The filter then searches all of the records in the table, finds the ones that meet your search criteria, and temporarily hides the ones that don't. Filters are useful because they allow you to focus in on specific records without being distracted by the data you're uninterested 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. In our examples and explanations, we will be applying filters to tables. However, you can apply filters to any Access object. Toggling your filter allows you to turn it on and off. To view the records without the filter, click the Toggle Filter command.
To restore the filter, click it again. Filtering by selection allows you to select specific data from your table and find data that is similar or dissimilar to it. For instance, if you were working with a bakery's database and wanted to search for all products whose names contained the word chocolate , you could select that word in one product name and create a filter with that selection.
Creating a filter with a selection can be more convenient than setting up a simple filter if the field you're working with contains many items. 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. Throughout this tutorial, we will be using a sample database.
If you would like to follow along, you'll need to download our Access sample database. You will need to have Access installed on your computer in order to open the example.
Essentially, sorting and filtering are tools that let you organize your data. When you sort data, you are putting it in order. Filtering data lets you hide unimportant data and focus only on the data you're interested in.
When you sort records, you are putting them into a logical order , with similar data grouped together. As a result, sorted data is often simpler to read and understand than unsorted data. By default, Access sorts records by their ID numbers. However, there are many other ways records can be sorted. For example, the information in a database belonging to a bakery could be sorted in a number of ways:.
You can sort both text and numbers in two ways: in ascending order and descending order. Ascending means going up , so an ascending sort will arrange numbers from smallest to largest and text from A to Z. Don't send files unless requested; initial requests for help that arrive with attached files will be deleted unread. You can send screenshots of your data to help clarify your question.
When contacting me, be as specific as possible. For example, "Please troubleshoot my workbook and fix what's wrong" probably won't get a response, but "Can you tell me why this formula isn't returning the expected results?
Please mention the app and version that you're using. I'm not reimbursed by TechRepublic for my time or expertise when helping readers, nor do I ask for a fee from readers I help.
You can contact me at susansalesharkins gmail. Susan Sales Harkins is an IT consultant, specializing in desktop solutions. Previously, she was editor in chief for The Cobb Group, the world's largest publisher of technical journals.
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If you're not using a kanban board, you're not as productive as you could be. Show Comments. Hide Comments. Access uses this to figure out which top values you're looking for. For instance, if we sort products using the Selling Price field, and sort in Ascending order, the cheapest products are at the top of the datasheet.
When we ask for the top five prices, we get the five cheapest products. To get the most expensive products, we sort in Descending order so the most expensive products appear at the top of the datasheet. Change the Top Values option by typing in a value or a value followed by a percent sign.
You can also choose a value from the drop-down list. To see the top three values, type in Click the View button to see only the top values in the datasheet. Hiding fields You can use fields to sort data - or use criteria for the fields to filter data - without having to display the field in the query datasheet.
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