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INTRODUCTORY MICROSOFT ACCESS Lesson 4 – Finding and Ordering Data

INTRODUCTORY MICROSOFT ACCESS Lesson 4 – Finding and Ordering Data. Objectives. Find data in a database. Query a database. Use filters. Sort a database. Index a database. Establish relationships in a database. Create a query from related tables. And operator Ascending sort

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INTRODUCTORY MICROSOFT ACCESS Lesson 4 – Finding and Ordering Data

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  1. INTRODUCTORY MICROSOFT ACCESSLesson 4 – Finding and Ordering Data

  2. Objectives • Find data in a database. • Query a database. • Use filters. • Sort a database. • Index a database. • Establish relationships in a database. • Create a query from related tables.

  3. And operator Ascending sort Descending sort Filter Indexing Multitable query One-to-many relationship Or operator Primary key Query Referential integrity Relationship Search criteria Subdatasheet Terms Used in This Lesson

  4. See Figure 4-1 in student book, Find and Replace dialog box Using Find • The Find command is the easiest way to located data in a database. • Choose Find on the Edit menu or click the Find button on the toolbar. The Find and Replace dialog box will open.

  5. Creating a Query in Design View • A query lets you combine criteria to perform complex searches and allows you to display selected fields. • To create a query, open the database and click Queries on the Objects bar. • Click New to create a new query. The New Query dialog box appears. • Choose the Design View option. • Choose the table and select the fields to be used in the query. • Enter the search criteria. Save when finished.

  6. Using the Simple Query Wizard • The Simple Query Wizard asks you questions and then creates a query based on your answers. • Choose Queries on the Objects bar and then click New. • In the New Query dialog box, choose Simple Query Wizard. • Follow the screens to create the query.

  7. Using Filters • A filter is similar to a query; however, it displays all fields and cannot be saved. • To create a filter, a table must be open. • Choose Filter on the Records menu and select one of the Filter types: • Filter by Form • Filter By Selection • Filter Excluding Selection • Advanced/Filter Sort

  8. Sorting a Database • To sort a table, open the table and place the insertion point in the field by which you want to sort. • Click either the Sort Ascending or Sort Descending button. • Ascending Sort (arranges records from A to Z or smallest to largest) • Descending Sort (arranges records from Z to A or largest to smallest)

  9. Index a Database • Indexing is an important part of database management systems. • Indexing allows records to be located quickly, especially in large databases. • To index a field, go to Design view. • Choose Yes for Indexed in the Field Properties section.

  10. See Figure 4-18 in student book, One-to-many relationship Establishing Relationships Within a Database • You can create queries, forms, and reports to display information from several tables at once. • Create a relationship between tables that contain a common field. • Common fields must have the same data type although they can have different field names. • Enforce referential integrity between tables when creating a relationship to ensure a valid relationship and prevent invalid data from being entered.

  11. Creating a Multitable Query • A multitable query displays the shared information from related tables at once. • To create a new query, open the database, choose Queries on the Objects bar, and click the New button. • In the New Query dialog box, choose the Design view option. • Add the related tables to the query window. • Choose the fields and enter the search criteria.

  12. Summary • The Find command is the easiest way to locate data in the database. The Find command searches the database for specified information. • Queries allow more complex searches. A query allows you to search records using multiple and complex criteria and allows you to display selected fields. • A filter is similar to a query; however, it displays all fields and cannot be saved.

  13. Summary • Indexing is an important part of database management systems. Indexing allows records to be located quickly, especially in large databases. • By defining relationships between the different tables within a database, you can create queries, forms, and reports to display information from several tables at once. Matching data in key fields sets up a relationship.

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