Microsoft Office Tutorials and References
In Depth Information
Filtering to Find Information
✦ Filter by Form: Click the Advanced button and choose Filter by Form.
You see a form with one drop-down list for each field in your table. From
the drop-down lists, make choices to describe the records you’re
looking for and then click the Toggle Filter button. This method is more
flexible than the others because you can conduct OR as well as AND filtering
operations. For example, you can isolate the records of people named
Smith who also live in California, or the people who live in California or
✦ Advanced Filter/Sort: Click the Advanced button and choose Advanced
Filter/Sort. The Filter window opens. Drag the name of the field you want
to filter onto the grid. Then choose a Sort option and enter a search
criterion. This filtering technique has more in common with queries than
filters. Truth be told, the Advanced Filter/Sort command is merely a way
to query a single table.
After you filter a database table, you can run a second (or third or fourth)
filter operation to filter the data even more and further isolate the data you
are looking for.
“Unfiltering” a database table
You can tell when you’re looking at a database table that has been filtered
rather than a database table with all its records because the word Filtered
appears at the bottom of the window next to the Navigation buttons (refer to
Figure 4-1). Moreover, the filter icon appears in the field names of columns
used in the filter operation and the Toggle Filter button on the Ribbon is
When you have finished filtering a database table, use one of these
techniques to “unfilter” it and see all the records in the table again:
✦ Click the word Filtered at the bottom of the window. You can click this
word again or click the Toggle Filter button to repeat the filter
✦ On the Home tab, click the Toggle Filter button. You can click this
button again to repeat the filter operation.
✦ On the Home tab, click the Advanced button and choose Clear All Filters
on the drop-down list. Choosing this option kills the filter operation; you
can’t repeat it except by reconstructing it in the Datasheet window.
Filtering by selection
Filtering by selection is the fastest way to filter a database table. It’s also
the best way when you’re not sure what you’re looking for because you can
search for partial words and phrases. Follow these steps to filter by selection: