TOPIC 1: MANAGEMENT OF DATABASE INFORMATION SYSTEM
The Record in an Existing Database
Search a Record in an Existing Database
In this sub topic explains how to update existing data. Microsoft Office Access 2007 provides a number of tools for updating existing records, including datasheets, forms, queries, find-and-replace, and the new Data Collection feature. As you proceed, remember that updating data is not the same process as entering new data.
Use an update query to change existing data
- You use update queries to add, change, or delete part (but not all) of one or more existing records. You can think of update queries as a powerful form of the Find and Replace dialog box. You enter a select criterion (the rough equivalent of a search string) and an update criterion (the rough equivalent of a replacement string). Unlike the dialog box, update queries can accept multiple criteria, allow you to update a large number of records in one pass, and allow you to change records in more than one table.--Remember that you cannot use update queries to add entire records. To do that, you use an append query.
Note: The safest way to use an update query is to first create a select query that tests your selection criteria. For example, suppose that you want to update a series of Yes/No fields from No to Yes for a given customer. To do so, you add criteria to your select query until it returns all of the desired No records for that customer. When you are sure that you have the correct records, you then convert your select query to an update query, enter your update criteria, and then run the query to update the selected values. The steps in this section explain how to create a select query and then convert it to an update query.
Use Data Collection to update records
Office Access 2007 provides a new feature called Data Collection. You can set up a data entry form in Microsoft Office Outlook 2007, gather information, and store that data in an Access database.
- Use the Find and Replace dialog box to change data
- The Find and Replace dialog box provides another way to change small amounts of data in less time and with less effort.
Search for a record in Access database
- When you enter text in the Search box, the first matching value is highlighted in real time as you enter each character. You can use this feature to quickly search for a record with a matching value.You can also search for a specific record in a table or form by using the Find option.
This is an effective choice for locating a specific record when the record that you want to locate satisfies specific criteria, such as search terms, and comparison operators, such as "equals" or "contains".
Note: You can only use the Find and Replace dialog box if the table or form currently displays data. This is true even if there are no visible records because a filter has been applied.
- Open the table or form, and then click the field that you want to search.
- On the Home tab, in the Find group, click Find.
- The Find and Replace dialog box appears, with the Find tab selected.
- In the Find What box, type the value for which you want to search.
- To change the field that you want to search or to search the entire underlying table, click the appropriate option in the Look In list.
- Tip: The Match list represents your comparison operator (such as "equals" or "contains"). To broaden your search, in the Match list, click Any Part of Field.
- In the Search list, select all, and then click Find Next.
- When the item for which you are searching is highlighted, click Cancel in the Find and Replace dialog box to close the dialog box. Records that match your conditions are highlighted