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Features of Microsoft Access Part 2Features of Microsoft Access Part 2Deleting Records You can also delete the records from the tables of the database. MS-Access displays a confirmation dialog box to confirm the deletion. The deleted records are permanently deleted from the tables of the database. Sorting Records Normally records are displayed or retrieved from the tables of database in the same order in which they are entered. DBMS has a very, powerful feature to sort the records of database table according to the contents of one or more fields. You can sort records into particular order such as alphabetical, numerical or by date etc. The records can be sorted into ascending or descending order. In ascending order, records are organized or arranged from “A” to “Z” and “a” to “z” alphabetically or from 0 to 9 numerically. In descending order, records are arranged in opposite order as compare to ascending order. Querying a Database A query means “a request” or “a question”. You can also retrieve specific records from database by running a query. A query is a statement that specifies which data is to be retrieved from the database according to the given criteria. The specified data can be very easily retrieved from multiple tables of database by using the query. In other words a query is .a more powerful type of filter that is used to access data of relational database. Through query, you can also delete records, update records, sort records etc. A query is like an English statement that contains the name of table, names of fields of the table, criteria and other options. Suppose you have a database “student” having two tables. One named as “Address” containing records of students with complete addresses. The other table “Marks” containing records of marks of students. Suppose you want to access the recor.ds of students that belong to Lahore and got marks greater than 700. You also want to get the data of two fields “Name” and “Father-name” from “Address” table and. data of three fields “Math”“Computer” and “Total” from “Marks” table. You can setup a query or statement by specifying the table names, field names and criteria. Some database software provides special windows for creating queries. Generating Reports Most DBMS have report generators that create reports from queries. A report retrieves the data from the database tables and presents it in a predefined manner. You can format the data accessed from database through queries and print on the paper as reports or it can be saved on the disk for future use. You can also send the generated report as e-mail. See Also or Related Articles:
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