Filtering Records in Microsoft Office

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Filtering Records
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When you want to see only certain records in your datasheet, subdatasheet, or form, you can filter out the ones you don t want to see The filter process screens the records and lets through only those that meet your criteria The criteria is a set of conditions you specify to limit the display to a certain subset of records This can save time by focusing your attention on only the records that are important at the moment Filtering doesn t remove the records from the table, it only removes them from your view of the table A filter consists of conditions you specify, which can be as simple as all the records for work orders in October 2003 or as complex as all bids submitted during June or July that exceeded $500 and were awarded within 30 days of the bid offer The difference between finding records and filtering records is this: when Access finds a record, the cursor moves to the record and leaves all the rest on the screen With a filter, the nonqualifying records are removed from the screen, leaving only the records you want to see They all remain in the table, however In Access, you have five ways to filter records, depending on the conditions you want to set and whether you want the records sorted in a particular order:
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Filter By Form screens records with the criteria you enter into a table skeleton Filter By Selection leaves only the records with the same value as the one you select
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in one of the records
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Filter Excluding Selection leaves only the records that don t include the same value
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as the one you select in one of the records
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Advanced Filter/Sort gives you, in addition to filtering, the capability to specify a
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complex sort With a complex sort, you can sort the records by two or more fields using different orders ascending or descending
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Filter For displays a box in the shortcut menu where you enter the filter criteria
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directly When the records you see on the screen are the result of a filter, Access reminds you in three ways that you aren t viewing the entire table The status bar shows FLTR, indicating a filter is in effect, and the navigation bar gives you the number of records qualified by the word (Filtered) In addition, the Apply Filter toolbar button appears pressed and the ScreenTip has changed to Remove Filter Click the Remove Filter button to see all the records again
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7:
Sorting, Filtering, and Printing Records
Remove filter
Shows filter is applied
When you apply a filter to a datasheet, the same filter is applied to any subdatasheets within it When you create a filter on a subdatasheet, the filter is also available when you open the table in Datasheet view
Filtering By Selection
Filtering By Selection is the most commonly used and the easiest filtering method Simply select the value you want to use as the match for the records and click a button When you apply the Filter By Selection, the records that remain on the screen are only those that contain the selected value You can Filter By Selection on a value in any type of field, even hyperlink fields, except OLE Object fields
Specifying the Filter Value
To set the filter value, find one occurrence of the value in the datasheet or subdatasheet, and select all or only part of it You can also place the insertion point in the field that contains
Picking a Filter Type
To decide what type of filter you should use, look at what you want it to do:
If you want to search for records that meet more than one criterion at the same
time (combined with AND), you can use any of the five types of filters Using Filter By Selection, you must specify and apply the criteria one at a time
If you want to combine criteria with the OR operator or enter expressions as
criteria, you must use Filter By Form, Filter For, or Advanced Filter/Sort
If you also want the records sorted as part of the filter process, you must use the
Advanced Filter/Sort You can, however, sort the results of the other types of filters after applying the filter by clicking one of the Sort buttons on the toolbar
Part II:
Retrieving and Presenting Information
the value for which you want to filter Once you ve defined the value, apply the filter in one of the following ways:
Choose Records | Filter | Filter By Selection Click Filter By Selection on the toolbar Right-click the desired value and choose Filter By Selection from the shortcut menu
The way you select the value determines what records pass the filter Table 7-1 describes the various ways of selecting values for filtering and equates them to match settings in the Find dialog box, as discussed in 6 Let s try out a few filters on the Home Tech Repair tables First, filter the Employees table to show records for electrical specialists only 1 With the Employees table open in Datasheet view, place the insertion point in a Specialty field with the value Electrical 2 Click Filter By Selection Only two records remain on the screen, both with Electrical in the Specialty field
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