Access 2010 Level 1 Unit 2 Creating Forms and Reports

2. Access 2010 Level 1 Unit 2 Creating Forms and Reports Chapter 7 Modifying, Filtering, and Viewing Data

3. Modifying, Filtering, and Viewing Data Quick Links to Presentation Contents • Filter Data • View Object Dependencies • CHECKPOINT 1 • Use Options at the Info Tab Backstage View • Customize the Recent Tab Backstage View • Save a Database and Database Object • CHECKPOINT 2

4. Filter Data • You can place a set of restrictions, called a filter, on records in a table, query, form, or report to isolate specific records temporarily. • Like a query, a filter lets you view specific records without having to change the design of the table, query, form, or report.

5. Filter Data…continued To filter records: • Open the desired object. • Click in the entry of the desired field column to filter. • Click the Filter button in the Sort & Filter group in the Home tab. • Select the desired sorting option at the drop-down list. Filter button

6. Filter Data…continued • To sort on a specific criterion, click the (Select All) check box to remove all check marks from the list of field entries. • Click the item in the list box on which you want to sort and then click OK. (Select All) check box

7. Filter Data…continued • When you open a table, query, or form, the Record Navigation bar contains the dimmed words No Filter preceded by a filter icon with a delete symbol (an X). • If you filter records in one of these objects, Filtered displays in place of No Filter, the delete symbol is removed, and the text and filter icon display with an orange background.

8. Filter Data…continued • When you filter data, the underlying data in the object is not deleted. • You can switch back and forth between the data and the filtered data by clicking the Toggle Filter button in the Sort & Filter group in the Home tab.

9. Filter Data…continued To remove a filter: • Click in the field column containing the filter. • Click the Filter button in the Sort & Filter group in the Home tab. • Click the Clear filter from xxx option. Clear filter from xxx option

10. Filter Data…continued • If you click the Filter button for a field containing text, the drop-down list for the specific field will contain a Text Filters option. • Click this option and a values list displays next to the drop-down list. Text Filters option

11. Filter Data…continued • If you click the Filter button for a field containing number values, the option in the drop-down list displays as Number Filters and if you are filtering dates, the option at the drop-down list displays as Date Filters. Date Filters option

12. Filter Data…continued To filter by selection: • Click in a field in an object. • Click the Selection button in the Sort & Filter group in the Home tab. • Select the desired option at the drop-down list. Selection button

13. Filter Data…continued To filter by shortcut menu: • Right-click on a field entry. • Select the desired option at the shortcut menu. shortcut menu

14. Filter Data…continued To use the Filter By Form option: • Click the Advanced button in the Sort & Filter group in the Home tab. • Click the Filter By Form option at the drop-down list. continues on next slide… Filter By Form option

15. Filter Data…continued • Click in the empty field below the desired column to filter. • Click the down-pointing arrow at the right side of the field. • Click on an item at the drop-down list. down-pointing arrow

16. Filter Data…continued • In the Filter by Form window, the Look for and Or tabs display toward the bottom of the form. Or tab

17. View Object Dependencies • Viewing a list of the objects within a database and viewing the dependencies between objects can be beneficial to ensure an object is not deleted or otherwise modified causing an unforeseen effect on another object.

18. View Object Dependencies…continued To view object dependencies: • Open the desired database. • Click the desired object in the Navigation pane. • Click the Database Tools tab. • Click the Object Dependencies button in the Relationships group. continues on next slide… Object Dependencies button

19. View Object Dependencies…continued • At the Object Dependencies task pane, click the desired options. Object Dependencies task pane

20. CHECKPOINT 1 • This is the name for a set of restrictions used to temporarily isolate specific records. • sort • filter • rule • process • Click this button to access the Filter By Form option. • Form • Sort • Filter • Advanced Answer Answer Next Question Next Question • The Filter button is located on this tab. • File • Database Tools • Home • Create • Add an additional value to a filter by clicking this tab at the bottom of the form. • Or • Look for • And • Next Answer Answer Next Question Next Slide

21. Use Options at the Info Tab Backstage View To display the Info tab Backstage view: • Open the desired database. • Click the File tab. Info tab Backstage view

22. Use Options at the Info Tab Backstage View…continued To compact and repair a database: • Open the database. • Click the File tab. • Click the Compact & Repair Database button. Compact & Repair Database button

23. Use Options at the Info Tab Backstage View…continued To open a database in Exclusive mode: • Display the Open dialog box. • Click the desired database. • Click the down-pointing arrow at the right of the Open button. • Click the Open Exclusive option. Open Exclusive option

24. Use Options at the Info Tab Backstage View…continued To encrypt the database with a password: • Open the database in Exclusive mode. • Click the File tab. • Click the Encrypt with Password button. • At the Set Database Password dialog box, type the desired password, press Tab, and then type the password again. • Click OK. Set Database Password dialog box

25. Use Options at the Info Tab Backstage View…continued To view the database properties: • Open the desired database. • Click the File tab. • At the Info tab Backstage view, click the View and edit database properties hyperlink. View and edit database properties hyperlink

26. Use Options at the Info Tab Backstage View…continued • With the General tab selected, the dialog box displays information about the database type, size, and location. General tab

27. Use Options at the Info Tab Backstage View…continued • Click the Summary tab and fields display such as title, subject, author, category, keywords, and comments. Summary tab

28. Use Options at the Info Tab Backstage View…continued • Use options at the Properties dialog box with the Custom tab selected to add custom properties to the database. Custom tab

29. Customize the Recent Tab Backstage View To view the list of the most recently opened databases: • Click the File tab. • Click the Recent tab. Recent tab Backstage view

30. Customize the Recent Tab Backstage View…continued To display a quick list: • Click the File tab. • Click the Recent tab. • Click the Quickly access this number of Recent Databases check box. Quickly access this number of Recent Databases check box

31. Customize the Recent Tab Backstage View…continued To pin a database file name: • Click the File tab. • Click the Recent tab. • Click the dimmed gray pin at the right of the desired database file name. dimmed gray pin

32. Save a Database and Database Object To save a database in an earlier version: • Open the desired database. • Click the File tab. • Click the Save & Publish tab. • Click the desired version in the Save Database As category. • Click the Save As button. • At the Save As dialog box, click the Save button. Save As button

33. Save a Database and Database Object…continued To save an object in PDF or XPS file format: • Click the desired object in the Navigation pane. • Click the File tab. • Click the Save & Publish tab. • Click the Save Object As option. • Click the PDF or XPS option. • Click the Save As button. PDF or XPS option

34. CHECKPOINT 2 • Click this tab to display the Info tab Backstage view. • Database Tools • Create • Home • File • With this tab selected, the Properties dialog box displays the type, size, and location. • Summary • General • Content • Custom Answer Answer Next Question Next Question • To optimize the performance of your database, do this on a regular basis. • compact and repair • compact and exit • repair and save • exit and save • If you want a database name to remain at the top of the Recent Databases list, do this to the database name. • copy • delete • pin • rename Answer Answer Next Question Next Slide

35. Modifying, Filtering, and Viewing Data Summary of Presentation Concepts • Filter data by selection and by form • Remove a filter • View object dependencies • Compact and repair a database • Encrypt a database with a password • View and customize document properties • Customize the Recent tab Backstage view • Save a database in a previous version • Save a database object in PDF format