Unit 4. Modifying data tables (II)


Find and replace data.

 

We will often need to search for a record when knowing the value of some of its fields. In order to perform this operation we have at our disposal the Access2003 Find tool.

In order to use this tool we need to visualize the data in Datasheet view, next position the cursor in the column that we want to search in, and finally drop down the Edit menu and select the Find... option, or click on the button on the toolbar.

The Find and replace dialogue box will appear next:

In the Find What: box, we write the value to find.

In the Look in: box we indicate the field where the value being searched for can be found. By defect it will take the field in which we have the cursor at that moment, and if we want it to look in any other field we can select the name of the table from the list.

In the Match: box, we select one of these three options:

Whole field so that the value being looked for coincides exactly with the value introduced in the field.

Any part of the field so that the value being looked for is found in the field but does not need to coincide exactly.

Start of field so that the value being looked for is the initial part of the field.

 

After this we can indicate in Search:

All so that it will look in all the records of the table.

Up so that it will look in all the records from the first until the one we are currently situated in.

Down to look from the record we are currently in until the last.

If we activate the Match Case box then Access will differentiate between upper or lowercase at the time of the search (if we are searching for Mary we will not find mary).

We can click on the Find next button to start the search, and it will position us in the first record that match the search requirements. If we wish to continue the search we can click on the Find next button succesively until we find the record that we are searching for.

Close the dialogue box after this.

If we want to substitute a value with another we can use the Replace option.

To make use of this tool we must be in Datasheet view, then position the cursor in the field we wish to replace, and finally drop-down the Edit menu and select the Find... option, or click on the button on the toolbar, and click on Replace tab.

The Replace tab has the same search options than the Find tab we have seen before, and these ones:

In the Replace with: box also we type the substitution value.

With the Replace button, the value that we are currently positioned in will be replace.

With the Replace All button all the values found will be replace.

We need to be very careful with this option so that we do not get undesired results, especially if we do not use the Whole field option.

 

To practice these operations you can perform the Step by step Exercise Searching for data in a table.

 

  Unit 4 exercises.

 

  Unit 4 evaluation test..

 



 

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