Using Forms to View Data

"-->

Figure 36-37 gives a brief description of the environment for working with forms.

Figure 36-37. Using a form

Just Using the Form to Find Your Way Through the Data

First, make sure you're not in design mode. See Switching From Edit Mode to Design Mode on page 934.

Click the navigation arrows at the bottom of the work area to go to the beginning, end, previous, or next record. Or type a record number in the Record field to go directly to that record.

Searching for Specific Records

Searching for data in a data source works on the same principle as searching for a word in a text document: you tell the search tool what you want to find, and the tool locates the next item matching the search criteria. To search for a data record in a form, follow these steps.

1. Click the Find Record icon (binoculars).

   

2. In the Data Record Search window, set the search options. Use Figure 36-38 for guidance.

   Figure 36-38. Setting search options

   

3. Click the Search button. From whichever record the cursor is in, the next record meeting the search criteria is found.

Sorting

With a form open in data entry mode, select the field you want to sort, and click the Sort Ascending or Sort Descending icon, as shown in Figure 36-39.

Figure 36-39. Sorting on a single field

Filtering Data

Note

The online help has extensive information about additional functions and features to use in filters.

You've got two ways to approach filtering; the quick AutoFilter and a little more control with the form-based filter.

AutoFilter

The AutoFilter lets you see only the records with the currently selected data in a particular field. For instance, if you want to see only the people who live in Boulder, select the CITY field for someone from Boulder and click the AutoFilter icon. This is illustrated in Figure 36-40.

1. Open the data source viewer by choosing View > Data Source.

2. Click in the field that has the information you want to match.

3. Click the AutoFilter icon.

4. To remove the filter, click the Apply Filter icon. It will appear lighter and recessed when the filter is applied; when you click it in that state the filter will be taken off and the icon will be the same shade as the other icons again.

   

Figure 36-40. Using AutoFilter

Form-Based Filters

This filter lets you type what you want into the form, with some help from the form filter navigation window.

1. Click the Form-Based Filter icon in the toolbar.

   

2. The main form toolbar will disappear and three new buttons or icons will appear at the left bottom corner of the work area. Click the Filter Navigator to see the Filter Navigator window in Figure 36-41.

   Figure 36-41. Entering the criteria for the filter

   

3. In the appropriate fields, type the values you want to restrict the filter on.

4. Click the Apply Filter icon; only the records meeting the criteria you specified will be displayed in the form, as shown in Figure 36-42.

   Figure 36-42. The results of a form-based filter

   

5. To remove the filter, click the Apply Filter icon at the far right side of the bottom toolbar. It will appear lighter and recessed when the filter is applied; when you click it in that state the filter will be taken off and the icon will be the same shade as the other icons again.

   

Switching Data Sources

If you've got a few different data sources that you use in the form, or if you just want to see whether your current customer data form will work with the new mailing list you bought, choose Edit > Exchange Data Source. Select a new data source in the window shown in Figure 36-43.

Figure 36-43. Using a different data source