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Finding, sorting, and filtering records

From: Access 2010 Essential Training

Video: Finding, sorting, and filtering records

Access makes it easy to search your tables for exactly the data that you're looking for using three techniques: finding, sorting, and filtering. Double-click on your SalesReps table to open it. Now, first, let's look at how to navigate around on our data. At the bottom, down here is the navigator. You can see what record you're on as you click around. Now remember, if you are using an AutoNumber field, that AutoNumber is not a counter. When you delete a record, these numbers don't change, but the total down here will.

Finding, sorting, and filtering records

Access makes it easy to search your tables for exactly the data that you're looking for using three techniques: finding, sorting, and filtering. Double-click on your SalesReps table to open it. Now, first, let's look at how to navigate around on our data. At the bottom, down here is the navigator. You can see what record you're on as you click around. Now remember, if you are using an AutoNumber field, that AutoNumber is not a counter. When you delete a record, these numbers don't change, but the total down here will.

Now there are Previous and Next arrows to scroll through your data. You can go back to your first record or to your last record. This arrow with a spark right here will take you to the bottom row to start a new record, no matter where you are. If you want to search for a specific value, for example Hodge, you can start typing in here, and it will get highlighted in your data as you type. Now, let's find all of our SalesReps who make $8 an hour. Scroll over to the right and find an $8 and highlight it.

When I go up here to Find, because I highlighted it, it will autofill. I have choices here for looking in the whole document, or just in this field. It can either be just a part of the field or the whole entire field. Let me move this out of the way. As I click Find Next, it will scroll through and find them all. It's finished searching the records, so I'll click OK. Now, let's say we want to give all of our $8 reps a raise. We can replace the 8 with 9.

I can either click on the Replace tab right here, or I could also use this Replace button here, if the window is not open. In the Replace With field, type in $9, and we can either replace them one at a time or go ahead and replace them all at once. Now notice that you cannot undo this Replace operation, and we do want to continue. Now, all of our $8 reps now make $9. Go ahead and cancel this window.

Now, let's work with our Customers table. Open up Customers. Let's say that one of our customers is no longer using our olive oils, and we want to delete them from our database. Go up to Find. It's autofilled this Customer ID, because that's what I was clicked on when we invoked the Find command. So let's change this to Uni and then change it to the current document and whole field, and click Find Next. Then cancel the window. It's highlighted Uni. Click on the gray box to the left of it, and up here, click Delete.

Now, because we have a relationship between our customers and the orders they place, Access notices that we're going to do a cascading delete. Not only are we going to delete this one record, but we're also going to delete all of Uni's related orders. Do we want to delete them? Yes we do. That change is permanent. Now, let's do some sorting. Click on the arrow field next to State. It gives us the options to sort it from Z to A, or from A to Z. Now, we can also filter.

If we just want to see certain values, click on that dropdown again. Turn off the Select All. Let's just look for customers from California, and scroll down, and Maryland. Click OK. Now, we just see those customers. Notice there is a filter here to remind us that a filter is applied. Drop it down again, and choose Select All, then click OK, and everybody comes back again. Click on Company, and now this time let's do the sort from up here.

Click on this Ascending button. Now, go over to the City field and double-click on Abilene. Click on this Selection button right here, and it gives us the options of finding everybody in Abilene, everybody except in Abilene, or as appropriate, containing or not containing Abilene. We'll go ahead and say Does Not Contain 'Abilene'. Now notice that this Toggle Filter button is now orange. Click on it repeatedly to toggle your last filter on and off again.

This big Filter button here has the same choices as clicking on this arrow right here. If you click on Text Filters, you'll also see Begins With and Ends With. Also notice this Clear filter from City, which completely removes all of your filters from memory, so that you see all of your records. Next, go up to Advanced, and choose Filter By Form. This blanks out your table, and now you can fill in the blanks to find what you're looking for.

This is perfect when you want to search for records that match more than one criteria. Go to State and choose Maryland. Then tab over to Web Page. We're going to find all the companies who do have Web pages. The Access programming used for blanks and not blanks is either Is Null, or Is not Null. Is not Null means that there will be data in the Web page. So, right now, we're looking for companies from Maryland who do have Web pages.

Go ahead and toggle your Filter on. We see two customers. So, now we can see if they advertise that they only use the finest ingredients, including TwoTreesOliveOil. Click the Advanced button again and choose Clear All Filters. The Advanced button also has an option for an Advanced Filter/Sort, which actually pulls up the Query Builder. We'll explore these in detail in a later chapter. Close this window. These filtering techniques also work when using Forms.

So, you can see that finding, sorting, and filtering records gives you a quick and powerful way to locate only the records you're looking for.

Show transcript

This video is part of

Image for Access 2010 Essential Training
Access 2010 Essential Training

79 video lessons · 60343 viewers

Alicia Katz Pollock
Author

 
Expand all | Collapse all
  1. 1m 25s
    1. Welcome
      51s
    2. Using the exercise files
      34s
  2. 19m 8s
    1. Database concepts and terminology
      5m 35s
    2. Starting Access
      55s
    3. Creating a new file
      1m 10s
    4. Trusting a file
      56s
    5. The Quick Access toolbar
      1m 8s
    6. Backstage view
      2m 45s
    7. Exploring ribbons
      2m 59s
    8. Using the Navigation pane
      2m 11s
    9. Getting help
      1m 29s
  3. 23m 33s
    1. Planning and designing your database
      1m 33s
    2. Creating tables using Application Parts
      6m 48s
    3. Creating tables in Layout view with Quick Start
      3m 59s
    4. Creating and editing tables in Design view
      2m 41s
    5. Setting a primary key
      1m 20s
    6. Creating a lookup field
      3m 59s
    7. Creating multi-value fields
      2m 19s
    8. Using calculated fields
      54s
  4. 13m 5s
    1. Setting field properties
      7m 34s
    2. Setting input masks
      2m 3s
    3. Setting validation rules
      3m 28s
  5. 5m 20s
    1. Creating relationships and enforcing referential integrity
      4m 32s
    2. Viewing subdatasheets
      48s
  6. 19m 52s
    1. Entering data into your tables
      9m 44s
    2. Formatting tables
      4m 2s
    3. Finding, sorting, and filtering records
      6m 6s
  7. 29m 57s
    1. Creating data-entry forms
      2m 31s
    2. Using the Form Wizard
      1m 38s
    3. Modifying a form in Layout view
      7m 1s
    4. Using Design view
      12m 41s
    5. Setting tab stops
      1m 26s
    6. Adding buttons to a form
      1m 49s
    7. Using navigation forms
      2m 51s
  8. 26m 49s
    1. Introduction to queries
      1m 9s
    2. Using the Query Wizard
      1m 52s
    3. Creating a query in Design view with criteria
      4m 18s
    4. Creating wildcard queries
      1m 24s
    5. Creating reusable parameter queries
      1m 29s
    6. Creating yes/no queries
      1m 12s
    7. Creating "and" and "or" queries
      3m 7s
    8. Building calculation queries
      2m 44s
    9. Creating statistical queries
      3m 1s
    10. Using update queries
      2m 56s
    11. Using delete queries
      1m 31s
    12. Creating crosstab queries
      2m 6s
  9. 26m 43s
    1. Introduction to reports
      1m 28s
    2. Using the Report Wizard
      2m 0s
    3. Formatting reports in Layout view
      5m 16s
    4. Identifying report structure in Design view
      2m 30s
    5. Adding group and sort capabilities to a report
      2m 43s
    6. Adding existing fields from other tables
      1m 59s
    7. Adding totals and subtotals to a report
      2m 58s
    8. Adding conditional formatting and data bars to a report
      2m 38s
    9. Creating multi-table reports
      1m 46s
    10. Creating mailing labels
      2m 16s
    11. Printing reports
      1m 9s
  10. 4m 32s
    1. PivotTables
      2m 29s
    2. PivotCharts
      2m 3s
  11. 7m 35s
    1. Creating macros
      2m 53s
    2. Attaching macros to objects
      2m 26s
    3. Using data macros
      2m 16s
  12. 17m 10s
    1. Importing Excel and text data
      3m 39s
    2. Exporting data into Excel
      1m 0s
    3. Exporting to PDF
      53s
    4. Exporting into a Word Mail Merge
      1m 3s
    5. Publishing to a web browser in HTML or XML
      1m 51s
    6. Sharing via email
      58s
    7. Collecting data over email
      2m 42s
    8. Using Package and Sign
      1m 14s
    9. Publishing to SharePoint
      2m 59s
    10. Importing and exporting with SharePoint
      51s
  13. 6m 41s
    1. Compacting and repairing a database
      48s
    2. Using data analysis tools
      1m 4s
    3. Encrypting a database and setting a password
      2m 22s
    4. Splitting a database
      2m 27s
  14. 8m 19s
    1. Customizing the ribbons
      1m 16s
    2. Setting Access options
      7m 3s
  15. 14s
    1. Goodbye
      14s

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