Using the Find Feature

Whether you are viewing the records in the table using the Datasheet view or a form, the Find feature is useful for locating a particular record in a table. For example, if you keep a database of customers, you might want to find a particular customer's record quickly by searching using the customer's last name . You can search the table using a specific field, or you can search the entire table (all the fields) for a certain text string.

Although the Find feature is designed to find information in a table, you can use the Find feature in both the Table Datasheet view and the Form view. The results of a particular search display only the first match of the parameters, but you can repeat the search to find additional records (one at a time).


Finding More Than One Record If you need to find several records at once, Find is not the best tool because it locates only one record at a time. A better tool for locating multiple records is a filter, discussed in the next lesson.

To find a particular record, follow these steps:

  1. Open your table in the Datasheet view or open a form that is used to enter data in the table that you want to search.

  2. Click in the field that contains the data you want to search for.

  3. Select Edit, Find , or press Ctrl+F . The Find and Replace dialog box appears (see Figure 13.1) with the Find tab on top.

    Figure 13.1. Use the Find and Replace dialog box to find data in a record.


  4. Type the data string that you want to find into the Find What text box.

  5. The default value for Look In is the field you selected in step 2. If you want to search the entire table, click the Look In list drop-down box and select the table's name.

  6. From the Match drop-down list, select one of the following:

    • Whole Field Select this to find fields where the specified text is the only thing in that field. For example, "Smith" would not find "Smithsonian."

    • Start of Field Select this to find fields that begin with the specified text. For example, "Smith" would find "Smith" and "Smithsonian," but not "Joe Smith."

    • Any Part of Field Select this to find fields that contain the specified text in any way. "Smith" would find "Smith," "Smithsonian," and "Joe Smith."

  7. To limit the match to entries that are the same case (uppercase or lowercase) as the search string, select the Match Case check box.

  8. To find only fields with the same formatting as the text you type, select Search Fields As Formatted (this option can slow down the search on a large table, so don't use it unless you think it will affect the search results).

  9. When you are ready to run the search, click Find Next .

  10. If needed, move the Find and Replace dialog box out of the way by dragging its title bar so that you can see the record it found. If Access finds a field matching your search, it highlights the field entry containing the found text (see Figure 13.2).

    Figure 13.2. Access finds records, one record at a time, that contain the search text.


  11. To find the next occurrence, click Find Next . If Access can't find any more occurrences, it tells you the search item was not found. Click OK to clear that message.

  12. When you finish finding your data, click the Find and Replace dialog box Close ( X ) button.

Microsoft Office 2003 All-in-One
Microsoft Office 2003 All-in-One
Year: 2002
Pages: 660
Authors: Joe Habraken

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