Filtering Data by Form



After you open the form that you want to use to filter data, click the Filter By Form button on the Standard toolbar in the main Access window.


A blank record containing all the fields in the form appears. Click in the field that you want to filter by.


Type the entry you want to match, or type a filter expression. For example, to find all products over $100, type >100 in the Price field.


Click the Apply Filter button on the Standard toolbar in the main Access window.


If you don't want to simply search for an entry, you can use your form to create a filter. This method enables you to enter criteria in a blank form to select a range of records that match that criteria. For example, suppose that you want to display all products that cost $100; you can type 100 in the blank Price field to locate all records that meet that criterion. If, on the other hand, you want to find all products that cost more than $100, you could do so by creating a filter expression. Filter expressions use mathematical operators such as less than (<), greater than (>), equal to (=), and so on to select a range of records.



Access displays all the records that match the criteria you entered. To again view all records in the table, click the Remove Filter button on the Standard toolbar in the main Access window.


All records are again displayed.


Toggling the Apply/Remove Filter Button

The Apply/Remove Filter button is a toggle. That is, when the data is not filtered, the Apply Filter button is present. When the data is filtered, the button changes to the Remove Filter button.


Creating Complex Filter Expressions

You can create complex filter expressions using other types of operators. For even more instruction, consult Access's online help.


Using the Drop-Down List

If you prefer, you can click the down arrow next to the selected field and choose an entry instead of typing the entry in step 3. This is the same as creating a Filter By Selection.