In Access filter data so you see only what you want to see. This will help you filter out the information in your Access database that you don't need.
Filtering by field
When you Filter by Field, Access 2007 finds all of the values that have been entered in the specified field. Access lists all of these values for you so you can choose which value or values you want Access to find for you within that field. Once you choose which value to filter by, Access returns the results to you as a subset of records in the table.
To use the Filter by Field feature:
- Highlight the column for the field you want to use as a filter. In the example below, we are filtering using the State field.
- In the Sort & Filter group on the Ribbon, click the Filter command (it looks like a funnel).
Filtering by Field
- When the dialog box appears, select the value you want to use as the filter value:
- Checking Select All will return every record in the table. However, clicking this option when all values are checked will clear the selections.
- Checking Blank will find only records in which the field is empty.
- Check as many of the values as you want to see returned in your results.
- Click OK.
Results for Filter by State for NC Customers
The results will appear in the table. In the example above, the results are showing all records for customers living in North Carolina (NC). Notice that all other records are hidden from view but that the table name is still Customers.
To toggle between filtered and unfiltered results:
As with most actions in Access, you can toggle between your filtered results and unfiltered tables in a variety of ways:
- Use the label that appears in the navigation bar, as seen above
- Use the Toggle Filter button on the Ribbon
Toggle Filter Button