Access

1. Microsoft Access
Chapter:3 Sorting, Filtering, and Creating
Relationships
You can sort Access data so you can
view records in the order you want to
view them, and you can filter data so
you only see the records you want to
see. This lesson teaches you how to sort
and filter an Access table. Access data is
stored in multiple tables. Relationships
join tables together so you can work
with the data from multiple tables. This
lesson also teaches you how to create
relationships.
Department of Computer Science
Semester 2
Lecturer Yasir A. Mohamed

2. By sorting, you can put a column of information in alphabetical,
numerical, or date order. You can sort in ascending order
(alphabetical from A to Z, lowest number to highest number,
earliest date to latest date) or descending order (alphabetical from Z
to A, highest number to lowest number, latest date to earliest date).
You can also sort within a sort. For example, you can sort by state
and then sort within each state by city. When sorting within a sort,
perform
the innermost sort first . For example, if you are sorting by state and
then city, sort the city first and then sort by state.
Sort a Table

3. Click the column label for the column you want to sort.
Activate the Home tab.
Click the Ascending or Descending button in the Sort & Filter
group. Access sorts the column in ascending or descending order.
Steps of sorting table data

4. Activate the Home tab.
Click the Clear All Sort s button in the Sort & Filter group. Access
clears all of the sorts you have applied.
Steps of removing sort table data

5. You can apply a filter to see only the records you want to see. For
example, perhaps your database contains students from the
semesters of Sem1, Sem2, and Sem5 and you only want to see the
students from Sem2. You can filter your data so only Sem2 students
display.
Filter a Table

6. Each time you apply a filter to a column, it replaces any previous
filter you applied to that column. For example, if you apply a filter so
you only see students in Sem2, and later you apply a filter to Sem1
so you only see students in Sem1 , Access clears the Sem2 filter and
then applies the Sem1 filter.
Cont…

7. Click the column label for the column you want to filter.
Activate the Home tab.
Click the Filter button. A menu appears.
Uncheck the items you do not want to appear, making sure only the
items you want are checked.
Click OK. Access filters your data and displays the word Filtered at
the bottom of the window.
Tip: After you apply a filter, you can use the Toggle Filter button to
toggle the application of the filter on and off.
Steps of applying a filter:

8. There may be times when you may not want to display a certain
column or set of columns. In such cases, you can temporarily hide
the column or columns from view. Later, if you want to display them
column again, you can unhide them.
Hide Columns

9. R.Click the column.
Choose Hide columns
Click ok.
Hide columns steps

10. After you have created a table for each subject in your database, you
have to give Access a way to bring that information back together
again when needed. You do this by placing common fields in tables
that are related, and by defining relationships between your tables.
You can then create queries, forms, and reports that display
information from several tables at once. For example, the form
shown here includes information drawn from several tables:
Access relationships

11. A one-to-many relationship
Let’s use an order tracking database that includes a Customers table
and an Orders table as an example. A customer can place any
number of orders. It follows that for any customer represented in the
Customers table, there might be many orders represented in the
Orders table. The relationship between the Customers table and the
Orders table is a one-to-many relationship.
Types of table relationships

12. A many-to-many relationship
Now let’s look at the relationship between a Products table and an
Orders table. A single order can include more than one product. On
the other hand, a single product can appear on many orders.
Therefore, for each record in the Orders table, there can be many
records in the Products table. In addition, for each record in the
Products table, there can be many records in the Orders table. This
relationship is called a many-to-many relationship. Note that to
detect existing many-to-many relationships between your tables, it is
important that you consider both sides of the relationship.

13. A one-to-one relationship
In a one-to-one relationship, each record in the first table can have only
one matching record in the second table, and each record in the second
table can have only one matching record in the first table. This
relationship is not common because, most often, the information related
in this way is stored in the same table. You might use a one-to-one
relationship to divide a table with many fields, to isolate part of a table
for security reasons, or to store information that applies only to a subset
of the main table. When you do identify such a relationship, both tables
must share a common field.

14. 1. Close all tables and forms. (Right-click on the tab of any Object. A
menu appears. Click Close All.)
Steps of creating relationship

15. 2. Activate the Database Tools tab.
3. Click the Relationships button in the Show / Hide group. The
Relationships window appears.

16. 4. If anything appears in the relationships window, click the Clear
Layout button in the Tools group. If you are prompted, click Yes.
5. Click the Show Table button in the Relationships group. The Show
Table dialog box appears.

17. 6. Activate the Tables tab if your relationships will be based on
tables, activate the Queries tab if your relationships will be based on
queries, or activate the Both tab if your relationships will be based
on both.
7. Double-click each table or query you want to use to build a
relationship. The tables appear in the Relationships window.
8. Click the Close button to close the Show Table dialog box.
9. Drag the Primary table’s primary key over
the related table’s

18. Assignment
1. Explain about relationship of Microsoft access?
2. Define the flowing?
Sorting, Filtering, and Creating Relationships
3. List adding and removing sort steps?
4. State steps to create Filter in field ?
5. Create your own database and create tables and also do work
wich is different what we do in Microsoft access relationship?

19. You can find me at:
yaasiraliboss65@gmail.com
sunrisetechnology01@yahoo.com
www.cabeeyeitgroup.com
Any questions?
Thanks!