You can create queries to retrieve records in a user database.
You can create a query for any record type.
About this task
Creating a query involves several steps: selecting the
record type, adding filters, creating the display layout, and saving
and running the query.
Procedure
To create a query:
- Click .
The Query Name
and Record Type page of the New Query wizard opens.
- Type a name for the new query, select the record type on
which to query, and select the folder in which to save the query.
By default, the new query is stored at the root of the Personal
Queries folder. To select a different folder, click the
folder name in the Folder list.
- Click Next.
The Select
fields to use as query filters page opens.
- Select query filter fields by either double-clicking a
field name in the Fields list, or dragging
the field name to the Filters list on the right.
- Optional: You can group filters in any combination to create
a complex filter. In the Filters list, use
the logical operators AND and OR to create groups.
- Click Next.
The Define
Query Filters page opens.
- For each field that you selected on the previous wizard
page, specify the filter values.
When the query runs, the
filter values are compared to the field values in the database records
to determine which records to include in the query results.
- Click Next.
The Define
Display Fields page opens.
- Define the format of the query results by selecting the
record fields to display. Either double-click the field names in the Fields list,
or drag the field names to the Display Format grid.
You must select at least one display field to create a valid
query.
- Optional: If you do not want to run the query, clear the Run
Query check box.
- Click Finish.
Results
The query is saved to the folder you specified on the first
page of the New Query wizard. When you run a query, the results appear
in the Query Results view.
You can change the sort order of the query results by clicking the
heading at the top of each column.
Note: The administrator usually
sets a soft limit on the number of rows that can be displayed in a
result set when you run a query. If the query that you run tries to
return a recordset that is greater than this limit, a dialog is displayed
letting you know that the limit has been exceeded. In this dialog,
you can edit the limit and make it higher.