Finding, Filtering, Sorting  «Prev 

Filter Records to display a subset of records in a Table

In a table with hundreds or thousands of records, scrolling back and forth in the datasheet is about as relaxing as a pneumatic drill at 3:00 a.m. Sometimes, you do not even need to see all the records at once they arejust a finger-tiring distraction from the data you are really interested in. In this case, you should cut the datasheet down to just the records that interest you, with filtering. To filter records, you specify a condition that the record must meet to be included in the datasheet. For example, an online store might pick out food items from a full product catalog, a shipping company might look for orders made last week, and a dating service might hunt down bachelors who do not live with their parents. When you apply a filter condition, you end up hiding all the records that do not match your requirements. They are still in the table.
Access has several different ways to apply filters. In the following sections, you will start with the simplest, and then move on to the more advanced options.

1) In order to find all my clients who are in Arizona, I first have to find one client in Arizona. In fact, the first client has an address in Arizona. I put the cursor in the state field for the first record - this is the value I want to match. I want to find all the addresses with AZ in the state field. Then I click the Filter by selection button.

2) The datasheet now display only clients in Arizona.

3) Notice that the Status bar at the bottom of the datasheet now reads Record 1 of 7 (Filtered). This tells you that not all records in the table are being displayed.