Querying notebook databases

After creating a criteria table, setting up search formulas, queries, or wildcards, and creating search output cells, you can query notebook databases. For information about query preparation, see “Preparing queries for searching notebook databases.”

Using the query function, you can highlight specific records in a notebook database. You can also copy records from the notebook database to output cells on your spreadsheet. In addition, you can use search criteria to delete records from the notebook database.

To highlight specific records in a notebook database

Click Tools

Data tools

Notebook query.

Select the database cells using the Range picker

Select the criteria table using the Range picker

Click Locate.

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Pressing Esc returns you to the Notebook data query dialog box.

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To select database cells in another open notebook, use standard linking syntax. For example, typing [DATA]A1..Z50 specifies cells A1..Z50 in the notebook called DATA.

To copy notebook database records to output cells

Click Tools

Data tools

Notebook query.

Select the database cells using the Range picker

Select the criteria table using the Range picker

Select the row of the output cells which contains the field names using the Range picker

Click one of the following buttons:

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Extract — copies all records matching the specified criteria to the output cells

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Extract unique — copies only unique records matching the specified criteria to the output cells; duplicate entries are ignored

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To select database cells in another open notebook, use standard linking syntax. For example, typing [DATA]A1..Z50 specifies cells A1..Z50 in the notebook called DATA.

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Only fields whose names are written on the first row of the output cells are copied. All data in the cells beneath the output cells is erased before it is extracted; do not store notebook data in that area of the spreadsheet. You can avoid losing data by specifying an output area larger than one row; this also limits the number of records the output cells accept.

To delete specific records from a notebook database

Click Tools

Data tools

Notebook query.

Select the database cells using the Range picker

Select the criteria table using the Range picker

Click Delete.

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Records below the deleted records move up to fill in the empty rows. Use caution when doing this unless you are certain you want to remove the records.

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To select database cells in another open notebook, use standard linking syntax. For example, typing [DATA]A1..Z50 specifies cells A1..Z50 in the notebook called DATA.

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Records that have been accidentally deleted can be restored using the Undo command.

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You can use the delete function in conjunction with the highlight function, allowing you to see the records that match your search before they are deleted.

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