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Activity 3 Filtering records

Learn how to filter records using Filter by Selection, Filter by Form, and Advanced Filter methods in Microsoft Access. Step-by-step instructions and examples included.

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Activity 3 Filtering records

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  1. Activity 3 Filtering records In this activity, we are going to learn how to filter records by using the three different ways: Filter by Selection, Filter by Form and Advanced Filter. • Filter by Selection • Start Microsoft Access and open the database file ch10_02.mdb. • Open the table ‘DEPARTING FLIGHTS’ in the Datasheet View. • Select one of the cells under the column ‘To’, which contains value ‘Beijing’. The selected value is used as the criterion for filtering. 217 records are displayed.

  2. Activity 3 Filtering records • Select ‘Records’  ‘Filter’  ‘Filter By Selection’ to filter the records. Alternatively, click the ‘Filter By Selection’ button on the toolbar. Only those records with the field ‘To’ containing the value ‘Beijing’ are shown in the table. After filtering, only 12 records are displayed.

  3. Activity 3 Filtering records • Select ‘Records’  ‘Remove Filter/Sort’ to remove the filter. Alternatively, click the ‘Remove Filter’ button on the toolbar to remove the filter. Then, all the records in the table will be displayed again. All the 217 records are displayed.

  4. Activity 3 Filtering records • Filter by Form • Select ‘Records’  ‘Filter’  ‘Filter By Form’ to set up a new record filter. Alternatively, click the ‘Filter By Form’ button on the toolbar. • The last criterion is initially shown in this form. Select ‘Jakarta’ from the pull down menu.

  5. Activity 3 Filtering records • Click the pull down menu under the column ‘Airline’ and then select ‘Longman Air’.

  6. Activity 3 Filtering records • Select ‘Filter’  ‘Apply Filter/Sort’ to apply the filter. Alternatively, click the ‘Apply Filters’ button on the toolbar. One record will be displayed. Fill in the spaces below with your filtered result. B C A 05:05 A: _________________ B: _________________ LG 050 C: _________________ Hong Kong

  7. Activity 3 Filtering records • Advanced Filter • Select ‘Records’  ‘Filter’  ‘Advanced Filter/Sort’ to set up a new record filter. • The criterion of the last filter is initially shown in the new window. Change the criterion from ‘Jakarta’ to ‘Shanghai/Pudong’ in the field column ‘To’.

  8. Activity 3 Filtering records • Move the cursor over the second column as shown below. Click to select the column ‘Airline’. • Press the ‘Delete’ key to remove the column from the filter form.

  9. Activity 3 Filtering records • Select the field ‘Scheduled Time’ to add it as the second criterion. • For the second criterion, select ‘Ascending’ from the pull down menu as the sorting criterion.

  10. Activity 3 Filtering records • Enter the criteria ‘>#10:00:00# and <#15:00:00#’ to specify the value of ‘Scheduled Time’ from 10:00:00 to 15:00:00. Then, click the ‘Apply Filters’ button on the toolbar.

  11. Activity 3 Filtering records • Read the result of filtering and complete the table below. • Save the database file and exit Microsoft Access. 11:40 11:15 MU 590 KA 800

  12. Activity 3 Filtering records • Read the result of filtering and complete the table below. • Save the database file and exit Microsoft Access. 11:40 11:15 MU 590 KA 800

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