudgetAdministrator table/query?

Try a Find Unmatched query to see if numbers in Employees not in BudgetAdministrator. Can use the query wizard.

This is essentially a query that joins the two datasets with join type "Include all records from employees ..." with criteria under the BudgetAdministrator budget number field of Is Null.

[CARANJ]

You mean, if there are employees with budget #s NOT in the administrator query, then the resulting query would just skip them? That might be it--we did add a bunch of budget #s recently, employees might've been moved into them but my table doesn't have them...? I will check that, thanks, and post back.

[June7]

The query won't show record if it is INNER JOIN. Use OUTER (LEFT or RIGHT) to list all employees even if there is no matching BudgetAdministrator record.

[orange]

Show us the SQL view of your query.

[CARANJ]

You mean, if there are employees with budget #s NOT in the administrator query, then the resulting query would just skip them? That might be it--we did add a bunch of budget #s recently, employees might've been moved into them but my table doesn't have them...? I will check that, thanks, and post back.

Answering my own answer, LOL... Just posting a last follow-up to confirm that, indeed, was the problem -- if there is missing information, the query simply skips the record. It returns only records that have all the requested info. Thus, employees in my table without budget numbers were ignored. When I went back to the table and updated all their info, and re-ran the query, all records were captured.

THANK YOU VERY MUCH to you all for your assistance!
Cindi