Methods of Using Filtering

Filtering can be in four methods in Access by using Filter command:
  1. Filter by selection
  2. Filter by form
  3. Filter for input
  4. Advanced filter/sort
1) Filter by selection: This technique allows users to retrieve only the records that contain the selected value in a datasheet or a form. For example: From the records of the students, users  want to view only the records of students of class 10.
Steps:
  1. Open the database.
  2. In a field on a form, a subform, a datasheet, or a subdatasheet, select one instance of the value you want to filter by (for example, a name or a number).
  3. On the Records menu, point to Filter, and then click Filter by Selection.
  4. Repeat steps 2 and 3 until you have the set of records that you looking for. (NOTE: You can also filter for records that do not have a certain value. After selecting a value, right-click, and then click Filter Excluding Selection).
2) Filter by form: This technique allows to choose or type the values that users want the filtered records to contain in empty fields.
Steps:
  1. Open a form in Form view, or a table, a query, or a form in Datasheet view. To filter records in a subdatasheet, display the subdatasheet by clicking its expand indicator.
  2. On the Records menu, point to Filter, and then click Filter By Form to switch to the Filter By Form window.
  3. Here users can specify criteria for the form, the subform, the main datasheet, or any subdatasheet that is displayed. Each subform or subdatasheet has its own Look For and Or tabs.
  4. Click the field in which to specify the criteria.
  5. Enter the criteria by selecting the value that users are searching for from the list in the field (if the list includes field values), or by typing the value into the field.
  6. To find records in which a particular field is empty or not empty, type Is Null or Is Not Null into the field.
  7. To specify additional values that records can have in the filter, click the Or tab for the form, the subform, the datasheet, or the subdatasheet that users are filtering, and then enter more criteria.
  8. On the Filter menu, click Apply Filter to view the filter results.
3)  Filter for input: This technique is used for filtering records that uses a value or expression that is entered to find only records that contain the value or satisfy the expression.
Steps:
  1. Open a form in Form view, or a table, a query, or a form in Datasheet view. To filter records in a subdatasheet, display the subdatasheet by clicking its expand indicator.
  2. Right-click in the field in the form, the subform, the datasheet, or the subdatasheet that you are filtering, and then type the value that you are looking for in the Filter For box on the shortcut menu.
  3. Press ENTER to apply the filter, and then close the shortcut menu.
4) Advanced filter/sort: This technique allows to apply more than one criteria or condtion on multiple fields. With the help of advanced filter, user can:
search for records that meet multiple criteria
search for records that meet one criteria or another criteria
enter expressions as criteria
Steps:
  1. Open a form in Form view, or a table, a query, or a form in Datasheet view.
  2. Click in the form, the subform, the datasheet, or the subdatasheet that you want to filter.
  3. On the Records menu, point to Filter, and then click Advanced Filter/Sort.
  4. Add the fields that you need to specify the values or the other criteria that the filter will use to find records to the design grid.
  5. To specify a sort order, click in the Sort cell for a field, click the arrow, and then select a sort order. Microsoft Access first sorts the leftmost field in the design grid, and then it sorts the next field to the right, and so on.
  6. In the Criteria cell for the fields that you have included, enter the value that you are looking for or enter an expression.
  7. On the Filter menu, click Apply Filter to view the filter's result

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