1. 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

2. 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.

3. 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

4. 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.

5. 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

6. 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

7. 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

8. ! 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.

9. 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.

10. 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.

11. 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

12. 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