| Lesson3: In this section, you will have an
understanding about filter and sorting. You
will also learn how to use filter by form or selection,
sort ascending, sort descending and be able to demonstrate
remove filter. |
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By the end of this
lesson you will:
- Have an understanding of filter and
sorting.
- Be able to filter by selection or
form.
- Learn to sort ascending or
descending.
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| Filter |
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Filters
and sorts are most useful in organizing large
groups of data.
A filter simply “filters out” the
records that the user does not wish to display and
shows only those specified by the user.
A sort works in conjunction with a filter
and sorts the records from the filter in a given
sequence (I.e. alphabetically, numerically, etc)
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| Filter by Selection |
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The easiest way to implement
a filter is to click in any cell that contains
the value of the desired criterion (i.e. any
record that contains Johnson).
Then click the shortcut filter by
selection button on the Access toolbar.
The result will be a database filtered so
that only those records with the author Johnson
will show up.
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| Filter by Form |
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An alternate and more
efficient way to apply a filter is to use the
filter by form command.
Clicking the filter by form button will a
screen on which the user can select criteria
from a drop-down menu for every field in the
database. This
allows the user to apply multiple criteria
simultaneously. The most useful advantage of filtering by form is that the
user can specify relationships within a given
criterion (i.e. books with a copyright year
greater than 2000).
Filtering by selection, on the other
hand, requires that the user specify criteria
equal to an existing value.
Another advantage of filtering by form is
that the user can specify alternative criterion
(i.e. book titles with copyright year of 2000
and book titles by author Johnson).
This is done by clicking the “or” tab
located on the bottom of the screen.
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| Sorts |
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The sort command allows the user to list the records within a field in a
specific sequence.
To use this command, click in the field
on which you want to sequence the records.
Click on either the sort ascending or
sort descending button on the Access toolbar.
The sort ascending button is appropriate
for names while the sort descending button is
more appropriate for numeric fields.
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| Sort Ascending |
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The sort ascending button is appropriate for fields such as last name, if
you want to display the records with the
smallest value listed first.
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| Sort Descending |
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The sort descending button
is appropriate for numeric fields such as
salary, if you want to display the records with
the highest value listed first.
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| Remove Filter Button |
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By
clicking the Remove Filter button, it will
display the complete table at any time.
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Back to Lesson 2 |
Continue
to Lesson 4 |
|
Back
to Main
Page |
: Lesson 3