آموزش کامل Access 2000 -EN

[A M I R]

[h=2]Sorting Records

[h=3]Sort Records to Find Information
One method of finding information, sorting, allows you to access information quickly and easily.

Records can be sorted in ascending order (A-Z), and descending order (Z-A). You can sort

by zip code, last name, first name, grade, teacher, etc. You can even sort by grade and then by last name within each grade.

It's easiest to see the results of a sort if you work in Datasheet View.
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[A M I R]

[h=2]Sorting Records

[h=3]Working in Datasheet View
Remember, when working with tables, you work in Datasheet View. In Datasheet View, you

can add, edit, or view data in a table. You can also check spelling, print the table data, ******

or sort records, change how the datasheet is displayed, and change the table structure by

adding or deleting columns.


Since it's easiest to see the results of a sort in Datasheet View, let's convert a form (Form View) to Datasheet View.
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[A M I R]

[h=2]Sorting Records

[h=5]To Choose Datasheet View:

Open the desired form or table you want to work with.


Choose View

Datasheet View from the menu bar.

The form records are now displayed in Datasheet View.

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[A M I R]

[h=2]Sorting Records

[h=3]Sorting Records




When sorting a table, you have made a change to the table design. When you attempt to

close the table, Access asks you if you want to save the changes to the table design. If

you choose to save the changes, click Yes. The sort order is saved. When you open the

table again, the records will still be sorted. If you choose No, the change is not made and

the table remains in its original design.

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[A M I R]

[h=2]Sorting Records

[h=5]To Sort Records:

Whether working in a table or form, switch to Datasheet View.
Click anywhere in the column you want to sort by.

Click the Ascending or Descending Sort button.

To sort by Form View, switch to Form View, select the field you want to sort by, and

click the Sort button on the toolbar. To see the results, use the status area to move through the records.





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[A M I R]

[h=2]Sorting Records

[h=3]Challenge!
Open the Great Lake Elementary database.

In the database window, choose the Table tab from the Object palette.

Double-click the Student table to open it.

Choose View

Datasheet View from the menu bar.

Practice performing a simple sort: Sort students alphabetically by Student Last Name.

Close the database. When prompted to save changes, choose No.

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[A M I R]

[h=2]Sorting Multiple Records

[h=3]Introduction

[h=4]By the end of this lesson, learners should be able to:

• Perform a multi-field sort

• Remove a sort

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[A M I R]

[h=2]Sorting Multiple Records

[h=3]Multi-field Sorting
Multi-field sorting sorts the record on the first field you specify, then sorts

records with the same value using another specified field. For example, you can alphabetize all the Browns by first name.

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[A M I R]

[h=2]Sorting Multiple Records

[h=5]To Sort by Multiple Fields:
Open the desired form or table in Datasheet View.

Move the columns you want to sort so they are next to one another.

Moving a column in Access is much like moving a column in Excel.

First, select the column by clicking on the

column heading. (The mouse pointer becomes a white arrow with a ghost box.)

Next, drag the column to the desired

position. (As you drag, a dark vertical line is shown moving between the columns.) Release the left mouse button.



The column sorted first should be on the left, the second to its immediate right, and so on.

Select all fields (columns) involved in the multiple sort process.

Click the Ascending or Descending button on the toolbar.

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[A M I R]

[h=2]Sorting Multiple Records

[h=3]Multiple Sorting Example

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[A M I R]

[h=2]Sorting Multiple Records

[h=3]Multi-Field Sorting Example

You can't perform multiple field sorts in Columnar or Tabular Form View.



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[A M I R]

[h=2]Sorting Multiple Records

[h=5]To Remove the Sort Order:
Choose Records

Remove ******/ Sort from the menu bar.

If you add new records to a table that has been sorted, any new records are automatically saved.

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[A M I R]

[h=2]Sorting Multiple Records

[h=3]Challenge!
Open the Great Lake Elementary database.

In the database window, choose the Table tab from the Object palette.

Double-click the Student table to open it.


Choose View

Datasheet View from the menu bar.

Practice performing a multi-field sort: Sort alphabetically by Student Last Name and Student ID.

Close the database. When prompted to save changes, choose Yes.



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[A M I R]

[h=2]Finding Records

[h=3]Introduction
[h=4]By the end of this lesson, learners should be able to:

• Perform a simple find

• Use a wildcard to find a record

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[A M I R]

[h=2]Finding Records

[h=3]The Find and Replace Dialog Box
When you are dealing with a large database filled with thousands of records, you

may need to quickly locate one of them. Access provides an easy way to find individual records: the Find function.

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[A M I R]

[h=2]Finding Records

[h=5]To use the Find Function:
Click in the field that contains the data you're searching for.

Choose Edit

Find or click the Find button on the toolbar.

The Find and Replace dialog box opens. Type a piece of information

related to the record you're searching for. In the example, "Rob" a piece

of information related to the last name "Robinson," appears in the Find What text box.


Click Find Next.

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[A M I R]

[h=2]Finding Records

[h=3]The Find and Replace Dialog Box's Additional Features
Use the Look In drop down box to narrow your search. Tell Access where to look for the text. Choose current field or entire database.

If you've already clicked in the field that contains the data you're searching for, you may skip this step.

Click Find Next. The records with the first occurrence of the matched text displays, or the Office Assistant tells you no matched records were found.

Click Cancel if you've found the record you're searching for. The Find and Replace dialog box closes.

OR



Click Find Next if you need to search further. The next occurrence displays.





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[A M I R]

[h=2]Finding Records

[h=3]Using Wildcards

If you are unable to find the record you're searching for using a simple

find, try typing an operator in the Find What text box in the Find and

Replace dialog box. A common Access operator is a wildcard, a symbol

representing one or more characters.

Wildcard	Usage	Example
*(Asterisk)	Used at the beginning or the end of a search string to match one or more characters	Sch* finds Schlotz and Schwartz. *ing finds Wheeling and Browning.
? (Question Mark)	Matches any single alphabetic character	Sp?ll finds spell and spill.
# (Pound Sign)	Matches any single numeric character	9#1 finds 901, 911, 921, 931, etc.

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[A M I R]

[h=2]Finding Records

[h=5]To Search for a Record Using a Wildcard:


Choose Edit

Find from the menu bar or click the Find button on the toolbar.

(Ctrl + F)

The Find and Replace dialog box opens.

Type your wildcard combination in the Find What text box.

Click on Find Next. The records with the first occurrence of the matched

text displays, or the Office Assistant tells you no matched records were found.

• Click Cancel if you found the record you're searching for. The Find and Replace dialog box closes.

OR

Click Find Next if you need to search further. The next occurrence displays.

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[A M I R]

[h=2]Finding Records

[h=3]Challenge!
Open the Great Lake Elementary database.

Double click the Students table. The Students table (in Datasheet View) opens.

Spend some time familiarizing yourself with the data in the table, and experiment using the skills learned in this lesson:




Perform a simple Find using the Find and Replace dialog box. For example, find the Parent/Guardian "Gena Stroud".

Use a wildcard to find a record. For example, search for all students whose last names begin with "S".

• Close the table.
• Do not save changes.

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