1. Pasewark & Pasewark Microsoft Office 2003: Introductory 1 INTRODUCTORY MICROSOFT ACCESS Lesson 4 – Finding and Ordering Data

2. Access – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 2 Objectives Find data in a database. Query a database. Use filters. Sort a database. Index a database. Establish relationships in a database. Create a query from related tables.

3. Access – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 3 Terms Used in This Lesson And operator Ascending sort Descending sort Filter Indexing Multitable query One-to-many relationship Or operator Primary key Query Referential integrity Relationship Search criteria Subdatasheet

4. Access – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 4 Using Find The Find command is the easiest way to locate data in a database. Open the Edit menu and choose Find, or click the Find button on the toolbar. The Find and Replace dialog box will open.

5. Access – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 5 Creating a Query in Design View A query lets you combine criteria to perform complex searches and allows you to display selected fields. To create a query, open the database and click Queries on the Objects bar. Click New to create a new query. The New Query dialog box appears.

6. Access – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 6 Creating a Query in Design View (cont.) Choose the Design View option. Choose the table, and select the fields to be used in the query. Enter the search criteria, and save when finished.

7. Access – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 7 Using the Simple Query Wizard The Simple Query Wizard asks you questions and then creates a query based on your answers. Choose Queries on the Objects bar and then click New. In the New Query dialog box, choose Simple Query Wizard. Follow the screens to create the query.

8. Access – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 8 Using Filters A filter is similar to a query; however, it displays all fields and cannot be saved. To create a filter, a table must be open. Open the Records menu, choose Filter, and select one of the Filter types: – Filter by Form – Filter By Selection – Filter Excluding Selection – Advanced/Filter Sort

9. Access – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 9 Sorting a Database To sort a table, open the table and place the insertion point in the field by which you want to sort. Click either the Sort Ascending or Sort Descending button. – Ascending Sort – arranges records from A to Z or smallest to largest. – Descending Sort – arranges records from Z to A or largest to smallest.

10. Access – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 10 Setting a Primary Key A primary key is a special field that assigns a unique identifier to each record. Primary keys must be set before creating table relationships. To designate a field as the primary key, go to Design view. Choose the field by clicking the row selector. Click the Primary Key button on the toolbar.

11. Access – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 11 Establishing Relationships Within a Database You can create queries, forms, and reports to display information from several tables at once. Create a relationship between tables that contain a common field. Common fields must have the same data type, although they can have different field names.

12. Access – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 12 Establishing Relationships Within a Database (cont.) Enforce referential integrity between tables when creating a relationship to ensure a valid relationship and prevent invalid data from being entered.

13. Access – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 13 Creating a Multitable Query A multitable query displays the shared information from related tables at once. To create a new query, open the database, choose Queries on the Objects bar, and click the New button. In the New Query dialog box, choose the Design view option. Add the related tables to the query window. Choose the fields and enter the search criteria.

14. Access – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 14 Summary The Find command is the easiest way to locate data in the database. The Find command searches the database for specified information. Queries allow more complex searches. A query allows you to search records using multiple and complex criteria and allows you to display selected fields. A filter is similar to a query; however, it displays all fields and cannot be saved.

15. Access – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 15 Summary (cont.) Sorting is an important part of working with a database since you will often need records to appear in a specific order. A primary key is a special field that assigns a unique identifier to each record. Primary keys must be set before creating table relationships.

16. Access – Lesson 4 Microsoft Office 2003: Introductory Pasewark & Pasewark 16 Summary (cont.) By defining relationships between the different tables within a database, you can create queries, forms, and reports to display information from several tables at once. Matching data in key fields sets up a relationship. A multitable query displays the shared information from related tables in a database.