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In Access 2010 Power Shortcuts, Access expert Alicia Katz Pollock shares hundreds of tips and shortcuts to vastly increase efficiency and get the full power out of Access 2010. The course includes tips for working with the Ribbon and Quick Access toolbar, managing files, customizing and automating Access, rapid data entry and editing, working with tables, queries, forms, and reports, managing your database, and much more. Exercise files accompany the course.
This tip is less of an Access feature than it is a practical solution that will help your workflow. If you ever needed to run a report or a query that only includes specific records, but they vary each time. For example, may be I'm doing a series of promotions for my olive oils, but my selection of recipients isn't based on any of the criteria in my Customers Table, I need a way to mark who will be included. Flags are really nothing more than the Yes/No field. Open up your Customers Table and make sure you are clicked in Customer ID. I'll go to my Table tools Field's ribbon and I'll choose a Yes/ No field.
It enters a new field and now I will immediately type the name Flag and press Enter. Now click on the field name and then click it again and drag it before Customer ID, so it's the first field. The last step is to make the field only as big as the check box itself, so it doesn't take up a lot of room. Hold your cursor over the line between the fields. This might be a little tricky because of the dropdown. When you get the double-headed arrow, click and hold and drag. I like to make the field just big enough that I can see that F at the top, that's it.
Now when you have to pick and choose from items in your table, you can click on this box in front of those items. Once I have my list and check marks, I can use that little black dropdown arrow to filter just the Yes items. I'll turn off False and click Ok, now I see just the items with my check marks. And now I want them all back again, I'll click on the dropdown again and Select All and everything comes back. Now you can also run a query based on this flagged check marks, and that's easy to do too.
Here I have a query called Flagged and when I run it, it only pulls the records that I selected. If I look at it in Design view I can see that my flag field has the criteria 'Yes' that's all there is to it. Using the Flag check box will come in handy of the viewers as you work with your data because you can use it for anything, anytime.
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