Microsoft Office Tutorials and References
In Depth Information
Access Chapter 3 Maintaining a Database
• Click the Toggle Filter button on
the Home tab to toggle the ﬁ lter
and view the results. Click the
Client Form tab to view the Client
table (Figure 3–22).
• Select Advanced Filter/Sort again
and enter different sorting
options and criteria. In each case,
toggle the ﬁ lter to see the effect
of your selection. When done,
change back to the sorting options
and criteria you entered in Step 1.
• Click Clear All Filters on the
• Close the Client Form.
Filters and Queries
Filters and queries are related in three ways.
1. You can apply a ﬁ lter to the results of a query just as you can apply a ﬁ lter to a table.
2. When you have created a ﬁ lter using either Filter By Form or Advanced Filter/
Sort, you can save the ﬁ lter settings as a query by using the Save As Query
command on the Advanced menu.
3. You can restore ﬁ lter settings that you previously saved in a query by using the
Load From Query command on the Advanced menu.
Changing the Database Structure
Moving a Field in a
If you add a ﬁ eld to a
table and later realize
the ﬁ eld is in the wrong
location, you can move
the ﬁ eld. To do so, click
the row selector for the
ﬁ eld and then drag the
ﬁ eld to the new location.
When you initially create a database, you deﬁ ne its structure ; that is, you assign names
and types to all the ﬁ elds. In many cases, the structure you ﬁ rst deﬁ ne will not continue to
be appropriate as you use the database.
Perhaps a ﬁ eld currently in the table no longer is necessary. If no one ever uses a
particular ﬁ eld, it is not needed in the table. Because it is occupying space and serving no
useful purpose, you should remove it from the table. You also would need to delete the
ﬁ eld from any forms, reports, or queries that include it.
More commonly, an organization will ﬁ nd that it needs to maintain additional
information that was not anticipated at the time the database was ﬁ rst designed. The
organization’s own requirements may have changed. In addition, outside regulations that