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Finding Duplicates

Duplicate records in a database can be a hindrance. Sending a form business letter to the same client more than once costs you extra postage and makes you look silly. With Access, you can find duplicate values in your tables and eliminate duplicate records of the same entity (like two records referring to the same client but with a slight difference, such as records that abbreviate or spell out "Suite" in an address). You can also verify when similar records represent distinct entries in your table.

To find duplicate records:

1.
Click the New Object drop-down menu and select Query. (Figure 7.7).

Figure 7.7. Create a new query by selecting Query from the New Object drop-down menu.


2.
Select Find Duplicates Query Wizard and click OK (Figure 7.8).

Figure 7.8. Select Find Duplicates from the menu.


3.
On the first wizard screen, select the name of the table or query in which you want to search for duplicate values. Click Next (Figure 7.9).

Figure 7.9. Click the table in which you want to look for duplicate values.


4.
In the Available fields pane, select a field that might contain duplicate information and click the > button to add it to the Duplicate-value fields pane. Click Next (Figure 7.10).

Figure 7.10. Select the field (or fields) that might contain duplicate values.


You can click the >> button to add all of the fields, or select a field and click the < button to remove it from the Duplicate-value fields pane.You can remove all of the fields by clicking the << button.

5.
Add any other fields you want to display in your query's results, and then click Next.

6.
Type a name for your query in the space provided. Click Finish.


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