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NOTE You can t choose to sort for a multivalued field when you have chosen the Value version
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If you try, you will get an error message when you try to switch to Datasheet view
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Running and Saving the Query
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As you progress with the query design, run the query to test whether or not you re getting the information the way you want it You can run a query in three ways: In the Results group, click the View command and choose Datasheet View from the context menu In the Results group, click the Run command Right-click the query document tab and choose Datasheet View from the shortcut menu You do not need to save the query design before looking at the results Figure 8-8 shows the unfinished query in Datasheet view The column widths and row heights have been adjusted, so that all the data appears on the screen
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Extracting Information with Queries
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PART II
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Placing all the multiple values in a single cell
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You can query results in two other arrangements: PivotTable and PivotChart These provide a shortcut to analyzing the data produced by the query You can also use the buttons on the right end of the taskbar to change the view When you try to close the query either from the Design view or from one of the query result views, Access prompts you to save the design Save the new query design before adding the sort order and filter criteria 1 Right-click in the query document tab and choose Save from the shortcut menu 2 Enter Workorder Cost Sheet in the Save As dialog box, and then click OK
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Part II:
Retrieving and Presenting Information
FIGURE 8-8
Viewing query results in Datasheet view
TIP You can usually cancel a query when it s running by pressing ctrl-break, but extremely long
queries might not comply
Optimizing Query Performance
If you created an important query, but it seems to take a long time to run, you may be able to streamline it to make it run more quickly Make sure all the foreign keys in the related tables are indexed If a field cannot be indexed, try not to sort on it Include in the design grid only those fields necessary in the results Extra fields take more time to display Make sure that you aren t using exorbitantly large data fields Unnecessarily large fields waste disk space and slow processing
8:
Extracting Information with Queries
Hiding/Showing Fields
You might want to use one or more fields in filtering or sorting the query results, but you don t want the information to appear in the results The check box in the Show cell of the design grid determines whether the field values will be displayed Clear the check mark to hide the field; check it to show the field
TIP When you reopen the design of a query in which you hid some of the fields, you might think
those fields were removed Instead, Access moved the hidden fields to the right-most columns in the design grid when you saved the query, and they could be off the screen However, if no Criteria or Show entries existed, the field has, indeed, been removed from the design
PART II
Specifying the Record Order
Access lets you sort the results of a query in Datasheet view by clicking one of the Sort commands without having to set the sort order in the design This gives you flexibility, but if you want to specify that a sort order be saved with the query, you should set it in the query design Setting a sort order in a query design is the same as setting it in an advanced filter You choose Ascending or Descending from the Sort Cell list box in the column containing the field by which you want to sort If you want to sort on more than one field, make sure that you have the fields arranged in the proper order from left to right They do not need to be adjacent A sort order is saved with the query if you specify it in the design Any new form or report based on the query then inherits the sort order It does not need to be applied, but it s an inherited property of the form or report Sorting on a lookup field can produce confusing results For example, Figure 8-9 shows the results of sorting the Workorder Cost Sheet records first by Supervisor and then by Completion date The lower window shows the underlying query grid with both fields sorted in ascending order The Completion Dates are in the correct order within the set of records for a given Supervisor The Supervisor fields, however, don t appear to be in alphabetical order, either ascending or descending When you specify a sort in the query grid, Access sorts on the stored value, which in this case is the Employee ID number, not the employee name If you want the records sorted by the displayed value, you need to sort in the Datasheet view, which has access to the related lookup list values
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