Microsoft Access

Import External Data

1. On the File menu, point to Get External Data and then click Import.

2. In the Files Of Type list, select the file type for the data you want to import.

3. Select the file with the data you want to import, and then click Import.

4. Follow the directions displayed by the file type’s import wizard to finish importing the data.

Link to External Data

1. On the File menu, point to Get External Data and then click Link Tables.

2. In the Files Of Type list, select the file type for the data you want to link to.

3. Select the file that contains the data you want to link to, and then click Link.

4. Follow the directions displayed by the file type’s wizard to finish creating a link to the data.

Perform a Simple Sort

1. Open the table or form containing the data you want to sort in Datasheet view or Form view.

2. Click a field name.

3. On the Records menu, point to Sort and then click Sort Ascending or Sort Descending.

Filter Data Using Filter By Selection

1. Open the table, query, or form with the data you want to filter in Datasheet view or Form view.

2. Click an instance of the value that you want data records to match to be included in the filtered data. Select part of the value if you want to use only that portion of the value as a filter.

3. On the Records menu, point to Filter and then click Filter By Selection.

   After the matching records are displayed, you can repeat steps 2 and 3 until you have the group of records you want.

Filter Data Using Filter By Form

1. Open the table, query, or form containing the data you want to filter in Datasheet view or Form view.

2. On the Records menu, point to Filter and then click Filter By Form. All of the records disappear and a blank record is displayed.

3. In the Filter By Form window, enter filter conditions in one or more fields. To add multiple sets of filter conditions, click the Or tab.

4. On the Filter menu, click Apply Filter/Sort.

Perform an Advanced Filter or Sort

1. With the table, query, or form open, point to Filter on the Records menu and then click Advanced Filter/Sort. The records disappear and the advanced filter window appears.

2. Enter the filter conditions in the grid by dragging field names from the field list to the Field cell, setting the sort order, and entering criteria.

3. On the Filter menu, click Apply Filter/Sort.

Create and Run a Select Query

1. On the Insert menu, click Query.

2. In the New Query dialog box, select Design View and then click OK.

3. In the Show Table dialog box, select the tables or queries that you want to base this query on and then click Add. Click Close.

   Tip

   If the Show Table dialog box is not visible, on the Query menu, click Show Table. To remove a table from Design view, right-click the table and then click Remove Table.

4. From the field lists, drag the fields you want in the query to the query design grid.

5. Enter any criteria required for the results you want.

6. On the Query menu, click Run. The select query runs, and the results are displayed.

Create a Report

1. Create a table or query that contains the data you want to display in the report.

2. On the Insert menu, click Report.

3. Select Report Wizard, and then click OK.

4. In the Tables/Queries list, select the table or query that contains the data you want to include in the report.

5. Add the fields for the report, and then click Next.

6. Follow the wizard to define report groups, sorting, layout options, and report style.

7. Enter a title for the report, and then click Finish.

View a Table, Query, or Form in PivotTable View or PivotChart View

1. Open the table, query, or form.

2. On the View menu, click PivotTable View or PivotChart View.

3. Build the PivotTable or PivotChart with the data you want to see.

   Note

   The previous procedure cannot be performed in Access 2000.