آموزش کامل Access 2007-EN

[A M I R]

[h=2]Making Forms Attractive

[h=3]Challenge!
If you haven't already done so, save the sample Ready2Read database on your own computer.

Open the Orders Form in Layout View and change the form by:

• Adding a picture using the Logo command.

• Giving the form a new Title.

• Modifying some of the text on the form.

• Applying one of the AutoFormat options.

• Moving or resizing an object on the form.

• Applying a border to an object on the form.

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[A M I R]

[h=2]Sorting Records

[h=3]Introduction Once a database is populated, it is time to think about how to look at, or analyze, the data. One very basic way to analyze

data is to sort it. Sorting data is easy with Access 2007. This lesson will show you how to sort text-based and numeric

data using common sorting commands. It will also show you how to clear sorts.

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[A M I R]

[h=2]Sorting Records

[h=3]Sorting Records
Sorting is probably the simplest way to look at data; it keeps like things together. In our

bookstore database, for example, we could sort our data a number of ways:

• We could sort orders based on the order date.

• We could sort our customers by the state in which they live, or by their zip codes.

• We could sort our books by author, category, or price.

Access 2007 allows you to sort the records in your database tables based on a field or value that is either

text (like author's last name) or numerical (like a customer's zip code or a book's price). Depending

on the type of value, Access offers different sorting options.
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[A M I R]

[h=2]Sorting Records

[h=3]Sorting on Text Values

When Access 2007 sorts on a text value, it offers the two options described in the table below:

Sort Option	Also Called	Description
A to Z	Ascending	Values closest to A are displayed first
Z to A	Descending	Values closest to Z are displayed first

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[A M I R]

[h=2]Sorting Records

[h=5]To Sort Based on a Text Value
To sort based on a text value:

Click the drop down arrow at the top of the field you wish to sort.

When the menu appears, select either the Sort A to Z or the Z to A option.With A to Z, the records

will be sorted based on the chosen field's value with the value closest to A at the top of the table, as seen below.

• With Z to A, the records will be sorted the using the chosen field's value with the value closest to Z at the top of the table.

The sort commands in the Sort group on the Ribbon is another way to begin the sort.



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[A M I R]

[h=2]Sorting Records

[h=3]Sorting on Numeric Values
Access 2007 also offers the two options when sorting based on a numeric value. These options are described in the table below:

Sort Option	Also Called	Description
Smallest to Largest	Ascending	Values closest to 1 are displayed first
Largest to Smallest	Descending	Values furthest from 1 are displayed first

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[A M I R]

[h=2]Sorting Records

[h=5]To Sort Based on a Numeric Value

To sort based on a number value:

• Click the drop down arrow at the top of the field you wish to sort.
  
  
  
  
  
• When the menu appears, select either the Lowest to Highest or the Largest to Smallest option.

• With Smallest to Largest, records will be sorted based on the chosen field's value with the value closest to 1 at the top of the table.

• With Highest to Lowest, records will be sorted the using the chosen field's value with the value furthest from 1 at the top of the table, as seen below.

The sort commands in the Sort & ****** group on the Ribbon can be use to begin the sort, as well.





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[A M I R]

[h=2]Sorting Records

[h=5]To Clear a Sort

To clear your sort:

• Click the Clear Sort command in the Sort & ****** group on the Ribbon.

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[A M I R]

[h=2]Sorting Records

[h=3]Challenge!
If you haven't already done so, save the sample Ready2Read database on your own computer.

Open the Customers table and the Books table.



Sort the Last Name field in the Customers table from Z to A.


Sort the Books table according to Price using the Lowest to Highest option.



Clear your sorts.

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[A M I R]

[h=2]******ing Records

[h=3]Introduction Another useful way to look at, or analyze, the data in the database is by ******ing it. ******ing groups your

data together based on one or more criteria for a given field, then displays only the records that contain those

specified values and criteria. ******ing data is easy with Access 2007. This lesson will show you how to ******

records using common ****** commands. You will also learn how to use the toggle button to switch

between ******ed and un******ed results, and to perform advanced ******s, to save the ******ed results, and more.

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[A M I R]

[h=2]******ing Records

[h=3]******ing Records

When you tell Access 2007 to ****** your records, you are asking it to:

• Search all the records in one table

• Find every record in that table that meets the criteria you set

• Display the results for you in the table by hiding the records that do not meet the criteria

You can ****** data using what Microsoft calls the ****** by Field and ****** by

Selection methods. Additionally, Access 2007 can perform an Advanced ******, which is really a

small query that is run on only one table. These options are described in the table below.

Method	Description
****** by Field	Lists all of the values that have been entered in a specified field, so that you can choose which value or values you want Access to find.
****** by Selection	Offers the ability to search records based on the value that is currently selected in a table. You can ask it to find records that: Equal the value Do not equal the value Contain the value Do not contain the value
Advanced ******	Narrows ******ed results further by performing additional ******s or sorts.

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[A M I R]

[h=2]******ing Records

[h=3]****** by Field



When you ****** by Field, Access 2007 finds all of the values that have been entered in the specified field. Access

lists all these values for you, so that you can choose which value or values you want Access to find for you within

that field. Once you choose which value to ****** by, Access returns the results to you as a subset of records in the table.



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[A M I R]

[h=2]******ing Records

[h=5]To ****** by Field
To ****** by Field:

• Highlight the column for the field you want to use as a ******. In the example below, we are ******ing using the State field.

• In the Sort and ****** group in the Ribbon, click on the ****** command. It looks like a funnel.

• When the dialog box appears, select the value that you want to use as the ****** value:
• • Checking Select All will return every record in the table. However, clicking on this option when the all values are checked will clear the selections.
• • Checking Blank will find only records in which the field is empty.
• • Check as many of the values as you would like to see returned in your results.
• Click OK.

The results will appear in the table. In the example above, the results are showing all records for

customers living in NC. Notice that all other records are hidden from view, but that the table name is still Customers.








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[A M I R]

[h=2]******ing Records

[h=5]To Toggle Between ******ed and Un******ed Results
As with most actions in Access, you can toggle between your ******ed results and un******ed tables in a variety of ways:

• Use the label that appears in the navigation bar, as seen above.

• Use the Toggle ****** button on the Ribbon

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[A M I R]

[h=2]******ing Records

[h=3]****** by Selection
When you ****** by Selection, Access 2007 returns the results to you as a subset of records in

the table. It assumes that your current selection is what you want to use as your ****** value, or criteria.





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[A M I R]

[h=2]******ing Records

[h=5]To ****** by Selection
To ****** by selection:

• Place your cursor in the cell that contains the value you want to use as your ****** value.

• Click on the Selection command in the Sort & ****** group in the Ribbon.

• When the list appears, choose one of the options:
  • Equals will return all records that have exactly the same value as your selected value.
  • 
    In the example below, this option would return records for the city of Raleigh only.
• • Does Not Equal will return every record that does not have the same value as your selected value. In
  • the example below, this option would return all records except for the ones with Raleigh as a city.
• • Contains will return every value that has your selected value somewhere in it. In the example below, choosing
  • Contains would return records with a city value of Raleigh, Caraleigh, or Raleighville.
• • Does Not Contain will not return records with the selected value anywhere within the search field. In the
  • example below, clicking Does Not Contain would return all records except for records that have Raleigh in
  • the city name -- Raleigh, North Raleigh and Raleighville, for example, would not show up in the results.

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[A M I R]

[h=2]******ing Records

[h=3]Sorting or ******ing the ******ed Results
Access 2007 lets you narrow the ******ed results even more by applying another level of sorting or ******ing. To do this:

• In the table showing your ******ed results, select the field or value you wish to use as the basis for a deeper sort or ******.

• Apply the additional ****** or sort.

Another way to do the same thing is to use the Advanced ****** command.



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[A M I R]

[h=2]******ing Records

[h=3]Advanced ******s

An Advanced ****** is very similar to a multilevel sort in Microsoft Excel. An Advanced ****** can really

help you narrow down your records. This is like running a miniature query on only one table. It uses a

screen very similar to the query design screen, and can even save your results as a query so you can

use them again later. Queries are covered in more detail in other lessons.





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[A M I R]

[h=2]******ing Records

[h=5]To Apply an Advanced ******
To apply an Advanced ****** to your table:

• Click on the Advanced command in the Sort & ****** group in the Ribbon.

• From the menu that opens, select the Advanced ******/Sort option.

• The design screen will open so that you can set up your ****** criteria and/or sorting order for the various fields in the table.

• To sort or ****** another field, drag the field name from the table at the top of the screen to the
• design portion of the screen in the bottom half of the window. Then:

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[A M I R]

[h=2]******ing Records

• To sort the new field:

• Click in the Sort cell for the field.

• Choose the sort option you want to use from the drop down list that appears.

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