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Queries II: Limit your data and calculate values

The Top Values button and resulting query

You can retrieve some of the highest or lowest values from your data.
Callout 1 You can select a number of records or a percentage of records to retrieve.
Callout 2 Click the Sort cell, click the arrow that appears, and then click Ascending to retrieve the highest values or Descending to retrieve the lowest.

Do you want to know the highest or lowest or most or least of something, such as the most costly products your company makes, the sales professionals with the highest quarterly sales, or students with the lowest grade average?

With a top values query, it just takes a few clicks of the mouse.

You can either specify a number, such as 10 sales associates, or a percentage, such as the lowest 20 percent of grade averages.

In Design view, click the arrow next to All in the Top Values Top Values button image box, and then click one of the preset numbers or percentages. For example, click 25% if you want to show the highest or lowest 25 percent of grade point averages in an academic database.

In Design view, you can also type your own value or percentage in the Top Values box.

To specify whether you want the highest or lowest values, click the Sort cell in the query design grid, click the arrow that appears, and then click Ascending to retrieve the highest values or Descending to retrieve the lowest.

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