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Figure 10-26. The LawTrack Contacts application shows you a custom error message when you attempt to delete a contact that has dependent records in other tables.
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When you use forms to display and edit your data, you can search for data or sort it in a new order in much the same way that you search for and sort data in datasheets. See 7, Creating and Working with Simple Queries. The following sections show you how to use some of the form filter features to search for data in a form or use the quick sort commands to reorder your data.
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Part 3: Creating Forms and Reports in a Desktop Application
Microsoft Office Access 2003 Inside Out
Performing a Simple Search
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Part 1: Part Title
You can use Microsoft Access s Find feature in a form just as you would in a datasheet. First select the field, and then choose the Find command from the Edit menu or click the Find button on the toolbar to open the Find And Replace dialog box that you saw in Figure 7-49 on page 272. You can enter search criteria exactly as you would for a datasheet. Note that in a form you can also perform a search on any control that you can select, including controls that display calculated values.
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Performing a Quick Sort on a Form Field
As you can with a datasheet, you can select just about any control that contains data from the underlying recordset and click the Sort Ascending or Sort Descending button on the toolbar to reorder the records you see, based on the selected field. If you want to perform a quick sort, open the frmContactsPlain form, click in the PostalCode field in the form under Work Contact Info, and then click the Sort Descending button on the toolbar. The contact with the highest postal code is displayed first.
Adding a Filter to a Form
One of Access s most powerful features is its ability to further restrict or sort the information displayed in the form without your having to create a new query. This restriction is accomplished with a filter that you define while you re using the form. When you apply the filter, you see only the data that matches the criteria you entered. As with datasheets, you can define a filter using Filter By Selection, Filter By Form, or the Advanced Filter definition facility. Open the frmContactsPlain form and click the Filter By Form button on the toolbar. Access adds features to the form to let you enter filter criteria, as shown in Figure 10-27. In this example, we re looking for all contacts who are contact type Developer, whose last name begins with V, and who work in the city of Austin. You ll see that for each field Access provides a drop-down list that contains all the values for that field currently in the database. If your database contains many thousands of rows, Access might not show the list if the field has more than several hundred unique values it would take an unacceptably long time to retrieve the entire list. When the list is too long, Access gives you simple Is Null and Is Not Null choices instead. You can also type in your own criteria, as shown in the Last Name field in Figure 10-27. As you can with datasheets, you can enter one set of criteria and then click an Or tab at the bottom of the blank form to enter additional criteria. If you don t like some of the criteria you ve entered, click the Clear Grid button on the toolbar to start over. Click the Apply Filter button on the toolbar to filter your records. Click the Close button on the toolbar to exit the Filter By Form window without applying the new filter. Note that if you specify criteria on a subform, Access applies the filter only for records related to the record currently displayed on the main form. For example, you can t create a filter on the Products tab for contacts who own the Multi-User edition and then expect to see all the contacts who own that product you ll see only products for the current contact that match the value Multi-User. 392
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