Introduction to Data Analysis
Techniques of Data Analysis
In the previous lessons, we introduced data filtering as a technique of creating sub-lists of items based on existing data. Data analysis consists of examining the records of a table, an already existing query, or a form, to isolate records that respond to one or more criteria. To assist you with this, Microsoft Access provides all the (visual) tools you need. These include filtering by form and logical junction operators. Consider the following list of videos:
When performing data analysis on a table, a form, or a query, one of the available options you can use is referred to as filtering by form. To use it, on the main menu, you can click Records -> Filter -> Filter By Form. Alternatively, on the toolbar, you can click the Filter By Form button. This action empties the table of all values and creates a combo box under each column header:
To select a value from a column, click the arrow of the combo box under that column and select the desired value. For example, from the above table, suppose you want to see a list of videos directed by Adrian Lynn. You can select this name from the combo box under Director:
After making the selection, to see the result, you can click the Apply Filter button on the toolbar:
Notice that the string on the status bar displays Filtered.
This technique of filtering by form can also be applied in the exact same way on a query.
To filter by form on a form, you can use the main menu or the button as mentioned above, or you can right-click the form and click Filter By Form
To select a value, click its control first. This would display a button with a down-pointing arrow on the right side of the control. You can click that button to select the desired value. For example, from the above list of videos, suppose you want to see the list of movies that were released in 1991. You can click the arrow of (c) Year and select 1991:
After selecting the value, you can right-click the form and click Apply Filter/Sort to see the result.
To make data analysis even friendlier, whether on a table or a form, you can use a window that resembles the Select Query. To display it, after opening a table in Datasheet View or a form in Form View, on the main menu, click Record -> Filter -> Advanced Filter...
You can use this window approximately as you would the Select Query: you select the fields in the upper section and set the criteria, conditions, or sorting in the lower section. For example, to see the list of movies rated R from the above table, in the upper section of the Filter window, you can double-click Rating. Then, in the Criteria box corresponding to the Rating, type "R". After setting the criteria, you can right-click an empty area in the upper section of the window and click Apply Filter/Sort. The table in the background would come up and show the result:
|Field Name||Data Type||Caption||Other Properties|
|PropertyTypeID||AutoNumber||Type ID||Primary Key|
|Apartment||In a one-level or a multi-level building, an apartment occupies a section or area on a level. It is made of one or more bedrooms and other options.|
|Townhouse||A townhouse is a multi-level house that is attached to one (on either left or right) other townhouse or two (on left and right) other townhouses. A townhouse also has a front and a back yards that belong to it.|
|Single Family||A single-family is a house that stands on its own, that is, it is not attached to another. Unlike a townhouse, the area around (including both sides) the single-family house belongs to it.|
|Field Name||Data Type||Field Size||Format||Caption||Default Value||Other Properties|
|PropertyID||AutoNumber||Property ID||Primary Key|
|DateFileCreated||Date/Time||dd-mmm-yyyy||Date File Created||=Date()||Input Mask: 00\->L<LL\-0000;0;_|
|PropertyCode||10||Property Code||Indexed: Yes (No Duplicates)|
|State||2||<||"MD"||Input Mask: LL|
|HasWirelessInternet||Yes/No||Has Wireless Internet?|
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