Programs: Microsoft Access 2000: Lesson 3


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.
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.
Filter  

 

 

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)

 

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. 
 
Filter by Form  

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.

 

 
Sorts  
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. 
Sort Ascending  
 

 

 

 

 

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.

Sort Descending  

 

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.

 

Remove Filter Button  

 

 

 

By clicking the Remove Filter button, it will display the complete table at any time.

 

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Programs: Microsoft Access 2000: Lesson 3