Microsoft Office Tutorials and References
In Depth Information
Filtering a Datasheet
To see the entire table, click the Filter button in the Sort & Filter group on
the Home tab of the Ribbon (which toggles the filter).
When you click the Selection button in the Sort & Filter section on the Home
tab of the Ribbon, you can choose among up to four options, which are
context-sensitive, depending on data type and whether (and where) data within
the cell is selected. Depending on the data type, other options may also be
Number and Date/Time fields: You can filter to values equal to, greater
than, or less than the selected value. The Selection button’s drop-down
menu also offers a Between option so that you can specify top and
bottom limits for the values in the filtered datasheet.
Text fields: If you haven’t selected text in the cell, you have two options:
filter to records that contain the selected text or filter to records that
don’t contain the selected text. If you choose the first option, further
options are available. If you select the word Magic for the entry Magic
Inkwell and click Selection, for example, you see the following options:
Contains Magic, Does Not Contain Magic, Begins with Magic, and Does
not Begin with Magic. Similar options are available if you select the end
of the entry.
Filtering multiple fields
If you want to filter multiple fields, the flexible Filter by Form feature is what
you need. Although you can apply the filters to the various fields by using
the techniques discussed in this chapter, the Filter by Form feature lets you
define all your filters for the table at the same time and then see the results.
You can also select multiple criteria for a single field by using the Filter by
Form feature. (Don’t forget to read about queries in Book III. Queries do all
that filters do and more.)
To filter by form, click the Advanced button in the Sort & Filter group on
the Home tab of the Ribbon, and choose Filter by Form from the drop-down
menu. Access displays a form that looks like a single row of the table you’re
filtering (see Figure 3-4). Use this form to specify the criteria you want to use
to filter your data.
Figure 3-4:
Filtering by
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