Find and Replace Used to quickly find and/or replace data quickly Access - Find, Sort, Filter & Queries PPT Notes Name ______________________ Find and Replace Used to quickly find and/or replace data quickly

Sort Data Temporarily reorganize the records Access - Find, Sort, Filter & Queries PPT Notes Name ______________________ Sort Data Temporarily reorganize the records Helps locate specific information more quickly Quickly sort on any field and see the results instantly. Sort records alphabetically, numerically, and chronologically.

Access - Find, Sort, Filter & Queries PPT Notes Name ______________________ Filter Data A filter is used to isolate a subset of records in a datasheet by applying one or more criteria “Screens out” records that don’t meet your criteria. Temporarily displays records that match criteria Removed when the datasheet is closed Two types of filters Filter By Selection Filter By Form

Access - Find, Sort, Filter & Queries PPT Notes Name ______________________ Filter By Selection Select an entry or a partial entry in a field and then click the Filter by Selection button. Only the records that share the entry or partial entry will be displayed.

Access - Find, Sort, Filter & Queries PPT Notes Name ______________________ Why Build A Query Can display data from whatever tables, records, and fields you have chosen Always up to date Used To Ask “questions” about data stored in the underlying tables Are like filters, but are much more powerful. Allows you to set multiple “Criteria” (Limiting conditions) Unlike a filter, a Query can be saved

Create a Query using simple query wizard Access - Find, Sort, Filter & Queries PPT Notes Name ______________________ Create a Query using simple query wizard Choose tables and/or existing queries to pull data from Choose fields to include in query Choose Table Choose Fields

Query Design View Upper Pane Lower Pane – Query Grid Access - Find, Sort, Filter & Queries PPT Notes Name ______________________ Upper Pane Talk about how you can double-click on the fields from the field list to add to the design grid, or click drag and drop to the design grid. If you drag and drop a field from the field list to a column that is already occupied, the fields shift over and adjust. You might also mention that if they are doing a multiple sort, the fields need to be in left to right order with the first field involved in the sort being to the left of any other secondary sort. Select the field using the field selector button on top of each field, click and hold down mouse to move fields into different locations on the grid. When dragging a field from the field list into a location where there is already a field, the fields on the grid move to the right to accommodate the new field. Lower Pane – Query Grid

! Run Icon Running Queries Design View - Query Tools – Design Tab Access - Find, Sort, Filter & Queries PPT Notes Name ______________________ Design View - Query Tools – Design Tab ! Run Icon Desired data is displayed in datasheet view Talk about how you can double-click on the fields from the field list to add to the design grid, or click drag and drop to the design grid. If you drag and drop a field from the field list to a column that is already occupied, the fields shift over and adjust. You might also mention that if they are doing a multiple sort, the fields need to be in left to right order with the first field involved in the sort being to the left of any other secondary sort. Select the field using the field selector button on top of each field, click and hold down mouse to move fields into different locations on the grid. When dragging a field from the field list into a location where there is already a field, the fields on the grid move to the right to accommodate the new field.

Modifying Queries Upper Pane Lower Pane Access - Find, Sort, Filter & Queries PPT Notes Name ______________________ Upper Pane Shows the field lists for the tables used by the query. Double click on a field name to add to the grid Lower Pane Add, delete, or change the order of the fields Add criteria to narrow the number of records selected Define sort orders Build calculated fields Delete or move a field Talk about how you can double-click on the fields from the field list to add to the design grid, or click drag and drop to the design grid. If you drag and drop a field from the field list to a column that is already occupied, the fields shift over and adjust. You might also mention that if they are doing a multiple sort, the fields need to be in left to right order with the first field involved in the sort being to the left of any other secondary sort. Select the field using the field selector button on top of each field, click and hold down mouse to move fields into different locations on the grid. When dragging a field from the field list into a location where there is already a field, the fields on the grid move to the right to accommodate the new field.

Access - Find, Sort, Filter & Queries PPT Notes Name ______________________ Apply AND Criteria AND Condition – Locates records that meet both a specific criteria in one field and a specific criteria in another or multiple other fields.

Apply OR Criteria OR Condition – Locates records that meet either one criteria or another criteria Criteria in one row have no effect on the criteria of other rows

Match the Term to It’s Definition: Access - Find, Sort, Filter & Queries PPT Notes Name ______________________ Match the Term to It’s Definition: Query Grid Putting records in ascending or descending order based on the values of a field Criteria Creates a temporary subset of records The lower pane in Query Design View Filter This slide was made from the NEW “Quiz Show” template available in PowerPoint. When showing this slide you can impress them by clicking and dragging from one word to its definition. I had fun with this as they thought I was actually doing it (it works the same if you just click) Query Limiting conditions used to narrow number of records that appear on a datasheet Sorting Creates a datasheet of selected fields and records from one or more tables