Classwork: Common Errors Primary keys: don’t forget them! Primary keys: choose the best one! – “Name” and “birthday” are not the best choices. – “Phone number” was a little better. – The best primary key was an ID, with the data type of “Autonumber.” Data types: don’t be lazy!

Quiz: Common Errors Horizonal/Vertical LAN/WLAN – not necessarily on the internet! SPELLCHECK READ THE QUESTIONS (especially “how?” questions!) Explaining things, giving details Thing, something

Access: Sorting, Filtering, and Querying

A quick note We have worked with one table A real database will have many tables.

Remember our vocab Field: one column in a database, all having the same data type. – Like Name, ID, and so on Record: all of the data for one entry – All of the data about one friend: their name, address, phone number, and favorite food.

Looking for data With a database of one table and 5 records, it’s easy to find information

But what about now?

Our tools Find Sort Filter Query

Find The simplest option We search for one data field Edit  Find Ctrl+F

Find Options Find What: what you are looking for Look In: search the whole table, or the selected field?

Find Options 2 Match: – Any Part of Field – anywhere in the field. “John” will find “John Smith,” “Smith, John,” and “sdfasdfJohnasfgasgfd.” – Whole Field – exactly your text only “John” will only find “John.” – Start of Field – only the beginning “John” will find “John Smith,” but not “Smith, John.”

Find and Replace Same as Find, but will change the information for you.

Sort A table will be displayed in the order that the data is entered You can change the order the records are displayed – this is sorting.

Records  Sort

Filter A filter will show only records containing the information you choose. Right click on the data you want, and choose “Filter by Selection”

Filter results

Removing the filter To go back to the full table

Review Find: takes us to a particular data value Sort: shows the records in a certain order Filter: shows us only the records containing a certain data value

Query Query: to ask a question Queries are what make a database special – you can quickly find any combination of data you want. This leads us to a field of study called Data Mining

Data Mining Searching large amounts of data to find interesting relationships. Used in – Marketing – HR – Biology – National Security

Creating a query

Show table Here you choose which table(s) you are asking questions about

Adding a search term Double click on the top window to add a search term to the query.

Continue to build the query

Sort, Show Sort: as we learned before Show – if it will be displayed

Final Query This will display our employees in order of hiring.

Close and save, then run the query

And we get our results

Uses? Get just the data you need quickly Put together information from different tables Export the data to another program

For example…

Now in Excel! Find the information needed Then do calculations