Microsoft Office Tutorials and References
In Depth Information
Working with Records
Filtering Records
After you create an Access database and assemble a
large amount of data, you probably want to analyze
it. You may want to ask yourself questions about
your data. “Who lives in California?” “Which SciFi
movies do I own? “Which inventory items are
provided by a specific supplier and cost less than a certain
amount?” “Which employees work in the Memphis
office?" Access includes the ability to filter, which
you can use to answer these questions and study
your data so you can make better decisions.
Filter arrow
Figure 18-28
Filtering records.
Filtering means that Access can pull out specific
records for review. This provides you with an easy
way to break down your data into smaller, more
manageable chunks. Filtering does not rearrange
your data; it simply temporarily hides records you
don’t want to review so you can clearly examine
those you do. Filtering in Access is similar to
filtering in an Excel worksheet. You learned about
filtering Excel data in Chapter 11, “Managing Large
Amounts of Data.”
2. Remove the check mark from Select All. All
items become unselected.
3. Click the entry or entries you want to filter
and then click OK. Access displays only the
records that match your choice. In Figure
18-29, you see only the records with a city of
Hollywood. Notice that the filter arrows on
filtered columns take on a different
appearance to indicate that a filter is in use.
The filtering process in Access is very similar to
that in Excel. By default, a datasheet has filter
arrows already displayed. You use the filter by
selecting from available choices. A filtered range
displays only the rows that meet the criteria you
specify for a field. The following steps show you
how you can filter records:
Filter arrow
Figure 18-29
Filtered records.
Click the arrow in the field heading from
which you want to find a common value.
Access displays a drop-down menu, which
includes one of each unique entry (up to
10,000 entries) in the selected column (as
you see in Figure 18-28).
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