Finding, Filtering, Sorting  «Prev  Next»

Lesson 5 Filter records using multiple criteria
Objective Use Filter by Form to filter one table using multiple criteria.

Filter Records using Multiple Criteria

Access gives you the ability to work with enormous amounts of data, which means it can be difficult to learn anything about your database just by glancing at it. Sorting and filtering are two tools that let you customize how you organize and view your data, making it more convenient to work with. In this lesson, you'll learn how to sort and filter records.

Filtering records

Filters allow you to view only the data you want to see. When you create a filter, you set conditions for the data you want to display. The filter then searches all of the records in the table, finds the ones that meet your search condition, and temporarily hides the ones that do not meet your criteria.
Filters are useful because they allow you to focus in on specific records without being distracted by the data you are not interested in. For instance, if you had a database that included customer and order information, you could create a filter to display only customers living within a certain city or only orders containing a certain product. Viewing this data with a filter would be far more convenient than searching for it in a large table.

While Filter by Selection is simple to use it may not meet your needs. You may have criteria for more than one field, or you may have more than one criterion for one field. Filter by Selection does not provide the flexibility for multiple criteria, but Filter by Form offers you more options if you need to filter using more than one field in a datasheet. Use this Simulation to learn how to use Filter by Form.

Filtering by Form
Remember that criteria selected on the same tab must both be met in order for the record to “pass” the filter. When criteria are selected on different tabs, only the criteria on one tab must be met for the record to be displayed.
Click the link below to learn more about how to filter records using multiple criteria.
FilterRecords using Multiple Criteria
Learn how to filter using more complex criteria using the Advanced Filter Sort feature. Learn how to filter using more complex criteria using the Advanced Filter Sort feature. Learn how to filter using more complex criteria using the Advanced Filter Sort feature.