How to deal with Filter Records in a Microsoft Access Table

Microsoft Access is a database program which gives you the liberty to create a frontend for the users who would work on that database. Though users generally work on the frontend and perform the set of operations which they are authorized to perform, but at times you as the developer or IT personal may need to look the actual data as well. Access’s database is similar to Excel spreadsheet and it contains rows and columns. This database can have multiple rows and columns and to find a specific value or type of value may be a tough job. However if you are familiar with Access then you for sure can filter the records and see only what you want to see and make the rest invisible. In this post we will discuss various ways by which the records can be filtered to get to the desired set of data or datasets.

There are several ways by which you can filter the records in Access. Let’s understand them one by one here:

Filter by Selection

Step1: Open the database on which you want to work.

Step2: Once you have the Database open click on the data type which you want to filter. For example you can select the Name field if you want to filter by name.

Step3: Click on the Records menu and then click on Filter and then select Filter By Selection.

This ways you can filter out the records which you want to be displayed and can hide the rest of the records.

Filter By Form

Step1: Open the Database on which you want to work.

Step2: Now open the form in the Form view.

Step3: On the records menu click on the Filter option and then click on the Filter By Form option.

Step4: Select the criteria by which you want to filter and it will be done for you. If you wish you can use other kind of filters in the same and cal also have multiple Form Filters to reach to the desired data set.

Filter For Input

Step1: Open the Database on which you want to work.

Step2: Open the form in Form view and click on the expand button (+) to expand the subdatasheets.

Step3: Right click in the field which you want to filter and select Filter.

Step4: Now type the string by which you want to Filter the records in the Filter For box which appears.

Step5: Press enter after entering the string in the box and by now Access will hide all the unwanted records and will display the once conditioned by the String you entered

Advanced Filter and Sort

Step1: Open the Database on which you want to work.

Step2: Open the form in the Form view.

Step3: Select the form that you want to filter.

Step4: Click on the Records menu and then select the Filter option and further select the Advanced Filter/Sort sub-option.

Step5: A small window will appear which will ask you for entering the string for Filtering or sorting the records.

Step6: After entering the string press Apply to apply the filter.

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