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Access 2007: About Filters

Access 2007: About Filters

While sorting is helpful in quickly scanning several records to find a specific group, filters actually limit your data view to only those records that match your criterion.

The great thing about filters is that they are temporary. This means they work well when you need a quick answer and they take a relatively small amount of work but they don’t make any permanent changes to your data.

Plus, with Access 2007, Filters are incredibly easy to apply because many common filters have already been built-in. This means that creating a filter is as easy as point-and-click.

Cool Things About Filters…

  • All records except those matching your criterion are hidden.
  • Each filtered column header indicates a filter has been applied.
  • You can see the current filter criteria by hovering your mouse over a filtered field heading.
  • You can toggle back and forth between the normal view (all records) and the filtered view (matching records) without removing and reapplying the filter.
  • A filtered table or form can retain the filter settings for the next time the object is opened as long as you save the object before you close it.

Types of Filters

Common Filters

Access 2007 has common filters built-in that allow you to quickly filter your table or form in place without having to type in complex expressions. Some of these common filters include Equals, Does Not Equal, Begins With, Contains and Between (for Dates).

Filter by Selection

Filter by Selection is one of the fastest ways to filter your list. With this option, all you need to do is highlight the filter criterion in your table or form, and then choose Filter by Selection. Your list will quickly filter based on the data that is selected.

Filter by Form

When using common filters and Filter by Selection, you’re only able to filter one field at a time. However, when you want to filter based on several fields, you can use the Filter by Form feature.

Advanced Filter

For all other filter options, you can always use the Advanced Filter feature. With this feature, you can write expressions to filter your data based on one or more fields.