Microsoft Office Tutorials and References
In Depth Information
Filtering a Datasheet
✦ Search Fields As Formatted: This option finds data according to how
it looks rather than how it was entered. If you use an input mask on a
telephone-number field, for example, you may input ten digits one after
another, but they appear with parentheses around the area code and
a hyphen after the exchange. If you use the Search Fields as Formatted
option, you can search for (508) to find phone numbers in the 508
The broadest search uses the following options: Look In Current Document
(the whole table), Match Any Part of Field, and Search All, with Match Case
deselected. Other settings of the Look In, Match, and Search options narrow
the search and may miss particular instances of the Find What text. That’s
not necessarily a bad thing, by the way, especially if you have a clear idea of
where you might find what you’re looking for.
Replacing the data you find
To replace data with new data, first define what you’re looking for, as
described in the preceding section, and then select the Replace With option
on the Replace tab to define how you want to replace it.
You can replace instances one at a time by clicking the Replace button (to
replace) or the Find Next button (to skip). To replace all instances, click the
Replace All button.
The Undo button can undo only the last replacement made; it won’t undo a
whole slew of them. Use the Replace All button carefully.
If the Find and Replace dialog box isn’t quite what you need, you may want
to filter your datasheet and then make replacements, or you may want to try
action queries. For more on filters, see the next section; for more on action
queries, check out Book III.
Filtering a Datasheet
Filtering a datasheet is a way to focus on specific records rather than all
the records in a table. You can filter out records that aren’t relevant to
what you’re trying to do at the moment and temporarily display only those
records that have the data you specify.
When you filter data, you use criteria to tell Access what you want to see. A
criterion is a test that the data has to pass to be displayed after the filter is
applied. You might ask Access to show you the records with an order date
of 5/1/12. A more advanced criterion would be orders with a date on or after
5/1/12. Then Access shows you only the data that meets your criteria. All
other records are hidden until you remove the filter.