Sorting your Database

Transcription

1 Sue Doogan 10/12/ :41 Sorting your Database You are often asked to put your database into some sort of order, eg alphabetically, numerically or date order. This is easy if you are just being asked to sort on ONE field, eg Sort in alphabetical order of Surname. However, it is a little more complicated when asked to sort on more than one field, eg Sort your database in ascending order of surname and ascending order of first name. Sorting on one field Ascending means sorting from A- Z, etc Descending means sorting from Z- A, etc If you are asked to sort your database into ascending order of Surname: Highlight the surname field and click on the little arrow at the right hand side of the column Deleted: Using Microsoft Access... [1], Bold Select Sort A to Z Your database would now look like this:

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3 Creating Database Forms You may occasionally be asked to display your database as a FORM. The easiest way to do this is to go to the Create tab on the Ribbon and select Form. This will automatically create a Form based upon the Fields that already exist, as shown below. Sue Doogan 10/12/ :41 Deleted: Sorting on two or more fields... [2] If you are asked to give the Form a title (in the Header area) or insert a footer you will have to go into DESIGN VIEW In Design View you will need to drag the Footer/Header area down to give you space to enter the details. Once you have enough space you can insert a Label box by clicking on the Label icon and inserting whatever text is required into this box. If putting your name in the Footer please make sure it is on a separate line. When you have finished, revert back to FORM VIEW.

4 Creating Forms using Form Wizard You can also choose to use the Form Wizard to create a Form. This is particularly helpful when you only want to include specific Fields. Select Create Form Wizard You then get the option to choose the Fields you want to use Once you have selected the Fields, click on Next > Normally, we will be using a Columnar layout, choose this then click on Next > Give your Form a relevant and appropriate Title. This may be given to you, so watch for spelling/capitalisation etc (Remember that your accuracy is important!) Choose Open the form to view or enter information and then select Finish You can add a Footer, if necessary by opening Design View and following the previous set of instructions.

5 Searching for Specific Records (Querying your Database) Sometimes you will be asked to carry out a search to find a specific set of records. For example: Find all members of staff who work in the Finance Department Find a member of staff who was born before 1963 etc The best way to carry out a search is to create a Query this allows you to save your results and then use them in Reports or in a Word document. Select Create Query Design Choose the Table you wish to use and then select ADD. Once all tables have been added CLOSE the Show Table Window Select the fields you need from the drop down boxes in each column Enter the Criteria you are looking for into the criteria boxes You can also choose to sort your query on specific fields (enter this information in to the Sort line Sometimes you will be asked to show only some of the fields. You can hide the fields you do not need by unchecking the Show box. Once you have designed your Query, select RUN Remember to give your Query a suitable name when you save it.

6 Creating Reports You may be asked to display your entire Database, or the results of a Query as a Report. Select Create Report Wizard Choose the database file you wish to present in a report (the wizard gives you the choice of all tables and queries) Move the fields you want to show from the left window to the right window. You can move one field at a time or all fields at once then click on Next > You will now be asked if you wish to group the fields of your report. Add grouping levels, if appropriate. Click Next > You can sort the Report if required. This can be ascending or descending. Click Next >

7 You are now asked about the report layout. Normally, we will be choosing Tabular. Select Portrait or Landscape for your page orientation, then click Next > Give your report a suitable title. If a title has been suggested for you, make sure you key it in accurately. Click Finish to display your final report. Presentation is everything! Remember that if the information is not fully visible you will not be awarded vital marks. In the Report above, 2 fields have been truncated. To fix this you have to go into the Design View. Report headings and information can be moved, shortened and lengthened to suit the amount of data in each box. Double check that all data is visible, if not go back into Design View and make changes until it can be seen. Footers can be added by dragging the Report Footer area down to give you space to enter the details. Once you have enough space you can insert a Label box by clicking on the Label icon and inserting the required text. Again, ensure that your name is on a separate line in your footer.