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Access: The most important Filter for forms

  • Mar 19, 2024
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In forms, you have various options to filter your data in Access, without having to create queries. What are the most important filters are, you will learn in this practical tip.

Access: General Filter for forms use

The General Filter allows you to select values. Also the text filter such as "Contains" or "Equal to" this type of filter possible. The here described approach you can use from Access 2010.
  • General filters, you can apply only on a field. If you want to filter on multiple fields, you must apply the Filter separately from each other or a more advanced filter option.
  • Navigate to the field you want to filter.
  • Now click in the menu ribbon in the tab "Start" to "Filters".
  • You have a form in table view, you can also in the field heading on the arrow at the right edge of the column click.
  • The possible filter options are displayed now.
  • You could now sort the contents of the field from A to Z in ascending or descending order.
  • In a list, you also see all the values that are stored in the current field.
  • The check boxes you can use to filter according to one or more values. You remove the hook, if you want to exclude the content from the result.
  • Select "text filter", you can obtain detailed results. You want to, for example, from a form name to filter, containing the letter T, select "Contains" and then type a T.
  • Sometimes you do not see the General Filter. This is due to the fact that this Option for fields of type "Yes/no", "OLE object", "Memo", and "plant" is available.
Access: General use Filter

Access: selection-based Filter

You want to set a Filter for a specific field you have selected content, you can achieve this with the selection-based Filter.
  • Navigate in the menu ribbon "Start" and then click sort in the "and Filter" to "choice".
  • Now you will get a drop-down list, which you the available filter options for your selection displays.
  • For example, you have a list of students and have chosen a field with the entry "student". The selection-based Filter gives you various filter options around the term "student". "Filter students" Contains, you will receive as a result of all of the pupils in your class. The students will be excluded from the result.
  • The options for selection-based filters are also here, depending on the data type is different.
Filter by selection in Access

Access: form-based filters to use

This Filter helps you, if you want to filter multiple fields in a form.
  • Click sort in the "startup" tab in the "and Filter" "Advanced" > "Filter by Form".
  • Access creates a blank form with your fields.
  • Here you can fill in as many fields as filter criteria.
  • Matching records, Access displays them in the terminal.
  • The following field types you cannot use with this Filter: "multi-valued", "Memo", "Hyperlink", "Yes/no" and "OLE object".
Fields to filter by form input

Access: With the special filter with custom criteria

Sometimes, the default filters are not enough. With the special filters, you can write your filter criteria. To apply this Filter to correctly apply, you should already familiar with the creation of queries.
  • Open your form in form view.
  • Make sure that no data has been filtered.
  • Click sort in the "startup" tab in the "and Filter" "Advanced" and "clear All filters".
  • Should be hidden, delete "All Filter", no Filter is active and you can proceed to the next step.
  • Click again on "Advanced" and then "advanced filter/sort".
  • Add the fields from the list to which you want to apply a Filter.
  • In the criteria row of the fields to the desired criterion.
  • The criteria are grouped. So you get only the records that match all the criteria of all the fields.
  • If you need alternative criteria for a single field, enter the first criterion in the criteria row and the next criterion in the row of "Or".
  • All the criteria that you use in the row Or, alternatively, be filtered to the criterion in the row "criteria".
  • Enter, for example, as a criterion of "students", you will only get results that have this entry. Enter "Or" still "a student", you will receive data that include both students as well as student.
The special filter in Access
As a primary key in Access, add and remove can, we explain to you here.

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