Filtering Records

In Access XP filtering records may seem confusing at first. This free lesson offers step-by-step instructions.

Performing a filter by form

The Filter by Form feature is used when you are working in Form view and not in Datasheet view. Filter by form works the same way as the filter by selection method, except filtering is defined on a blank contact data entry form as if you were creating a new contact record.

To filter by form:

  • In Form view or Datasheet view, click the New Record button to create a blank form or datasheet.

    Blank Record Entry
  • Click the Filter By Form button in the standard toolbar.
  • When you click in a field (e.g., State/Province), a drop-down list is opened and displays all of the criteria (filter values) available for selection.

    State/Province drop-down List
  • Select a filter value from the drop-down list (e.g., North Carolina to view all records in North Carolina).
  • To display records meeting more than one search criteria, click the Or tab located at the bottom of the screen. Otherwise, continue to the next step.

    Or Tab Used in the Filtering Process
  • Click the Apply Filter button to apply the filter and view the filtered records.

    View of Filtered Records