Microsoft Office Tutorials and References
In Depth Information
Chapter 11: Getting on the Data List
all day. Rather than waste time trying to manually search for a record, you
can use the Criteria button in the data form to look it up.
When you click the Criteria button, Excel clears all the field entries in the
data form (and replaces the record number with the word Criteria ) so that
you can enter the criteria to search for in the blank text boxes.
For example, suppose that you need to edit Sherry Caulfield’s profit sharing
status. Unfortunately, her paperwork doesn’t include her ID number. All you
know is that she works in the Boston office and spells her last name with a C
instead of a K.
To find her record, you can use the information you have to narrow the
search to all the records where the last name begins with the letter C and
the Location field contains Boston To limit your search in this way, open the .
data form for the Employee Data database, click the Criteria button, and then
type in the text box for the Last Name field. Also enter Boston in the text C*
box for the Location field.
When you enter search criteria for records in the blank text boxes of the data
form, you can use the ? (for single) and * (for multiple) wild-card characters.
Now click the Find Next button. Excel displays in the data form the first
record in the database where the last name begins with the letter C and the
Location field contains Boston. The first record in this data list that meets
these criteria is for William Cobb. To find Sherry’s record, click the Find
Next button again. Sherry Caulfield’s record then shows up. Having located
Caulfield’s record, you can then edit her profit sharing status from No to Yes
in the text box for the Profit Sharing field. When you click the Close button,
Excel records her new profit sharing status in the data list.
When you use the Criteria button in the data form to find records, you can
include the following operators in the search criteria you enter to locate a
specific record in the database:
Operator
Meaning
=
Equal to
>
Greater than
>=
Greater than or equal to
<
Less than
<=
Less than or equal to
<>
Not equal to
For example, to display only those records where an employee’s salary is
greater than or equal to $50,000, enter >=50000 in the text box for the Salary
field and then click the Find Next button.
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