UCL

INFORMATION SERVICES DIVISION

INFORMATION SYSTEMS
Access 2003
Using Access
Databases
Document No IS!002 "2
Contents
Introduction to Microsoft Access 2003...................................................1
Databases and database objects 1
Microsoft Access features 3
Getting help............................................................................................4
Working with database obects...............................................................!
Opening a database 5
Opening objects 5
Saving in Access 6
Copying database objects 7
Closing a database 7
ena!ing database objects "
#rouping database objects "
"ata na#igation and entr$.......................................................................%
Data navigation $
Data entry 1%
"ata selection and editing....................................................................14
Selecting data in tables 1&
Selecting data in for!s 1&
'diting data 15
Copying and !oving data 15
Deleting records 16
(sing t)e undo facility 16
&usto'ising datasheets........................................................................1(
C)anging t)e appearance of a datas)eet 17
e*organising data 1"
Sorting records %+
)ocating data........................................................................................ 21
(sing ,ind and eplace %1
,iltering records in a table or for! %3
Criteria %5
Introduction
-)is guide )as been prepared to )elp users .)o .is) to learn )o. to use an
e/isting Access database for data entry and for e/tracting si!ple infor!ation0
1t is not intended for t)ose .)o .is) to develop databases fro! scratc)0 -)is
guide can be used as a reference or tutorial docu!ent0 -o assist your learning2
a series of practical tas3s are available in a separate docu!ent0 4ou can
do.nload t)e training 5les used in t)is guide fro! t)e 1S training .eb site at6
www.ucl.ac.uk*isd*co''on*resources*
7e also o8er a range of 1- training for bot) sta8 and students including
sc)eduled courses2 one*to*one support and a .ide range of self*study
!aterials online0 9lease visit www.ucl.ac.uk*isd*co''on*resources* for
!ore details0
Docu!ent :o0 1S*++% v% Septe!ber %++"
Introduction to Microsoft Access 2003
What is a database?
A database is a collection of related data0 -)ere are !any everyday e/a!ples
of databases suc) as6 an address boo3 containing na!es and addresses of
friends and fa!ilies; a card 5le )olding details of business contacts; a 5ling
cabinet )olding last year<s 5nancial reports0 All t)ese are stores for data2 or in
ot)er .ords databases0
What is Microsoft Access?
Access is a soft.are application for !anaging databases0 Access enables you
to store2 retrieve2 organise and analyse data stored in a database0
Databases and database objects
An Access database can be perceived as a 5le in .)ic) di8erent database
objects can be stored0
-)e !ost funda!ental object is t)e table object6 t)is is .)ere t)e data is stored
in t)e database0 -)e ot)er database objects2 listed belo.2 are tools t)at allo.
t)e user to !anipulate t)e data )eld in t)e table0
A query is a tool t)at allo.s t)e user to re=uest speci5c data to be gat)ered
fro! t)e database0
A form provides t)e user .it) an alternative interface for entering2 editing
and vie.ing data0
A report is a tool for producing for!atted printed output fro! t)e database0
A macro is an Object t)at allo.s t)e database to be auto!ated .it)out t)e
need for progra!!ing0
A module is an Object t)at stores Access code .ritten by t)e user0
1n t)is course .e .ill be loo3ing at t)e table2 query2 form and report objects0
Tables, fields and records
A table is a collection of related data0
-ables organise data into colu!ns >called felds? and ro.s >called records? as
s)o.n belo.0 'ac) record relates to a single entity >in t)is e/a!ple2 to a
single custo!er?; and eac) feld is used to store a particular piece of
infor!ation about t)at custo!er >in t)is e/a!ple2 t)e co!pany na!e2 contact
na!e etc0?0

Fie#$s

Reco%$s
@ocating data % (C@ 1nfor!ation Syste!s
The Database indo
7)en you open a database2 t)e Database .indo. .ill s)o. you t)e various
objects >tables2 =ueries2 for!s2 reports2 !acros and !odules? t)at !a3e up
t)at database0
-)is .indo. acts as t)e control centre for t)e database and is t)e focal point
for all operations involving opening2 closing and creating ne. objects0
!el"ful hint#
T&e Database 'in$o' %emains o(en at a## times C#osing t&is 'in$o' 'i## c#ose t&e $atabase
$elationshi"s
-)e tables in a database !ay be lin3ed to eac) ot)er by t)e creation of
relationships bet.een speci5c fields in t)e database0 -)ese relations)ips can
be vie.ed in t)e Relationships .indo.6
10 'nsure t)at t)e Database .indo. is t)e active .indo.0
%0 Select +elationships fro! t)e Tools !enu
30 A ne. .indo. .ill open2 s)o.ing t)e e/isting relations)ips in t)e
database6
(C@ 1nfor!ation Syste!s 3 @ocating data
Ob)ects ba%
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Re#ations&i(
button
Microsoft Access features
Toolbars
-)e !enu co!!ands2 in t)e !ain Access .indo.2 and t)e built*in toolbars
c)ange as you !ove bet.een di8erent .indo.s in Access2 i0e0 t)ey are
Bdyna!icC2 c)anging .it) t)e current vie.0 -)e active .indo. deter!ines
.)ic) co!!ands are available0 At ti!es2 because t)e toolbars are lin3ed to
speci5c objects2 so!e of t)e buttons on t)e toolbar .ill appear greyed out0
7)en t)is occurs t)ese buttons are not available0 7)en you are .or3ing .it)
a database it is possible to vie. t)e toolbars of your c)oice at any ti!e6
10 ,ro! t)e View !enu select ,oolbars and t)en select &usto'ise fro! t)e
sub!enu0
-)e Customise .indo. appears0
%0 Clic3 in t)e bo/es to !ar3 t)e toolbars you .is) to s)o.0
30 Clic3 &lose.
!el"ful hint#
T&e%e is muc& $u(#ication among t&e $i++e%ent too#ba%s
As you !ove t)e !ouse pointer over t)e buttons on a toolbar2 a bo/ called a
Tool Tip displays t)e na!e of eac) button0
%hortcut &enus
Access %++3 o8ers a nu!ber of conte/t*sensitive s)ort*cut !enus2 .)ic) !ay
be accessed by rig)t*clic3ing t)e !ouse0
%tatus bar
-)e Status bar at t)e botto! of t)e screen displays status !essages on t)e
left and loc3ing 3eys on t)e rig)t0 -)e table belo. describes t)e abbreviations
used to indicate .)ic) loc3 3eys are active0
)ocking -e$s
CA9S -)e Caps Lock is on
:(M
SC@
-)e Num Lock is on
-)e Scroll Lock is
on
OA -)e !ertype !ode
is on
@ocating data & (C@ 1nfor!ation Syste!s
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(C@ 1nfor!ation Syste!s 5 @ocating data
Ob)ects ba%
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'ettin( hel"
-)ere are several .ays to obtain )elp fro! .it)in Access6 t)e "elp pane and
t)e #sk a $uestion list are described )ere0 1n Microsoft O8ice %++32 t)e online
)elp features )ave been e!bedded into t)e tas3 pane on t)e rig)t*)and side of
t)e .indo.2 .)ic) allo.s a !ore intelligent and up*to*date )elp function0
The !el" "ane
"elp pane D (se .elp E Microsoft /0ice Access .elp to display t)e "elp
pane in t)e tas3 pane area as s)o.n0 Select t)e type of )elp facility you re=uire
fro! t)e #ssistance2 Table of Contents or %icrosoft &ice nline lin3s0
#ssistance D to enter =uestions in t)e bo/ labelled F1earch for230 Sub topics
based on your response .ill be s)o.n belo.0 -)e corresponding )elp pages .ill
be displayed in a pop*up %icrosoft &ice nline "elp .indo.0
Table of Contents D to 5nd instructions about broad categories2 organised
li3e a boo3<s table of contents0 As you c)ose top*level contents you can see a
list of !ore detailed subtopics fro! .)ic) to c)oose0 -)e resulting )elp pages
display in t)e rig)t of t)e "elp .indo.0
Connect to %icrosoft &ice nline D to locate speci5c topics2 provide online
training and tutorials0 4ou can clic3 t)e lin3s to go to t)e %icrosoft &ice
nline "elp pages0 -)e online training .ill be very )elpful if you .ant to learn
t)e o8ice applications syste!atically0 Also2 t)e online co!!unity allo.s you to
interact .it) real people2 as3 =uestions and provide ans.ers2 or ta3e part in
t)e online discussions0 Alternatively use6 )ttp6GGo8ice0!icrosoft0co!Gen*
gbGdefault0asp/0
@ocating data 6 (C@ 1nfor!ation Syste!s
The As) a *uestion list
-)is bo/ is displayed in t)e upper rig)t corner of t)e
Access .indo.0 4ou si!ply enter a =uestion in plain
'nglis) and press 4nter.
(C@ 1nfor!ation Syste!s 7 @ocating data
Assistance
Tab#e o+ contents
Mic%oso+t O++ice On#ine
Wor)in( ith database objects
+"enin( a database
10 ,ro! t)e 'ile !enu select /pen 0
%0 Select t)e file you .ant to open >c)ec3 t)at you )ave selected t)e correct
drive and folder if you cannot see t)e 5le you re=uire? and clic3 on /-0
-)e Database .indo. for t)e database you )ave c)osen .ill appear0
!el"ful hint#
On#, one $atabase can be o(en in a (a%ticu#a% Access session Access 'i## automatica##, c#ose an, ot&e%
o(en $atabases '&en ,ou o(en anot&e% $atabase
Clic3 on t)e relevant object type in t)e list of objects >Tables2 $ueries2 'orms2
Reports etc0? on t)e left*)and side of t)e Database .indo. to see e/a!ples of
t)e di8erent types of objects available >see The Database window on page %?(
+"enin( objects
'ac) object you open in a database appears as a separate .indo.2 eac) .it) a
separate tas3bar button0 -)e Database .indo. itself also appears as a
separate .indo. in t)is .ay0
+"enin( a table
10 Clic3 on ,able in t)e list of objects in t)e Database .indo. >see The
Database window on page %?(
%0 Select t)e table re=uired by clic3ing on it and t)en clic3 on t)e /pen
button
or double*clic3 on t)e table na!e0
-)e table opens in Datasheet vie.0
+"enin( a for&
10 Clic3 on 5or' in t)e list of objects in t)e Database .indo.0
%0 Select t)e for! re=uired by clic3ing on it t)en clic3 on t)e /pen button or
double*clic3 on t)e for! na!e0
-)e for! .ill be opened in 'orm vie.0
+"enin( a re"ort
10 Clic3 on +eport in t)e list of objects in t)e Database .indo.0
@ocating data " (C@ 1nfor!ation Syste!s
%0 Select t)e report re=uired by clic3ing on it and t)en clic3 on t)e /pen
button or clic3 on t)e report na!e0
-)e report .ill be opened in )rint pre!iew(
Vies
Objects can be opened in t.o or !ore vie.s0 -)e Desi*n vie. is used for
creating and !odifying objects0 -)e ot)er vie.s vary according to t)e type of
object0 All t)e objects .e .ill be .or3ing .it) use t)ese ot)er vie.s for
vie.ing data0
Opening an object2 as detailed above2 opens t)e! in t)e default vie. for
navigating2 entering or !odifying data0 1n t)e case of a table2 t)is is t)e
Datasheet vie.0 -o open an object in Desi*n vie.2 clic3 on t)e "esign
6iew button0
Desi*n vie. Creating and !odifying objects0 Aie.ing an object
in Desi*n vie. is li3e sitting at a .or3benc)
surrounded by useful tools0 -)is vie. can be used
for all t)e objects0
,ables7 8ueries and 5or's obect #iews2
Datasheet vie. @oo3s li3e a table .it) grid lines dividing data into
ro.s >records? and colu!ns >5elds? >see Tables+
'ields and Records on page 1?0
)i!ot Table vie. G )i!ot Chart vie. 1n t)ese vie.s2 you can dyna!ically
c)ange t)e layout of a for! to analyHe data in
di8erent .ays0 4ou can rearrange ro. )eadings2
colu!n )eadings2 and 5lter 5elds until you ac)ieve
t)e desired layout0 'ac) ti!e you c)ange t)e
layout2 t)e for! i!!ediately recalculates t)e data
based on t)e ne. arrange!ent0
S$L vie.6 S)o.s =ueries in Structured $uery Lan*ua*e >for
$uery objects only?0
'orm vie.6 'ac) record appears on a separate page >for 'orm
objects only0 See belo.?0
(C@ 1nfor!ation Syste!s $ @ocating data
%a,in( in Access
-)e Sa!e co!!and is accessed as in ot)er Microsoft O8ice applications2 i0e0
via t)e 5ile E 1a#e co!!and or using t)e button or &trl I 10 Jo.ever2 it
.or3s slig)tly di8erently in Access0
Access auto!atically saves t)e data in a record .)en t)e focus leaves it0 1n
ot)er .ords2 Access saves a record<s data .)en you !ove to a ne. record;
close t)e active for!2 table or database; or e/it Access0
-)e 1a#e co!!and does not save data0 1t is used to save and na!e ne.
database objects2 suc) as Tables2 'orms and $ueries0 1t is also used to save
t)e design2 layout2 or structure of a database object and replace any previous
version0
%a,e As co&&and
-)e 5ile E 1a#e As co!!and can be used to save a ne. database object or to
save a copy of t)e active database object under a di8erent na!e0 4ou cannot
use t)e Sa!e #s co!!and to create a copy of t)e entire database0 -o !a3e a
copy of a database you !ust locate t)e database 5le using ,indows -.plorer
or %y Computer and copy and paste t)e database to a ne. location0
Co"-in( database objects
As .ell as being able to use t)e Sa!e #s co!!and to create copies of objects2
you can also create copies of objects using t)e Copy and )aste co!!ands6
10 ig)t*clic3 on t)e object you .is) to copy0
%0 Select &op$ fro! t)e pop*up !enu .)ic) appears0
30 ig)t*clic3 on a blan3 area of t)e database .indo.0
&0 Select 9aste fro! t)e !enu0
50 -ype a na!e for t)e copied object and clic3 /-0
Closin( a database
1t is al.ays good practice to close any objects in a database .)en you )ave
5nis)ed .or3ing on t)e! and before closing t)e database0 Access does not
allo. !ore t)an one database to be open at a ti!e0
!el"ful hint#
T&e Close comman$ in t&e .ile menu c#oses t&e acti"e 'in$o'
Closin( an object
10 S.itc) to t)e object >e0g0 a for! or table? .indo.0
%0 ,ro! t)e 'ile !enu select &lose or clic3 on t)e &lose button in t)e top
rig)t*)and corner of t)e .indo.0
@ocating data 1+ (C@ 1nfor!ation Syste!s
4ou !ay be pro!pted to save any c)anges before closing t)e 5le0 -)is refers
to any c)anges you !ade to t)e layout of t)e datas)eet or for!0
Closin( the database indo
10 S.itc) to t)e Database .indo.0
%0 ,ro! t)e 'ile !enu select &lose or clic3 on t)e &lose button in t)e top
rig)t*)and corner of t)e .indo.0
!el"ful hint#
C#osing t&e Database 'in$o' at an, time 'i## c#ose t&e $atabase an$ an, ob)ects t&at a%e o(en
(C@ 1nfor!ation Syste!s 11 @ocating data
$ena&in( database objects
Database objects can be rena!ed fro! t)e Database .indo.6
10 ig)t*clic3 on t)e object you .is) to copy0
%0 Select +ena'e fro! t)e pop*up !enu .)ic) appears0 -)e object<s na!e
.ill be selected and editable0
30 -ype t)e ne. na!e for t)e object0
&0 9ress t)e 4nter 3ey to con5r! t)e ne. na!e0
!el"ful hint#
- An ob)ect cannot &a"e t&e same name as an e.isting ob)ect o+ t&e same t,(e
2 An ob)ect cannot be %ename$ '&i#e it is o(en
'rou"in( database objects
4ou can organise di8erent types of Access objects into a /roup0 ,or e/a!ple2
you can put a for! and t)e =ueries or tables it is based on into one group0 4ou
can also create a group for t)e for!s and reports t)at you use !ost often;
.)en you clic3 t)e icon for t)at group2 bot) t)e for!s and t)e reports appear
in t)e object list in t)e Database .indo.0
A /roup consists of s)ortcuts to t)e database objects t)at belong to it0 Adding
an object to a group does not c)ange t)at objectKs original location and all
objects of a particular type .ill still appear .)en you clic3 on t)at object type
in t)e object @ist0 ,or e/a!ple2 .)en you clic3 on tables in t)e object list2 all
tables .ill be displayed even if t)ey are also part of a group0
Deleting a database object s)ortcut fro! a group does not delete t)e object
itself0 ,or e/a!ple2 if you delete a for! s)ortcut fro! your group2 and t)en
clic3 5or's under objects in t)e Database .indo.2 t)at for! still appears in
t)e list of all for!s0
-)ere is a group already set up for you na!ed 5a#orites2 but you can create
as !any of your o.n groups as you .is)0
,o create a group6
10 9ress 511 to s.itc) to t)e Database .indo.0
%0 1f groups arenKt displayed2 clic3 t)e Groups bar in t)e
colu!n on t)e left*)and side of t)e Database .indo. >see
picture?0
30 ig)t*clic3 any.)ere above t)e /roups bar2 and t)en clic3
:ew Group on t)e s)ortcut !enu0
&0 -ype a na!e for your group in t)e New /roup Name bo/0
-)e ne. group .ill appear in t)e /roups list under t)e
/roups bar0
,o add an obect to a group6
@ocating data 1% (C@ 1nfor!ation Syste!s
10 @ocate t)e object you .ant to add0
%0 Drag and drop t)e object onto t)e group na!e0
(C@ 1nfor!ation Syste!s 13 @ocating data
Data na,i(ation and entr-
Data na,i(ation
-)is section loo3s at so!e of t)e di8erent .ays to navigate t)roug) your data0
Di8erences bet.een for! and table navigation .ill be )ig)lig)ted in t)is
section0
-o follo. t)e steps belo.2 you 5rst need to open a for! in 'orm vie. or a
table in Datasheet vie.0 See penin* b0ects for !ore details0
As you !ove fro! record to record in a table2 t)e current record is indicated
by t)e record selector sy!bol and t)e current 5eld is selected >)ig)lig)ted
in blac3? or t)e cursor appears in t)e 5eld0
Usin( 'o To
-)is allo.s you to !ove straig)t to t)e 5rst2 last2 ne/t2 previous2 or a ne.
record0
10 ,ro! t)e -dit !enu select Go ,o0
%0 Select t)e option you re=uire fro! t)e sub!enu0
Usin( the &ouse
4ou can use t)e !ouse to scroll up and do.n or left and rig)t .it)in t)e
datas)eet using t)e scrollbars and t)en to clic3 on t)e relevant 5eld0
!el"ful hint#
T&is +unction is on#, a"ai#ab#e in tab#es In +o%ms/ t&e sc%o##ba%s a%e use$ to "ie' (a%ts o+ t&e +o%m '&ic&
a%e not "isib#e i+ t&e +o%m is too #a%ge +o% t&e 'in$o'
@ocating data 1& (C@ 1nfor!ation Syste!s
Sc%o## buttons to mo"e #e+t an$
%ig&t in t&e Tab#e
Sc%o## buttons to
mo"e u( an$
$o'n in t&e Tab#e
Usin( the na,i(ation bar
One of t)e !ost e8icient .ays to !ove bet.een records in large databases is
.it) t)e navigation buttons in t)e lo.er left*)and corner of t)e .indo.6
Usin( the )e-board
4ou can use various 3eys on t)e 3eyboard to !ove around t)e datas)eet or
for!6

!eys Table action Form action

2 ,ab2
4nter
One 5eld at a
ti!e6
,ield above
9revious 5eld
,ield to t)e rig)t
:e/t 5eld
:e/t 5eld
One 5eld at a
ti!eL
9revious 5eld
9revious 5eld
:e/t 5eld
:e/t 5eld
*
4nd
.o'e
Move to last 5eld in current record0
Move to 5rst 5eld in current record0
&trl I 4nd
&trl I
.o'e
Move to last 5eld in last record0
Move to 5rst 5eld in 5rst record0
!el"ful hint#
0&en "ie'ing a +o%m in .or& "ie'/ t&e o%$e% o+ mo"ement bet'een +ie#$s is go"e%ne$ b, t&e tab o%$e%
'&ic& +o%ms (a%t o+ t&e .or& $esign
(C@ 1nfor!ation Syste!s 15 @ocating data
C#ic1 &e%e 2o% (%ess ./3 an$ t,(e t&e %eco%$ numbe% ,ou
'ant an$ (%ess 0nter
4%e"ious %eco%$ Fi%st %eco%$
Ne.t %eco%$
Ne' %eco%$
5ast %eco%$
1a,i(ation and 0ditin( &odes
-)ere are t.o !odes available in t)e Datasheet vie.2 Na!i*ation !ode and
-ditin* !ode0
Navigation mode
1n Na!i*ation !ode2 t)e cursor 3eys on t)e 3eyboard .ill !ove you fro! cell
to cell2 selecting t)e entire contents of eac) cell >see belo.?(
Editing mode
1n -ditin* !ode t)e insertion cursor appears2 and t)e sa!e 3eys .ill !ove
you fro! c)aracter to c)aracter .it)in a cell >see belo.?0
4ou can s.itc) bet.een t)e t.o !odes .)ilst in a particular cell6
-o s.itc) to -ditin* !ode6
9ress 52 or
Clic3 in t)e cell .it) t)e !ouse
-o s.itc) to Na!i*ation !ode6
9ress 52 or
1n a table2 use t)e 3eyboard to !ove to anot)er cell0
@ocating data 16 (C@ 1nfor!ation Syste!s
Data entr-
-)is section covers tec)ni=ues for entering ne. records in for!s and tables0
-o follo. t)e steps belo.2 you .ill 5rst need to open a for! in 'orm vie. or a
table in Datasheet vie.0 See previous sections for !ore details0
Addin( a ne record
'very for! or datas)eet )as a blan3 record .)ic) follo.s t)e last e/isting
record0 1f t)ere are no records2 t)e blan3 record is t)e only record0 -)is blan3
record is reserved for ne. data0
-)ere are a nu!ber of .ays to navigate to t)e ne. blan3 record at t)e end of
your data including6
Clic3 on t)e :ew +ecord button in t)e Na!i*ation bar >see Record selector
symbols belo.? or
,ro! t)e -dit !enu select Go ,o and t)en :ew +ecord or
,ro! t)e 1nsert !enu select :ew +ecord0
-ype your data in t)e 5rst 5eld and press ,ab to !ove to t)e ne/t 5eld0 -)e
record selector sy!bols c)ange as you .or30 >See Record selector symbols
belo. for a 3ey to t)e sy!bols?0
epeat t)e step above until you reac) t)e last 5eld0 9ressing ,ab fro! t)e last
5eld auto!atically !oves to t)e 5rst 5eld of t)e ne/t record and auto!atically
saves t)e record0
!el"ful hint#
In t&e case o+ Autonu&ber +ie#$s/ (%ess t&e Tab 1e, t'ice to mo"e to t&e +ie#$ an$ on to t&e ne.t +ie#$
Access 'i## automatica##, c%eate t&e "a#ue in t&is +ie#$ See 2ri&ar- 3e- +ie#$s un$e% Data T-"es o"e%#ea+
+o% mo%e $etai#s
"ecord selector symbols
Access displays t)e follo.ing sy!bols in t)e record selector >t)e grey area to
t)e left of eac) record?6
1ndicates t)e current record0
1ndicates t)e blan3 new record0
1ndicates t)e current record .)en it is being
edited >c)anged?0
!el"ful hint#
De(en$ing on t&e $esign o+ t&e +o%m/ t&e %eco%$ se#ecto% s,mbo# ma, not be "isib#e
(C@ 1nfor!ation Syste!s 17 @ocating data
%a,in( a record
As you !ove fro! one record to anot)er2 t)e data in t)e previous record is
auto!atically saved0 -)is also applies if you leave t)e record at any ti!e2 for
e/a!ple if you use t)e !ouse to clic3 on a non*adjacent record0
#uittin$ a record it%out sa&in$
4ou can use t)e 4sc 3ey to cancel t)e current entry if proble!s arise .)en
inputting data2 for e/a!ple if you receive an error !essage or !a3e a
!ista3e0
9ress once to leave t)e current 5eld .it)out saving any c)anges0
9ress t.ice to leave t)e current record .it)out saving any c)anges0
Data t-"es
-)e data you !ay enter in a speci5c 5eld .ill depend on t)e data types and
properties of t)e 5eld0 -)e follo.ing infor!ation covers so!e of t)e co!!on
restrictions0 Access .ill display an error !essage dialog bo/ if you try to
brea3 t)e data entry rules0
Primary 'ey (ields
'ac) record in a database !ust )ave a value .)ic) is uni=ue to t)at particular
record0 -)is ensures t)at t)e record is uni=uely identi5able0 ,or e/a!ple2 if
t)e -mployees Table )ad t.o e!ployees .it) first na!e 2ohn and last na!e
Smith2 t)e -mployee 1D .ould act as a uni=ue reference or 1D nu!ber0 -)is is
3no.n in database ter!inology as a primary key0
1n so!e cases2 t)is 5eld !ig)t be set to be an #utonumber( 1n t)is case2
Access auto!atically creates a nu!ber to identify t)e record2 starting fro!
t)e nu!ber F1< and .or3ing up.ards2 never using t)e sa!e nu!ber t.ice0
7)en entering a ne. record2 #utonumber 5elds can be ignored6 Access .ill
auto!atically create an #utonumber as soon as you begin entering data in t)e
record0
Forei$n 'ey (ields
-)ese are fields .)ic) are lin3ed to a field in anot)er table in order to create
a lin3 or relations)ip to records in t)at table0 ,or e/a!ple2 t)e rders Table
contains a Customer1D ,ield .)ic) !ust contain a Customer1D fro! t)e
Customers Table0 -)is enables us to 3no. .)ic) custo!er )as placed t)e
order and .)at t)eir details are0 1t !any cases2 data entry in a 'orei*n key
field is li!ited to a value in t)e field it is related to0 1n t)e e/a!ple above2 t)e
Customer1D field in t)e rders Table !ust contain an e/isting Customer1D
fro! t)e Customers Table and no ot)er values !ay be entered0
)ate*time (ields
Data entered in t)ese 5elds s)ould be in a standard date or ti!e for!at2 e0g0
31G1+G+& or 1663+0
@ocating data 1" (C@ 1nfor!ation Syste!s
)ro+,don lists
So!e 5elds !ay be set up as drop*do.n lists 3no.n as combo bo.es0 1n t)is
case2 you can select an ite! fro! t)e list by clic3ing on t)e drop*do.n arro.
or you can type in your entry and Access .ill o8er to co!plete t)e entry for
you0 1n so!e cases t)e 5eld !ay be set up to restrict data entry to t)e drop*
do.n list2 in .)ic) case you !ust c)oose one of t)e entries on t)e list0
"e-uired (ields
-)e property for a 5eld !ay be set to be required2 in .)ic) case t)e 5eld can
not be left blan30
(C@ 1nfor!ation Syste!s 1$ @ocating data
Data selection and editin(
%electin( data in tables
-)is section describes )o. to select all or part of t)e records in a table0 Areas
t)at )ave been selected are )ig)lig)ted in blac30 Once an area )as been
selected it can be edited or deleted as described in t)e ne/t sections0
-o follo. t)e steps belo.2 you .ill 5rst need to open a table in Datasheet vie.0
See penin* b0ects for !ore details0
%electin( a sin(le record
Clic3 on t)e +ecord 1election button >see belo.?
Or
,ro! t)e -dit !enu select 1elect +ecord0
%electin( &ulti"le records
Clic3 and drag t)e pointer do.n across t)e record selectors as re=uired >see
belo.?0
%electin( all records
9osition t)e pointer on t)e ,able 1elector button at t)e top left corner of t)e
table >see above? and clic3 to select t)e entire table0
%electin( a cell
9osition t)e pointer at t)e start of t)e 5eld and2 .)en t)e pointer is s)aped li3e
a .)ite cross2 clic3 .it) t)e !ouse0
:otice t)at t)e co!plete cell2 not just t)e cell contents2 is selected0
%electin( data in for&s
-o follo. t)e steps belo.2 you .ill 5rst need to open a for! in 'orm vie.0 See
previous sections for !ore details0
-o select a record6
,ro! t)e -dit !enu select 1elect +ecord or
1f it is visible2 clic3 on t)e +ecord 1elector button at t)e left*)and side of
t)e for! >see Record selector symbols section?(
-o select all records6
@ocating data %+ (C@ 1nfor!ation Syste!s
Tab#e se#ecto%
button
Reco%$ se#ecto%
button
,ro! t)e -dit Menu select 1elect All +ecords
0ditin( data
-)is section covers !a3ing c)anges to e/isting data in a table or for!0 7)en
co!pleting t)e follo.ing section2 refer to t)e section on Data navigation2
particularly Na!i*ation and -ditin* modes >page 15?0
2art of a field
-o replace part of t)e contents of a 5eld6
10 :avigate to t)e 5eld using any !et)od0
%0 1f you are in Na!i*ation !ode >i0e0 t)e contents of t)e 5eld is selected?6
S.itc) to -dit !ode by pressing t)e 52 3ey0
30 :avigate to t)e part of t)e cell you .is) to !odify and !odify t)e data
using t)e 3eyboard as detailed belo.6
-e$s to 'o#e*edit data within a ;eld
in 4dit 'ode
"elete
<ackspac
e
G
e!ove one c)aracter to
t)e rig)t0
e!ove one c)aracter to
t)e left0
Move one c)aracter
leftGrig)t0
&trl =
Move one .ord to t)e left0
&trl =
Move one .ord to t)e rig)t0
4nd Move to t)e end of t)e line0
.o'e Move to t)e beginning of
t)e line0
0ntire field
-o replace t)e entire contents of a 5eld6
10 :avigate to t)e 5eld using any !et)od e/cept t)e !ouse0
-)e contents of t)e 5eld .ill be selected0
%0 -ype to replace all e/isting data in t)e 5eld0
!el"ful hint#
I+ ,ou use t&e mouse to c#ic1 in t&e +ie#$/ t&e cu%so% 'i## be $is(#a,e$ 2E$it mo$e3 4%ess .2 to se#ect t&e
contents 2Na"igation mo$e3

Co"-in( and &o,in( data
%in(le field or "art of a field
4ou can copy and paste all or part of t)e contents of a 5eld just as you .ould
in any ot)er Microsoft O8ice application6
10 Clic3 and drag t)e !ouse across t)e te/t to select all or part of a 5eld0
(C@ 1nfor!ation Syste!s %1 @ocating data
%0 1f you are in :avigation !ode t)e entire contents of t)e 5eld .ill already
be selected0
30 ,ro! t)e -dit !enu select &op$ to copy data or &ut to !ove
data0
&0 -o insert t)e te/t2 !ove t)e cursor to a ne. position2 or to replace e/isting
te/t2 select any te/t you .is) to replace0
50 ,ro! t)e -dit !enu select 9aste 0
Co"-in( an entire cell
10 Select t)e entire cell >see Selectin* a cell on page %+?0
%0 ,ro! t)e -dit !enu select &op$ to copy t)e cell0
30 Select anot)er cell0
&0 ,ro! t)e -dit !enu select 9aste0
!el"ful hint#
It is not (ossib#e to Cut an$ 4aste an enti%e ce##
Whole record4s5
4ou can copy and paste one record or !ultiple records2 eit)er to append as
ne. records in your table or to replace e/isting records0
10 Select t)e re=uired record>s? >see Selectin* data in tables section for !ore
details?0
%0 ,ro! t)e -dit !enu select &op$ to copy t)e record>s?0
30 -o replace e/isting records2 select t)e records you .is) to replace2 or to
append t)e record2 clic3 on t)e :ew +ecord selector(
&0 ,ro! t)e -dit !enu select 9aste.
!el"ful hint#
0&en %e(#acing mu#ti(#e %eco%$s/ t&e%e must be t&e same numbe% o+ %eco%$s in t&e co(ie$ se#ection an$ t&e
%eco%$s being %e(#ace$
Deletin( records
10 Select t)e re=uired records0
%0 ,ro! t)e -dit !enu select "elete or use t)e "elete 3ey on t)e 3eyboard0
30 Clic3 on t)e >es button in t)e dialog bo/ .)ic) appears to con5r! t)e
deletion0
!el"ful hint#
Once ,ou &a"e $e#ete$ a %eco%$ o% g%ou( o+ %eco%$s/ ,ou 'i## not be ab#e to %et%ie"e it Fo% t&is %eason Access
$is(#a,s a 'a%ning message '&en ,ou $e#ete %eco%$s
@ocating data %% (C@ 1nfor!ation Syste!s
Usin( the undo facilit-
Access provides t)e facility to undo t)e last c)ange !ade to t)e data0 -)e
3ndo feature is available in t)e -dit !enu0 -)e co!!and !ay vary according
to t)e c)ange just !ade e0g0 3ndo Typin*2 3ndo Current 'ield2 3ndo Current
Record2 3ndo Sa!ed Record0 :ote t)at2 for so!e operations >deleting records
is one e/a!ple?2 t)e 3ndo facility is not available0 Jo.ever Access .ill .arn
you if .)at you are about to do is irreversible0
,ro! t)e -dit Menu select ?ndo or use the toolbar button .
(C@ 1nfor!ation Syste!s %3 @ocating data
Custo&isin( datasheets
Chan(in( the a""earance of a datasheet
4ou can c)ange t)e appearance of a table in Datasheet vie. to !a3e it easier
to read and to distinguis) one table fro! anot)er0
Chan(in( the font
7)en you c)ange t)e font in a table2 t)e .)ole table .ill be a8ected by t)e
c)ange0 1t is not possible to c)ange t)e font for selected te/t0
10 ,ro! t)e 'ormat !enu2 select 5ont to display t)e 'ont dialog bo/0
%0 C)oose t)e 'ont2 'ont style2 Si4e2 -&ects and Colour re=uired0
A sa!ple previe. is s)o.n in t)e Sample bo/(
30 Clic3 /- to con5r! your selection and close t)e dialog bo/0
'ridlines, cell effects and bac)(round colour
-)e follo.ing c)anges to t)e datas)eet can all be ac)ieved fro! t)e Datasheet
'ormattin* dialog bo/0
,ro! t)e 'ormat !enu2 select "atasheet0 -)e Datasheet 'ormattin* dialog
bo/ .ill appear as s)o.n belo.6
,o hide or displa$ gridlines2
'nsure t)e Cell Effect option is set to 5lat0
4ou can t)en c)oose to display just t)e
)oriHontal gridlines2 or2 just t)e vertical
gridlines2 or neit)er0 Select or deselect t)e
relevant c)ec3 bo/es0
,o change the colour of $our gridlines2
Clic3 t)e drop do.n arro. button to t)e rig)t
of t)e /ridline colour bo/ and clic3 on your
c)oice of colour0
4ou can scroll up or do.n to reveal !ore
colours0
,o add cell e0ects2
4ou can en)ance t)e loo3 of your table by selecting +aised2 or 1unken fro!
t)e Cell Effect section0
,o change the colour of $our background2
@ocating data %& (C@ 1nfor!ation Syste!s
Clic3 t)e drop do.n arro. button to t)e rig)t of t)e 5ack*round Colour bo/
and clic3 on your c)oice of colour0 4ou can scroll up or do.n to reveal !ore
colours0
(C@ 1nfor!ation Syste!s %5 @ocating data
$e6or(anisin( data
-)ere are a nu!ber of .ays to reorganise data to !a3e records easier to vie.0
-)is section covers custo!ising t)e layout of a table and sorting records0
4ou can !ove colu!ns2 adjust colu!n .idt) and ro. )eig)t2 and freeHe or
)ide colu!n display in t)e Datasheet vie.0 4ou !ay also sort t)e contents of
t.o or !ore adjacent colu!ns0
%electin( a colu&n or colu&ns
Clic3 on t)e Field Selector of the column to select one colu!n >as s)o.n belo.?0
-o select !ultiple colu!ns2 clic3 on t)e 5rst colu!n<s 5eld selector and2
.it)out releasing t)e !ouse button2 drag t)e pointer across t)e 5eld selectors
of t)e ot)er colu!ns re=uired0
!el"ful hint# on#, a$)acent co#umns can be se#ecte$ simu#taneous#,
Mo,in( colu&ns
10 Select t)e colu!n or colu!ns you .is) to !ove0
%0 Clic3 and drag left or rig)t to t)e ne. position0
A bold vertical bar appears to s)o. t)e position of t)e colu!n as you drag0
30 elease t)e !ouse button .)en t)e vertical bar is in t)e position you
re=uire for t)e 5eld0
Chan(in( colu&n idth or ro hei(ht
:avigate to any cell in t)e colu!n or ro. to be c)anged or select t)e colu!ns
to be c)anged0
Menu 'ethod2
10 ,ro! t)e 'ormat !enu select &olu'n Width or +ow .eight.
%0 -)e Column ,idth or Row "ei*ht dialog bo/ appears displaying t)e
current di!ension0
@ocating data %6 (C@ 1nfor!ation Syste!s
Custome% ID
Fie#$ Se#ecto%
6o#$ "e%tica# ba%
in$icates ne'
(osition
30 -ype t)e ne. .idt)G)eig)t re=uired and clic3 /-0
:ote t)at c)anges to ro. )eig)t a8ect all ro.s0
(C@ 1nfor!ation Syste!s %7 @ocating data
Mouse 'ethod2
10 9osition t)e pointer in t)e border to t)e rig)t of t)e colu!n to be c)anged
>or in t)e lo.er border of t)e ro. to c)ange t)e ro. )eig)t?0 -)e pointer
c)anges s)ape to a doubleD)eaded arro.0
%0 Clic3 and )old do.n t)e left !ouse button2 drag t)e pointer to t)e )eig)t
or .idt) re=uired and release t)e !ouse button0
Column idt% best (it
10 9osition t)e pointer on t)e rig)t border of t)e colu!n )eading2 as above0
%0 Double*clic3 t)e left !ouse button0 -)e .idt) .ill be set auto!atically to
5t t)e .idest cell entry currently visible on screen0
9lease note2 t)at no best 5t !et)od is available for ro. )eig)t0
.ree7in( and unfree7in( colu&ns
1n a large -able .)en all 5elds cannot be vie.ed on t)e screen at one ti!e it
is possible to freeHe colu!ns so as to prevent t)e! fro! scrolling o8 t)e
screen0
Freezin$ columns
10 Select t)e colu!ns to be froHen0
%0 ,ro! t)e 'ormat !enu select 5ree@e &olu'ns0
-)e froHen colu!ns .ill auto!atically be !oved to t)e far left of t)e table0
1f no colu!ns are selected .)en you select t)is co!!and2 Access freeHes t)e
colu!n containing t)e insertion point0
!el"ful hint# To mo"e a co#umn '&ic& &as been +%o7en it must be un+%o7en +i%st
.n(reezin$ columns
,ro! t)e 'ormat !enu select ?nfree@e All &olu'ns0
!idin( or shoin( colu&ns
1t is also useful to be able to )ide colu!ns2 to !a3e it easier to focus on t)e
5elds >colu!ns? of particular interest0
/idin$ a column
10 Select t)e colu!n>s? to be )idden0
%0 ,ro! t)e 'ormat !enu select .ide
&olu'ns0
@ocating data %" (C@ 1nfor!ation Syste!s
S%oin$ %idden columns
10 ,ro! t)e 'ormat !enu select ?nhide &olu'ns.
%0 -ic3 in t)e colu!ns bo/es to be un)idden >displayed? as s)o.n left0
%ortin( records
ecords in a table or for! can be sorted using t)e Records !enu or t)e
toolbar buttons0

%ortin( records in a table
1n a datas)eet you can sort by t.o or !ore adjacent colu!ns in a single
action0 Access al.ays sorts records starting .it) t)e left*!ost colu!n0
10 1f necessary !ove a colu!n or colu!ns so t)at t)ey are in t)e correct sort
order >left to rig)t?0
%0 Select t)e colu!n or colu!ns you .is) to sort on0
30 ,ro! t)e Records !enu select 1ort0
&0 Select eit)er 1ort Ascending

or 1ort "escending 0
01am+le
-)e e/a!ple belo. s)o.s t)e Customers Table sorted 5rst by Contact Title
>)rimary Sort? and t)en by Company name >Secondary sort? in ascending
order0 Custo!ers are sorted alp)abetically by Contact Title so t)at all
custo!ers .it) t)e sa!e contact title appear toget)er0 7it)in eac) set of
records .it) t)e sa!e contact title2 records are sorted by co!pany na!e0
!el"ful hint# T&e Contact Tit#e +ie#$ &as been mo"e$ so t&at it is to t&e imme$iate #e+t o+ t&e Com(an,
Name +ie#$
%ortin( records in a .or&
1n a ,or! you can sort by one 5eld only6
10 Clic3 in t)e 5eld you .ant to sort by in any record0
(C@ 1nfor!ation Syste!s %$ @ocating data
%0 ,ro! t)e Records !enu select 1ort0
30 Select eit)er 1ort Ascending or 1ort "escending0
@ocating data 3+ (C@ 1nfor!ation Syste!s
Locatin( data
1n a s!all database2 data !ay easily be located by navigation2 but in a larger
database a searc) !et)od is re=uired0 Access provides t)ree !et)ods for
5nding data6
5ind6 used to locate a record t)at !atc)es certain values
5ilters6 used to e/tract te!porarily records !atc)ing speci5ed
criteria
8ueries2 again used to e/tract records !atc)ing speci5ed criteria2
but t)ey can be saved and re*applied0
-)is section covers using t)e 'ind function and creating 'ilters in bot) tables
and for!s0 Di8erences bet.een t)e t.o .ill be )ig)lig)ted .)ere relevant0
Usin( .ind and $e"lace
Locatin( data usin( .ind
10 ,ro! t)e -dit !enu select 5ind 0
%0 -)e 'ind dialog bo/ .ill be displayed
30 -ype .)at you are loo3ing for in t)e 'ind ,hat bo/ >see belo.?0
&0 Clic3 on t)e 5ind :eAt button0
50 epeat t)e step above to scroll t)roug) all !atc)ing records0
2t%er o+tions in t%e Find dialo$ bo1
)ook In2 Allo.s you to specify .)ic) part of t)e database to searc) >select
t)e 5eld na!e to searc) t)e 5eld or t)e table or for! na!e to searc) all
records?0
Match2 Allo.s you to specify .)et)er to !atc) ,hole 'ield >t)e entire
contents of t)e 'ind ,hat bo/ !ust e/actly !atc) t)e entire contents of t)e
5eld? or #ny )art of 'ield >contents of t)e 'ind ,hat bo/ !ust e/actly !atc)
any part of t)e 5eld? or Start of 'ield >t)e contents of t)e ,ind 7)at bo/ !ust
e/actly !atc) t)e beginning of t)e 5eld?0
(C@ 1nfor!ation Syste!s 31 @ocating data
Match &ase2 -ic3 t)is to 5nd only records .)ere upper and lo.er case letters
!atc) corresponding letters in your 'ind ,hat bo/0
1earch6 Specify .)et)er to searc) 3p >records previous to t)e current
record?2 Down >records follo.ing t)e current record? or #ll0
$e"lacin( field contents
1t is possible not only to searc) for your data but also to replace t)at data .it)
an alternative0 -)is allo.s c)anges to be !ade =uic3ly and easily0
10 ,ro! t)e -dit !enu select +eplace0
-)e Replace dialog bo/ .ill be displayed >see belo.?0 :otice t)e
si!ilarities .it) t)e 'ind dialog bo/0
%0 Co!plete t)e dialog bo/ as for t)e 'ind dialog bo/ >see previous page? to
specify t)e te/t you .is) to 5nd0
30 'nter t)e ne. te/t >.it) .)ic) to replace t)e te/t in t)e 'ind ,hat bo/? in
t)e Replace ,ith bo/0
&0 -o replace speci5c instances of t)e searc) ter!6
(se t)e 5ind :eAt button to scroll t)roug) your records0
,or eac) ite! you .is) to c)ange2 clic3 on +eplace0
-o replace all instances of t)e searc) ter!6
Clic3 on +eplace All.
!el"ful hint#
Use t&e $e"lace All comman$ 'it& e.t%eme caution You cannot un$o t&e $e"lace All comman$8
@ocating data 3% (C@ 1nfor!ation Syste!s
.ilterin( records in a table or for&
,ilters and =ueries are tools t)at can be used to create a custo! vie. of your
data t)at includes or e/cludes records according to speci5c criteria0 A 'ilter
can be used to te!porarily c)ange t)e set of records you are vie.ing .)ile a
table or for! is open0
(nli3e t)e 'ind function2 .)ic) only operates on one criterion2 'ilters enable
you to generate lists of records based on several criteria in one or several
5elds0
.ilter b- selection
-)is ,ilter displays only t)ose records t)at )ave a speci5c value in a particular
5eld0
10 Clic3 in t)e 5eld containing t)e value you .ant to 5nd0
%0 ,ro! t)e Records !enu select 5ilter and t)en 5ilter b$ 1election .
Only records .)ic) contain t)e sa!e value in t)e sa!e 5eld as t)e one you
selected .ill be displayed and all ot)er records .ill be )idden0
Example
Clic3 in t)e 1urna'e 5eld of a record .)ere t)e surna!e is FS!it)< and t)en
use t)e 5ilter b$ 1election co!!and0 Only records .it) t)e .ord S!it) in
t)e Surname 5eld .ill be displayed0
!el"ful hint#
0&en %eco%$s a%e +i#te%e$/ 82Fi#te%e$39 a((ea%s ne.t to t&e tota# numbe% o+ %eco%$s at t&e bottom o+ t&e
$atas&eet o% +o%m
.ilter e9cludin( selection
-)is filter e/cludes records t)at )ave a speci5c value in a particular 5eld0
-o apply t)is filter2 follo. t)e instructions for 'ilter by Selection >above? but
select 5ilter 4Acluding 1election fro! t)e 'ilter sub!enu0
.ilter b- for&
Jere you select values in t)e re=uired 5elds to 5lter data in several 5elds0
10 ,ro! t)e Records !enu select 5ilter and t)en 5ilter b$ 5or'7 or clic3 on
t)e toolbar button 0
%0 A blan3 datas)eet >.)en 5ltering a table? or for! >.)en 5ltering a for!?
.ill appear .it) a Look 'or tab at t)e botto!0
30 -)e filter for! .ill usually display t)e !ost recent criteria entered0 -o
ensure t)at all previous criteria )ave been cleared before creating a ne.
(C@ 1nfor!ation Syste!s 33 @ocating data
5lter2 select &lear Grid fro! t)e -dit !enu2 or clic3 on t)e toolbar button
0
&0 -ype any criteria you .ant to !atc) in t)e relevant 5elds0 -yping criteria
in !ore t)an one 5eld .ill !ean t)at records .ill )ave to !atc) all t)e
criteria you enter0
50 -o add alternative criteria t)at t)e records could !atc)2 clic3 on t)e /r tab
at t)e botto! of t)e for! or datas)eet0 A second for! or datas)eet .ill
appear for you to enter additional criteria0
60 ,ro! t)e 'ilter !enu select Appl$ 5ilter*1ort2 or clic3 on t)e toolbar
button 0
-)e records t)at !atc) t)e criteria you )ave speci5ed .ill be displayed0
Example
10 Clic3 on object for!s and open t)e for! Customers.
%0 (se 5ilter b$ for' fro! t)e Records !enu0
30 -ype F1ales +epresentati#e3 in t)e title 5eld and FGer'an$3 in t)e
country 5eld >see t)e screen capture above?0
&0 Clic3 on t)e /r tab and type F?-3 in t)e country 5eld0
50 Apply t)e filter0
60 -)is ,ilter .ill display sales representatives fro! #er!any and all
custo!ers fro! t)e (M0
!el"ful hint#
Access automatica##, (#aces $oub#e :uote ma%1s :; a%oun$ c%ite%ia te.t Fo% mo%e in+o%mation about using
c%ite%ia/ see C%ite%ia on (age 3;
@ocating data 3& (C@ 1nfor!ation Syste!s
$e&o,in( a .ilter
,ro! t)e Records !enu select +e'o#e 5ilter*1ort or use the toolbar button 0
All records are displayed0
!el"ful hint#
Fi#te%s a%e tem(o%a%, an$ a%e not sa"e$ 'it& t&e tab#e o% +o%m
(C@ 1nfor!ation Syste!s 35 @ocating data
Criteria
#iven belo. are a range of so!e of t)e possible criteria t)at can be used in
=ueries and filters0 -)is is by no !eans an e/)austive list D see #ccess "elp
for !ore infor!ation0
:ote t)at in certain 5elds it is only possible to de5ne criteria !atc)ing t)e
data type in t)at 5eld0 ,or e/a!ple2 it is only possible to specify a particular
date or range of dates in a date 5eld and to specify a particular nu!ber or
range of nu!bers in a nu!ber 5eld0 Access .ill .arn you if you atte!pt to
enter an inappropriate criterion in a 5eld0
Dates and nu&bers
-o 5nd records !atc)ing a speci5c date or nu!ber or a range of dates or
nu!bers6
,o ;nd2 ,$pe2 4Aa'ple "ispla$s2
'/act !atc) Ndate or nu!berO 1&G+%G+3 1&G+%G+3
#reater
t)an
PNdate or nu!berO P1++ 1+1 and up
@ess t)an QNdate or nu!berO Q1++ up to $$
#reater
t)an or
e=ual to
PRNdate or nu!berO PR1&G+%G+3 after and including
1&G1+G+3
@ess t)an or
e=ual to
QRNdate or nu!berO QR1++ up to and
including 1++
7it)in an
inclusive
range
bet.een Ndate or
nu!berO
and Ndate or nu!berO
Set.een 1 and
5
12 %2 32 &2 5
Te9t
-o 5nd records .)ic) contain certain te/t >a particular .ord or .ords or
co!bination of letters?0
,o ;nd2 ,$pe2 4Aa'pl
e
"ispla$s2
'/act !atc) Nte/tO Cat Cat
-e/t begins .it)
Nte/tO follo.ed
by any letters0
Nte/tOL CaL &at and &anary
-e/t occurs
any.)ere .it)in
LNte/tO
L
LSalesL Assistant 1ales
Agent2 1ales
@ocating data 36 (C@ 1nfor!ation Syste!s
t)e 5eld Manager etc0
(C@ 1nfor!ation Syste!s 37
@ocating data
1ull fields
-o 5nd records for .)ic) a certain 5eld is blan36
-ype FIs :ull3 in t)e relevant 5eld0
-o 5nd only records for .)ic) a certain 5eld contains data >isn<t blan3?6
-ype FIs :ot :ull3 in t)e relevant 5elds0
09clusion
-o 5nd 5elds .)ic) don<t !atc) certain criteria add :ot to t)e front of t)e
criteria0
-)is can be used for te/t2 dates or nu!bers0
Examples
:ot BManagerB:,inds records for .)ic) a 5eld doesn<t contain FManager<
any.)ere in t)e 5eld0
:ot 14*10*032 ,inds records for .)ic) a 5eld doesn<t e/actly !atc) t)e date
1&G1+G+30
Acce"table s-nta9
Access auto!atically places double =uote !ar3s CD around te/t and )as) E
sy!bols around dates entered in t)e criteria line2 but nu!bers are not
c)anged0 Access .ill also add t)e .ord B@i3eC to any e/pressions including an
asteris3 B0 -o save ti!e .)en creating =ueries it is !ore usual to leave out
t)ese sy!bols and allo. Access to add t)e!0
-o ensure t)at Access recognises dates correctly2 t)ey s)ould al.ays be
.ritten in an acceptable for!at0 Access recognises dates in a nu!ber of
for!ats but it is reco!!ended to use ddG!!Gyy >e0g0 %5G1%G+3? or ddG!!Gyyyy
>e0g0 %5G1%G17$5? as standard0
@ocating data 3" (C@ 1nfor!ation Syste!s