Filtering Data A filter is a set of restrictions you place on the records of an open datasheet or form to temporarily isolate a subset of the records.

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Presentation transcript:

Filtering Data A filter is a set of restrictions you place on the records of an open datasheet or form to temporarily isolate a subset of the records. A filter lets you view different subsets of displayed records so that you can focus on only the data that you need. Unless you save a query or form with a filter applied, that filter is not active the next time you run the query or open the form.

Filtering Methods You can use four different methods to filter records: Filter By Selection Filter By Form Filter For Input Advanced Filter/Sort

Filter By Selection Filter By Selection lets you select all or part of a field value in a datasheet or form, and then display only those records that contain the selected value in the field. To use Filter By Selection: Select the value in the field you want records in the filter to contain. Click the Filter By Selection toolbar button to apply the filter. You can also filter for records that do not contain a specific value. After selecting a value, right-click it, and then click Filter Excluding Selection.

Filter By Form Filter By Form presents you with a blank view of your datasheet or form. Then you can select a value from the list box that appears when you click any blank field to apply a filter that selects only those records containing that value. You can select multiple values and values from multiple fields. To use Filter By Form: Click the Filter By Form toolbar button to switch to the Filter By Form window. Select the values that will be the basis for the filter. Click the Apply Filter toolbar button.

Filter For Input Filter For Input lets you type the exact value you want to use as the basis for the filter. To use Filter For Input: Right-click the field you’re using as the basis for the filter. In the Filter For text box on the shortcut menu, type the exact field value you want the filtered records to contain, and then press the Enter key.

Advanced Filter/Sort Advanced Filter/Sort lets you specify multiple selection criteria and to specify a sort order for the selected records in the Advanced Filter/Sort window. To use Advanced Filter/Sort: Click Records on the menu bar, point to Filter, and then click Advanced Filter/Sort. Add to the design grid the field(s) you’ll use for the filter/sort, and then specify the criteria and sort order(s).