Access 2000

Finding Records

Introduction

By the end of this lesson, you should be able to:

  • Perform a simple find
  • Use a wild card to find a record

The Find and Replace dialog box

When you are dealing with a large database filled with thousands of records, you may need to quickly locate one of them. Access provides an easy way to find individual records: the Find function .

To use the Find function:

  • Click in the field that contains the data you're searching for.
  • Choose Edit action Find or click the Find button on the toolbar.
    Find button
  • The Find and Replace dialog box opens. Type a piece of information related to the record you're searching for. In the example, "Rob", a piece of information related to the last name "Robinson", appears in the Find What text box.
  • Click Find Next .

Find and Replace dialog box

The Find and Replace dialog box: Additional features

  • Use the Look In drop-down box to narrow your search. Tell Access where to look for the text. Choose current field or entire database .

Important Point If you've already clicked in the field that contains the data you're searching for, you can skip this step.

Find and Replace dialog box - Look In drop down box

Find and Replace dialog box - Match drop down box

  • Click Find Next . The records with the first occurrence of the matched text displays, or the Office Assistant tells you that no matched records were found.

Office Assistant's message: File not found

  • Click Cancel if you've found the record you're searching for. The Find and Replace dialog box closes.

    OR
  • Click Find Next if you need to search further. The next occurrence displays.

Using wild cards

If you are unable to find the record you're searching for using a simple find, try typing an operator in the Find What text box in the Find and Replace dialog box. A common Access operator is a wild card , or a symbol representing one or more characters.

Wild card Usage Example
*(Asterisk ) Used at the beginning or the end of a search string to match one or more characters Sch* finds Schlotz and Schwartz. *ing finds Wheeling and Browning.
? (Question Mark ) Matches any single alphabetic character Sp?ll finds spell and spill.
# (Pound Sign ) Matches any single numeric character 9#1 finds 901, 911, 921, 931, etc.

To search for a record using a wild card:

  • Choose Edit Important Point Find from the menu bar, or click the Find button on the toolbar Find button (Ctrl+F).
  • The Find and Replace dialog box opens.
  • Type your wild card combination in the Find What text box.
  • Click Find Next . The records with the first occurrence of the matched text displays, or the Office Assistant tells you that no matched records were found.
  • Click Cancel if you found the record you're searching for. The Find and Replace dialog box closes.

OR

  • Click Find Next if you need to search further. The next occurrence displays.

Searching with Asterisk wildcard in the Find and Replace dialog box

Challenge!

  • Open the Great Lake Elementary School database.
  • Double-click the Students table. The table opens in Datasheet view.
  • Spend some time familiarizing yourself with the data in the table, and experiment using the skills learned in this lesson:
  • Perform a simple Find using the Find and Replace dialog box. For example, find the Parent/Guardian "Gena Stroud" .
  • Use a wild card to find a record. For example, search for all students whose last names begin with "S" .
  • Close the table.
  • Do not save changes.