INTRODUCTORY MICROSOFT ACCESS Lesson 4 Finding and Ordering Data - PowerPoint PPT Presentation

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INTRODUCTORY MICROSOFT ACCESS Lesson 4 Finding and Ordering Data

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The Find and Replace dialog box will open. See Figure 4-1 in student book, ... The Find command searches the database for specified information. ... – PowerPoint PPT presentation

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Title: INTRODUCTORY MICROSOFT ACCESS Lesson 4 Finding and Ordering Data


1
INTRODUCTORY MICROSOFT ACCESS Lesson 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
Terms Used in This Lesson
  • 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

4
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
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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