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The second row shows you the name of the table from which you selected a field. If you don t see this row, you can display it by choosing Table Names from the View menu. This isn t too important when building a query on a single table, but you ll learn later that this row provides valuable information when building a query that fetches data from more than one table or query. In the Sort row, you can specify whether Access should sort on the selected or calculated field in ascending or in descending order. In the Show row, you can use the check boxes to indicate the fields that will be included in the recordset. By default, Access includes all the fields you place in the Design grid. Sometimes you ll want to include a field in the query to allow you to select the records you want (such as contacts born in a certain date range), but you won t need that field in the recordset. You can add that field to the design grid so that you can define criteria, but you should clear the Show check box beneath the field to exclude it from the recordset. Finally, you can use the Criteria row and the row(s) labeled Or to enter the criteria you want to use as filters. Once you understand how a query is put together, you ll find it easy to specify exactly the fields and records that you want.
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Specifying Fields
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The first step in building a query is to select the fields you want in the recordset. You can select the fields in several ways. Using the keyboard, you can tab to a column in the design grid and press Alt+Down Arrow to open the list of available fields. (To move to the design grid, press F6.) Use the Up Arrow and Down Arrow keys to highlight the field you want, and then press Enter to select the field. Another way to select a field is to drag it from one of the field lists in the upper part of the window to one of the columns in the design grid. In Figure 7-4, the LastName field is being dragged to the design grid. When you drag a field, the mouse pointer turns into a small rectangle.
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LastName field being dragged and dropped to Design grid
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Figure 7-4. Dragging a field to a column in the design grid.
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At the top of each field list in the upper part of the Query window (and also next to the first entry in the Field drop-down list in the design grid) is an asterisk (*) symbol. This symbol is shorthand for selecting all fields in the table or the query with one entry on the Field line. When you want to include all the fields in a table or a query, you don t have to define each one individually in the design grid unless you also want to define some sorting or selection criteria for specific fields. You can simply add the asterisk to the design grid to include all the fields from a list. Note that you can add individual fields to the grid in addition to the asterisk in order to define criteria for those fields, but you should clear the Show check box for the individual fields so that they don t appear twice in the recordset.
Part 2: Building a Microsoft Access Desktop Application
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Part 1: Part Title
Microsoft Office Access 2003 Inside Out Tip Another way to select all fields To select all the fields in a table, double-click the title bar of the field list in the upper part of the Query window this highlights all the fields. Then click any of the highlighted fields and drag them as a group to the Field row in the design grid. While you re dragging, the mouse pointer changes to a multiple rectangle icon, indicating that you re dragging multiple fields. When you release the mouse button, you ll see that Access has copied all the fields to the design grid for you. For this exercise, select ContactID, LastName, FirstName, WorkStateOrProvince, and BirthDate from the tblContacts table in the LawTrack Contacts database. You can select the fields one at a time by dragging and dropping them into the design grid. You can also double-click each field name, and Access will move it to the design grid into the next available slot. Finally, you can click on one field you want and then hold down the Ctrl key as you click on additional fields or hold down the Shift key to select a group of contiguous fields. Grab the last field you select and drag them all to the design grid. If you switch the Query window to Datasheet view at this point, you ll see all the records, containing only the fields you selected from the underlying table.
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