Microsoft Office Tutorials and References
In Depth Information
Filtering a Datasheet
To remove a filter, click the Filter button in the Sort & Filter group on the
Home tab of the Ribbon. To reapply the last filter you applied, click Filter
again. The Filtered/Unfiltered indicator at the bottom of the datasheet is
clickable and is another Filter button. To clear the filter so that it isn’t
applied when you click Filter, choose Advanced ➪ Clear All Filters from the
Sort & Filter group on the Home tab of the Ribbon.
If you apply a filter to one field and then apply a filter to another field,
Access uses both filters to choose the records to display. Only one filter at a
time can be used on each field, however; the second filter overrides the first.
For that reason, it’s a good idea to know how to remove (clear) your filters:
✦ Clear the filters from a single field by clicking the down arrow next to
the field name and choosing Clear Filter from field name from the
resulting drop-down menu.
✦ Clear all filters from the table by clicking Advanced in the Sort & Filter
group on the Home tab of the Ribbon and choosing Clear All Filters from
the drop-down menu.
A filter runs a simple query on one table — a good way to start analyzing
your data. Filtering can help you warm up to creating more complex
queries. If you’re confused about queries, creating a filter can help you figure
out how to write criteria for a query (and so can Book III!). When you create
the filter, click Advanced in the Sort & Filter group on the Home tab of the
Ribbon and choose Advanced Filter/Sort from the drop-down menu to see it
in the design grid. Look at the Criteria row to see what the criteria look like.
To close the design grid, click the Close button.
If you want to use the filter to create forms and reports, save it while you’re
in the Advanced Filter/Sort window by clicking Advanced in the Sort & Filter
group on the Home tab of the Ribbon and choosing Save As Query from the
Filters appear in the Filter property of the property sheet. You can filter a
table by entering an expression there, but almost no one does that because
the filter stays applied, and some records may be filtered out the moment
you open the table.
Using different types of datasheet filters
Now that you’ve been introduced to filtering, you may wonder how far
you can take this new skill. Access has several types of filters, as shown in