Access2000 How to create an index

Access2000 How to create an index:

To quickly find and sort records, you need to index a single field or combination of fields. For a table, indexing is done by specifying one or more fields so that data can be retrieved or sorted by the values in this or those fields. The indexes that can be established in Chinese Access 2000 are described below.

1. Create a single field index

"Single-segment index" means that there is only one field in a table for indexing, and you can build it by using the following steps:

Step one, open the table in Design view.

Step two, in the field list in Design view, click the field that you want to create an index for, select it.

In step three, click inside the Index property box on the General tab, and then select either have (Duplicates) or have (No duplicates) items from the Drop-down list, as shown in Figure 33.

In the index Drop-down list shown in Figure 33, click the have (No Duplicates) option to ensure that the records in the field do not have duplicate values. This is a common option.

The next time you close the view, the index is set up. After that, you can sort the values in this field in ascending or descending order and have the rows record values rearranged later. That is, the result of this reordering is that each row record is rearranged in the table by the definition of the index, which facilitates browsing the data record.

Note: The fields used for indexing are usually those that can be used to sort data records, such as numbers, English words, and Chinese, but not often.

Figure 33 Click this Drop-down button

2. Create a multiple-field index

To create a multiple-field index, you can use the following steps:

Step one, open the table in Design view.

Step two, click the Index button in the Design view toolbar, see figure 34.

Figure 34 Click this button

Step three, if there are currently no indexes and primary keys in the table, in the Index dialog box shown in Figure 35, click the first blank row in the Index Name column, and then type the name of the index. Otherwise, you can enter it in the second row of the column to establish a second index.

Figure 35 Enter the name here

Index name is the identity of the index, either by using the name of the indexed field or by using a string with some meaning. For example, the "Contract Amount" index is established so that the data records can be sorted later by the size of the contract amount, so the index name shown in Figure 35 is given.

Step four, in the Field Name column, click the Drop-down button, and then select the field selected for the index from the Drop-down list, see figure 36.

Figure 36 Selecting this field from the Drop-down list

Figure 37 Click this Drop-down button

In step five, move the cursor to the sort order column on the right side, and then click the Drop-down button to select a sort from the Drop-down list, see figure 37.

Step six, to use multiple indexes, and to redefine the primary key, click the primary Index Drop-down button in the lower left of the Index dialog box, and then select Primary index from the Drop-down list shown in Figure 38.

Figure 38 Click this Drop-down button

Step seven, move the cursor to the next line in the Field Name column, click the cell that contains the row, and then select the second index field, such as unit address, with the Drop-down list shown in Figure 38.

This step will specify the second index, and the row will still be blank in the index Name column. You can repeat this action until you have selected all the fields that should be included in the index, up to 10 fields. When you close the Index dialog box, the index for the table is established. You can then go to the Index dialog box to view and edit the index at any time by following the action above. To delete an index, just delete it in the list of the dialog box, this deletion will not be shown to the structure and data records in the table, you do not hesitate to operate it!

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