Microsoft Office Tutorials and References
In Depth Information
Filtering a Datasheet
When you filter by form, you can use multiple criteria, and you also get to
choose how the data filters through the criteria you set up. Do you want a
record to meet all the criteria before it shows up onscreen, for example, or is
meeting just one criterion enough to display the record in the filtered
datasheet? Use the following two operators to tell your criteria how they should
✦ And: The criteria act together hand in glove; a record has to pass all
criteria to display in the filtered datasheet.
✦ Or: A record has to pass only one criterion to display in the filtered
You may use more than two criteria with the Or and And operators. The way
that you put criteria in the form defines how multiple criteria act together.
Use the Look For and Or tabs at the bottom of the form, as follows:
✦ Criteria on a single tab act as though they’re joined by the And operator.
✦ Criteria on separate tabs act as though they’re joined by the Or operator.
To take advantage of all this versatility, follow these steps to filter a
datasheet by form:
1. 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 the Filter by Form window (refer to Figure 3-4), which
looks like an empty datasheet.
2. Move the cursor to a field for which you have a criterion.
If you want to see only addresses in Pennsylvania, for example, move
the cursor to the State field. A down arrow appears in the field.
3. Click the down arrow to see the entries in the field.
You may want to type the first letter or digit of your criterion to move to
that point in the drop-down menu.
4. Choose the value that you want the filtered records to match.
Access displays the text that the filter is looking for inside quotation
If you aren’t seeking to match the entire field but are looking for a
match in part of the field, type LIKE “* value that you’re looking for* ”
(including the quotation marks). You’d type LIKE “*new*” in the City
field to find all records with new in the city name, for example. The
asterisks are wildcards that stand for anything else that may appear in
the cell. You can use more complex criteria, too; for more information,
see Book III, Chapter 3.