Enterprise Software

Delete unnecessary data with Access' Delete query

It's dumbfounding to imagine how much data we hang on to even when it's no longer necessary. The next time you do a little database housekeeping, you should take advantage of Microsoft Access' Delete query, which allows you to delete all of your unnecessary records at one time.

When you need to delete old records from your database, you could do a find and delete for each individual record. Or, you can take advantage of Microsoft Access' Delete query to delete them all at once.

For example, say you work for a nonprofit organization and decide you can save on your monthly mailings costs if you remove from your mailing lists all records of donors who did not respond to any mailing after 1/01/03. To delete these records at one time, follow these steps:

  1. Open the Customer database and make a copy of the Customer Information Table.
  2. In the Customer database window, select the Customer Information Table and choose Query from the New Object button's drop-down list in the Database toolbar.
  3. Double-click Design View.
  4. Drag the Last Donation Date field to the design grid.
  5. In the Last Donation Date field enter <1/01/03.
  6. Click the Query button in the Query toolbar and select Delete Query.
  7. Click Run on the Query Design toolbar.
  8. Click Yes.

To view the results, open the Customer Information table from the Customer database Window.

Help users increase productivity by automatically signing up for TechRepublic's free Microsoft Office Suite newsletter, featuring Word, Excel, and Access tips, delivered each Wednesday.

Editor's Picks

Free Newsletters, In your Inbox