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Filtering Table Data

Access lets you apply a filter to specify the records that appear in the Datasheet view of a table or a query result set. For example, if you want to view only those customers located in Germany, you use a filter to limit the displayed records to only those whose Country field contains the text Germany. Access gives you four different ways to apply filters to the data in a table:

  • Filter by Selection is the fastest and simplest way to apply a filter. You establish the filter criteria by selecting all or part of the data in one of the table's fields; Access displays only records that match the selected sample. With Filter by Selection, you can filter records based only on criteria in a single field of the table.

  • Filter Excluding Selection functions opposite to Filter by Selection—all records except those matching the selection appear when you apply the filter.

  • Filter by Form is the second fastest way to apply a filter. You enter the filter criteria into a blank datasheet form of the table; Access displays records that match the combined criteria in each field. Use Filter by Form to quickly filter records based on criteria in more than one field.

  • Advanced Filter/Sort is the most powerful type of filter. With an advanced filter/sort, you can make an Access filter do double duty because you also can add a sort order on one or more fields. The Advanced Filter/Sort icon doesn't appear on the toolbar.


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