Microsoft Office Tutorials and References
In Depth Information
Filtering to Find Information
1. Display the database table that needs filtering in Datasheet view.
2. Tell Access how to filter the records.
To find all records with the same value or text in a particular field,
simply click in a field with the value or text. If you aren’t quite sure what
to look for, select part of a field. For example, to find all names that start
with the letters St, select St in one of the name fields.
3. On the Home tab, click the Selection button and choose a filtering
The options you see are specific to the cell you clicked or the data you
selected in Step 2. For example, if you click a Last Name field that
contains the name Smith , your options include Equals “Smith” and Does Not
Contain “Smith.” Select an option to include or exclude records in the
filter operation.
Filtering for input
Filtering for input gives you the advantage of being able to filter for data
ranges. Use this technique to isolate records that fall within a numerical or
date range. Follow these steps to filter for input:
1. Display the database table that you want to filter in Datasheet view.
Book VII
Chapter 4
2. Select the field with the data you want to use for the filter operation.
3. On the Home tab, click the Filter button.
As shown in Figure 4-2, a dialog box appears so that you can describe
records that you want to filter for. You can also open this dialog box by
clicking the button to the right of a field name.
4. Tell Access how to filter the database table.
You can choose values or describe a data range:
Choose values in the field: The dialog box lists all values in the field.
Deselect the Select All check box and then click to select the values
you want to filter with.
Describe a numeric or date range: Choose Number Filters or Date
Filters and select a comparison operator on the submenu (refer to
Figure 4-2). The Custom Filter dialog box appears. Enter a comparison
value and click OK.
You can repeat steps 2 through 4 to filter the database table even further.
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