Works: Finding the Number of Unique Entries in Database Field (131466)


The information in this article applies to:

  • Microsoft Works 3.0
  • Microsoft Works 3.0a
  • Microsoft Works 3.0b
This article was previously published under Q131466

SUMMARY

To find the number of unique entries in a particular field, use a database report containing a sort function.

For example, you can use the sort function to determine how many different cities are in an address database or to find out how many distinct parts exist in an inventory database.

MORE INFORMATION

To find the number of different entries in a particular field, do the following:
  1. On the Tools menu, click Create New Report.
  2. Do not select any fields in the report; click OK twice to display the report definition screen.
  3. On the Edit menu, click Select All.
  4. On the Insert menu, click Delete Row/Column.
  5. On the Tools menu, click Sort Records.
  6. In the "1st Field" box, select the field you want to count the unique entries of.
  7. Put a check in the Break G box and click OK. Note that a new row, titled Summ <field name>, appears in the report.
  8. In the first cell of the Summ <field name> row, type an asterisk.
  9. On the File menu, click Print Preview.
  10. To find the number of unique entries in a database, simply count the number of asterisks displayed.


For more information about this topic see the following references in the "Microsoft Works User's Guide:"
  • Understanding the Report Definition, page 395
  • Sorting and Grouping Field Entries, page 425
Modification Type:MajorLast Reviewed:9/25/2003
Keywords:kbhowto KB131466
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