Filter records by entering values in a blank view of your form or datasheet

1. Open a table, query, or form in Datasheet view or open a form in Form view.

   To filter records in a subdatasheet, display the subdatasheet by clicking its expand indicator.

2. Click Filter By Form on the toolbar to switch to the Filter By Form window.

   You can specify criteria for the form, subform, main datasheet, or any subdatasheet that's displayed. Each subdatasheet or subform has its own Look For and Or tabs.

3. Click the field in which you want to specify the criteria that records must meet to be included in the filtered set of records.
   
   
4. Enter your criteria by selecting the value you're searching for from the list in the field (if the list includes field values), or by typing the value into the field.
   • To find records in which a check box, toggle button, or option button is or is not selected, click the check box or button until it's the way you want. To return it to a neutral position so that it won't be used as criteria for filtering records, continue clicking the check box or button until it's grayed.
     
     
   • To find records in which a particular field is empty or not empty, type Is Null or Is Not Null into the field. (You can select these options from the list in fields with a Memo, OLE Object, or Hyperlink data type, and in calculated fields in queries.)
     
     
   • To find records using a criteria expression, type the expression into the appropriate field or enter one using the Expression Builder. For examples of expressions, click .

     If you specify values in more than one field, the filter returns records only if they contain the same values you specified in each of those fields.

5. To specify alternative values that records can have to be included in the filter's results, click the Or tab for the datasheet, subdatasheet, form, or subform you're filtering, and enter more criteria.

   The filter returns records if they have all the values specified on the Look For tab or all the values specified on the first Or tab or all the values specified on the second Or tab, and so on.

6. Click Apply Filter on the toolbar.

Notes  

• When you save a table or form, Microsoft Access saves the filters you created. You can reapply the filters when you need them, the next time you open the table or form.
  
  
• If you created a filter on a subdatasheet or subform, this filter is also available when you open the table or form for the subdatasheet or subform independently.
  
  
• When you save a query, Microsoft Access saves the filters you created, but it does not add the filter criteria to the query design grid. You can reapply the filters after you run the query, the next time you open it.
  
  
• For information on creating a form or report based on the filtered data, click .