Student 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
the Find command and how is it used?
1) The Find command allows you to search the
database for specified information. It is the easiest way to quickly
locate data in a database.
2) How do I do it? Choosing
Edit, Find OR clicking the Find button on the toolbar.
are the parts of the Find & Replace
1) Look In: Contains the field name to search.
2) Find What box: Where the user keys in the data that they want
to search for.
3) Match text: Has a drop-down list that lets you choose
what part of the field to search.
4) The Match text drop down contains the following options:
4a) Whole Field: Chosen if the user wants
to match exactly the contents of a field.
4b) Any Part of Field: Chosen if the user
wants to match a word with any part of selected field data.
4c) Start of Field: Chosen if the user
wants to specify that the search look only at the 1st part of a field.
5) Match Case: This option is chosen for a case-sensitive search.
1) Queries are database objects that search for and retrieve data from tables
based on certain criteria. It asks a question you ask the database.
2) Queries let you combine criteria to perform complex searches. (For
example: A query could locate all males in the 10th grade and provide a
or features does a user have when creating a Query using ?
1) The user chooses Query, then the New button.
a) The New Query dialog box gives you the option to either create a query
manually OR create one by using a Query Wizard.
b) Use the Design View option if you want to custom design your
c) Use one of the Wizard options to have Access create a query
pieces of information must be supplied in a Query?
1) To create a query, you must supply (a) the fields you want to search,
(b) what you are searching for (called search criteria), and (c) what
fields you want to display with the results.
the AND and OR search operators used in
1) Use the AND operator if you want to find records that meet
more than one criteria (Ex. Employees who make more than $50,000 AND who have
over 10 years experience)
2) Use the OR operator if you want to find records that meet one
criteria or another. (Ex. Employees who either make more than $50,000 OR less
a filter and how is it used?
1) Filters provide a way to display selected records in a
database more easily than using queries. It is the simpler form of a
2) When you use a filter, all the fields are displayed, and the filter cannot be
3) How do I do it?
Open a table in Datasheet View, then choose Records, Select Filter, then one of
the Filter options on the submenu (these are: Filter By Form, Filter By
Selection, Filter Excluding Selection, and Advanced Filter/Sort.)
I sort in a database table?
1) Open the table in Datasheet View, place the insertion point in the field
you want to sort, then either click Sort Ascending (A to Z) or Sort Descending
(Z to A).
is Indexing, and how is it done?
1) Indexing are mainly used by large databases, but they can quickly
locate data. Access can quickly find data in an indexed field faster than
it can in a field that is not indexed.
2) How do I do it? Go
to Design View, then specify whether you want the field indexed or not.
a primary key?
1) A special field that assigns a unique identifier to each record.
(Example: A social security number).
2) How do I do it? You
can either have Access create you a primary key (where each record is assigned a
number), OR you can create you can create one yourself by going to Table, then
Design View, selecting a field and pressing the Primary Key button.
1) Relationships allow you to create queries, forms, and reports to
display information from several tables at once.
2) An example is that you may have a table that contains the name and number of
an employee, and another table which contains the salary of the employee. Note:
There must be a common field between the 2 tables (such as primary key) when
using data from 2 tables.
3) How do I do it? Choosing
Tools, Relationships OR clicking the Relationships button on the toolbar. Then
add the tables you want to relate to the Relationships Window.
are referential integrity rules?
1) These are rules used when relationships between
2 or more tables exist that prevent invalid data from being entered, changed, or
2) How do I do it? Choosing
the Enforce Referential Integrity option when creating the relationship.
the One-To-Many Relationship?
1) This is the most common type of relationship where a record in Table A
can have matching records in Table B, but a record in Table B has only one
matching record in table A.
1) Enables the user to view related records between 2 tables.
2) How do I do it? Open the table in Datasheet view, choose Insert,
a multitable query?
1) Used to display the information from related tables at once.
2) An example would be if the user wanted to view customer information along
with the orders placed by the customer.