© 2008 The McGraw-Hill Companies, Inc. All rights reserved. ACCESS 2007 M I C R O S O F T ® THE PROFESSIONAL APPROACH S E R I E S Lesson 3 – Finding, Filtering, Sorting, and Summarizing Data

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 2 Lesson Objectives Find and replace data. Use wildcards. Sort records. Add and modify the totals row in datasheets. Use filters. Use the Database Documenter.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 3 Find and Replace Data Exercises –Use the Search Tool –Use the Find Command –Use the Replace Command

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 4 Use the Search Tool Quick way to find data in a recordset Only finds the first occurrence Best used to located very unique data

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 5 Use the Find Command Open the Find command by: –From the Find command group –Keystroke

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 6 Use the Find Command Find versus Search –Find command begins from the insertion point –Find includes options for fine-tuning how text is matched

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 7 Use the Replace Command Replace command locates data the same way as the Find command Used to replace data –Only once or –Every occurrence Change CANNOT be undone Open the Replace command by: –From the Find command group –Keystroke

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 8 Using Wildcards Exercises –Find Data Using An Asterisk “*” –Find Data Using A Question Mark “?”

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 9 Find Data Using an Asterisk “*” Wild card that represents one or more alphanumeric characters Keying Mar* will match: –Mar –Mart –Martin –Marigold

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 10 Find Data Using a Question Mark “?” Wild card that represents only one alphanumeric character Keying Mar? will match: –Mari –Mark –Marv –Mary

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 11 Sorting Records Exercises –Sort Records In Datasheet View –Sort Records In A Form –Sort Records In A Report

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 12 Sort Records in Datasheet View Sort data by –From the Sort Filter group choose Ascending Descending –On a column header select Sort A to Z Sort Smallest to Largest Sort Oldest to Newest Sort Z to A Sort Largest to Smallest Sort Newest to Oldest –Right-click and select Same list as above

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 13 Sort Records in a Form All forms can be sorted Multiple records Forms –Observable sort orders Single record Forms –Must Navigate through the records to see sort order –Press to move through the records

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 14 Sort Records in a Report Reports can be sorted while in Layout View

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 15 Adding and Modifying the Totals Row in Datasheets Exercises –Add A Totals Row To A Query –Modify A Totals Row In A Query

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 16 Add a Totals Row to a Query Totals row summarize data quickly using aggregate function An aggregate function is a dynamic math calculation that displays a single value for a specific field

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 17 Add a Totals Row to a Query The Totals row can be modified or hidden Last settings are saved as part of the datasheet

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 18 Using Filters Exercises –Create And Apply A Filter By Selection –Filter For A Specific Value –Filter For A Range Of Values –Create And Apply A Filter By Form –Use Filter By Form Or Option

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 19 Create and Apply a Filter by Selection Filters limit the number of records displayed Criterion are rules or test placed upon a field Can be toggle between –Apply = Recordset with filter applied –Remove = All records in the recordset Filter By Selection –Applied to a single field –Entire filed of a portion Only records that match all filters will be displayed

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 20 Create and Apply a Filter by Selection Contextual menus vary with data type

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 21 Create and Apply a Filter by Selection From the Home tab, in the Sort & Filter group, click the Selection command

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 22 Create and Apply a Filter by Selection Filtered fields have a funnel icon appear in field header Clear the filters

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 23 Filter for a Specific Value Select one or more values from a pre-defined criteria list Add or remove values from the list Special items in list –Select All - toggles between selecting and omitting values –Blanks - includes empty fields Filter options appear by clicking Record will appear if either part is true

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 24 Filter for a Range of Values Other contextual filter options –Calendar filters have even more options –Filtering on a date field you can select to filter by days, weeks, months, quarters, or years –Options available depend upon current date Record will appear if both parts is true

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 25 Create and Apply a Filter by Form Filter By Form –Collection of criteria for one or more fields –Uses a Template –Template appears as a blank form –All conditions must be met for a record to be displayed Record will appear if both parts is true

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 26 Create and Apply a Filter by Form

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 27 Use Filter by Form OR Option You may need to create a more complex filter Each OR tab creates a new condition Record will appear if either condition 1 OR condition 2 is true

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 28 Using the Database Documenter Exercises –Generate a Report for a Table –Print/Save Reports for Multiple Objects

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 29 Generate a Report for a Table The Database Documenter can show –Indexes –Properties –Relationships –Parameters –Permissions

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 30 Print/Save Reports for Multiple Objects Different objects different options

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 31 Lesson 3 Summary To locate specific information, you can use Access tools to search, find, sort, and filter. You can improve the search speeds by specifying unique data. The Search tool begins its search at the first field record and stops at the first match. The Find and Replace command begins a search at the insertion point and includes options for fine-tuning how text is matched. A wildcard is a character or group of characters used to represent one or more alphabetical or numerical characters.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 32 Lesson 3 Summary The Totals row is a feature that you can use to calculate aggregate functions quickly. Each time you display the Totals row, the functions that you last saved will appear. A filter is a database feature that limits the number of records displayed. The Filter By Selection options displayed depend upon the type of field and data selected. When filtering for a specific value, you select one or more values from a dynamically created list. The date filter options available vary depending on the date selected and the current date.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 33 Lesson 3 Summary Filter By Form allows you to define a collection of criteria for one or more fields using a template. The Filter By Form has the ability to add alternate sets of filters located on the “Or” tab. The Database Documenter is an Access tool that lists the indexes, properties, relationships, parameters, and permissions of major database objects.