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Windows 7: how to sort datasheet and how to sort tables-what is the difference pl

06 Apr 2014   #1

64bit windows 7
 
 
how to sort datasheet and how to sort tables-what is the difference pl

Hi I have this assignment for school, I think I did everything except the step number 9 and 11, it seems I do something wrong or not sure about that. How to SORT THE DATASHEET in descending order and how to Sort YOUR TABLE in ascending order? Is there difference how to sort "your table" and "the datasheet".
Also in step 10) they are asking to close the datasheet view without saving changes, does it means I just right click on the table and "close it"? Sorry for my explanation, but it is difficult for me to explain this things and ask right questions. I attached the steps I have to do, I believe I did everything except the step 9) and 11)
I have Access 2013)
1. Create a Database named YOUR NAME_DRIVERS
2. Create a Table in DESIGN VIEW
3. Define the following fields as follows:
FIELD NAME DATA TYPE DESCRIPTION
DRIVER ID AUTONUMBER IDENTIFICATION NUMBER
FIRST NAME TEXT DRIVER'S FIRST NAME
LAST NAME TEXT DRIVER'S LAST NAME
AGE NUMBER DRIVER'S AGE (No decimals)
COUNTRY TEXT DRIVER'S COUNTRY OF ORIGIN
(USE TAB OR ENTER KEY TO MOVE FROM ONE AREA TO THE NEXT ONE)

4. Create a Primary Key on the field DRIVERID

5. SAVE YOUR TABLE AS: LOCATION

CLICK ON DATASHEET VIEW TO SEE TABLE

6. ENTER THE FOLLOWING DATA:

(DO NOT TYPE DRIVER ID-AUTONUMBER WILL DO IT)
DRIVER ID FIRST NAME LAST NAME AGE COUNTRY
1 MARIE GRAHAM 32 GERMANY
2 LOUIS BENNETT 23 UNITED STATES
3 ARMAND ORTEGA 26 VENEZUELA
4 CARL GILMORE 33 UNITED STATES
5 JOSH GONZALEZ 45 BRAZIL
6 SILVYA KELLY 30 UNITED STATES
7 TRENT YOUNG 42 AUSTRALIA
8 LAWRENCE LAKIND 36 UNITED STATES
9 JEAN LAMARQUE 32 FRANCE
***FIX COLUMNS WIDTH DOUBLE CLICKING BETWEEN COLUMNS HEADINGS (also at the end)
7. Sort your table in ASCENDING ORDER by FIRST NAME

8. Add the following record:

TYPE: YOUR First and Last NAME, Age: 27, Country: UNITED STATES

Click SAVE

9. Sort the datasheet in descending order by LAST NAME. Write down the Last Name entry for the first record that is listed.

10. Create a filter to show all Drivers from UNITED STATES. Write down how many records were in the resulting datasheet, and then remove the filter.

11. Use the Find command to find all records with AGE 32. Write down how many records you found.

Write the information from steps 9, 10 and 11 in a word document and save it as:
“Sort*_Filter_Find*_Your*_name_answers”

12. Close the Datasheet View for the Location table without saving changes.

13. CREATE A QUERY: Use the QUERY-DESIGN VIEW

Create a Query with all records that meet the following criterias: Age above 25 and Country of Origin: United States. Show all fields and sort in ascending order by Age.

Hint: Add Table and Select the all fields. (Double-click on each field)

Below the AGE field: select ASCENDING in the Sort cell and in the CRITERIA cell TYPE “>25” (above 25). For COUNTRY OF ORIGIN in the CRITERIA cell type: UNITED STATES

14.- SAVE QUERY AS: AGE & COUNTRY

CLICK ON DATASHEET VIEW TO SEE QUERY or Run QUERY
AUTOFIT COLUMNS (SEE ***)
SAVE and EXIT Access
Submit the following files:
The Word 2010 document: Sort_Filter_Find_Your_Name_answers and

My System SpecsSystem Spec
.

07 Apr 2014   #2

Windows 7 Home Premium 64 bit sp1
 
 

Hi florida2001. When you set up your table did you create a field for each item?. In other words do you have a field for 1st Name & a new field for Last name & a new field for each of the others.
If you do have separate field for each then for your (9) answer Select the Last name field & click the Filter icon from the Home view & sort descending order order. This should give you the name in the first record closest to Z.
For (11) answer Select the Age column & then in the Home view Select the Binocular icon, it will ask you to find what, so type in 32.
Hope this helps. I also use Access 2013.
My System SpecsSystem Spec
07 Apr 2014   #3

Windows 7 Home Premium 64 bit sp1
 
 

Hi florida2001, I have just reread your Post & noticed that you asked about sorting your Table. When you set up your Table in Design view you actually work downwards & usually start with the ID as Field 1, which is usually a number & it can be made a Unique number or Primary Key if you wish. Then you add each field, naming each as you go, filling in the Data Type in the next column.

The Datasheet view is the Design view in a Row & Column view of the Table.

You would not sort the Design view of the Table as you would set it up the in the order that you require.

Sorting the Datasheet view in Ascending or Descending order does not change the Design View order. Sorting is used for arranging your data in a certain order to find particular criteria. Sorting Data in the Table Datasheet view is not a good idea as this can cause design problems if you save the changes by mistake.

Normally you would design your Table, then you set up a Form which has matching fields, to enter the data into the Table.

When you want to sort data you would use a Query to find or arrange your data & you can save a Query without causing any changes to your Table. The saved Query will also update as you add more data to your Table.

Let us know how you get on & if this has helped you.
My System SpecsSystem Spec
.


07 Apr 2014   #4

64bit windows 7
 
 

thank you Ranger4 , I highly appreciate your help. what confused me was that after the entering data(step 6) he asked to SORT the TABLE in Ascending order BY FIRST NAME - (this is step 7). But after that I suppose to ADD my name-in (step 8) and then again SORT the DATASHEET in DESCENDING order by the LAST name which is (step 9). Why shuld I first sort in ascending order then descending order..? and in step (12) I have to close datasheet without saving changes..does this means I just simply close it?
My System SpecsSystem Spec
07 Apr 2014   #5

Windows 7 Home Premium 64 bit sp1
 
 

florida2001. Firstly you had to sort the Table in Ascending order by FIRST NAME, Step 7 & then you had to add your Name, Step 8 & then Save it. Then you had to sort the Table in Descending order to be able to find the LAST NAME in the 1st record. I am not quite sure why you needed to save the Table in step 8, but as it is required you had better do it. When you get to Step 12 just close the Datasheet, it will ask if you want to Save it so click NO & the changes between Steps 9 & 12 will not be saved.

I think I have got this right, but it does seem a bit complicated as it is not the way I would do it, but that's not for me to say. The instructions you have got would have to followed, so I hope my info has sorted it out for you. Let me know if all goes well. Have fun!!!!.
My System SpecsSystem Spec
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 how to sort datasheet and how to sort tables-what is the difference pl




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