9th Grade

Finding and Filtering Data

Prayer
Table of contents

01 02
Replacing Data by
03
Finding Data by Filtering to Show
Using Find and Using Find and
Nonblank Entries
Replace Replace

04 05 06
Filtering Multiple Filtering Using Text
Values Values Using Filter by Form
“Self -confidence is the best filter”.

—Anonymous
 Find – allows you to locate specific records or values within fields.

Filter - can temporarily isolate and view a specific set of records to work with while you
have a form or database displayed. It is a set of criteria applied in order to sort a data.

Types of Filters
Filter by form It allows you to enter values into a form to specify filter criteria.
To select a record, you can encode criteria into a form.
Filter by selection It retrieves data that match a selected example. You can highlight the
value in the field as the criteria for the selection.
Filter by excluding The filter excludes the value you highlight as the criteria or the selection.
selection
Advanced filter / sort It allows you to enter complex multiple criteria for filtering and to specify
a sort order. This filter duplicates a query or creates a more complicated
selection.
 01
Finding Data by Using Find
and Replace
You can find data in one field or in all fields.

1. To find data using one field, click any row in your table.
2. On the Home tab, click Find.
3. On the Find and Replace dialog box type the text you want to find on the
Find What text box.
4. Click the Look In arrow to select Current Field or Current Document.
5. Click Match arrow to select Any Part of Field, Whole Field or Start of
Field.
6. Click the Search arrow to select Up, Down or All.
7. Click Find Next and Access highlights the first data found.
8. Continue clicking the Find Next until Access has finished locating all
instances.
 02
Replacing Data by Using Find
and Replace
You can replace the data that you have found.

1. To replace data, click any row in your table.

2. On the Home tab, click Replace.
3. On the Find and Replace dialog box type the text you want to replace in the Find
What text box and type your replacement in the Replace With text box.
4. Click the Look In arrow to select the Current Field or Current Document.
5. Click the Match arrow to select Any Part of Field, Whole Field or Start of Field.
6. Click the Search arrow to select Up, Down or All.
7. Click Find Next and Access will automatically replace all instances.
8. Continue clicking the Replace Next until Access has finished replacing the records.
9. You can bypass an instance you do not want to be replaced by clicking Find Next.
 03
Filtering to Show Nonblank
Entries
You can filter records that are nonblank. This is usually done if you
want to send email to customers who have email addresses.

1. Click the column for the field you want to search in a blank cell.
2. On the Home tab, click Selection.
3. On the drop down list, select Does Not Equal Blank to show only
nonblank entries.
4. Access will automatically show all records with email addresses.
5. Click the Toggle Filter button to remove the filter.
 04
Filtering Multiple Values
You can use multiple values if you want to filter more than
one value.

1. Click the column or field you want to filter.

2. On the Home tab, click Filter.
3. On the Filter pane that contains all the values in the field,
check the box that you want to use as filter.
4. Click OK and Access will display only the values that you
selected.
5. Click the Toggle Filter button to remove the filter.
 05
Filtering Using Text Values
You can filter records with the use of text values. Thi is usually used when
records were entered as whole name and short name. For example, Michael
was also recorded as Michael Vincent or Michael Vincent Jr.

1. Click the field that you want to filter and on the Home tab, click Filter.
2. You can also click the field name arrow.
3. On the context menu, select Text Filter and click Equals.
4. On the Custom Filter dialog box, type the text value for your filter and
click OK.
5. Access will apply the filter.
6. Click Toggle Filter on the Home tab to remove the filter.
 06
Using Filter by Form
Using Filter by Form allows you to specify many fields. Foe example, you
can use AND which allows you to find records for both criteria, and OR
which allows you to find records where at least one criteria is met. You can
also use both AND, OR.

1. On the Home tab, click Advanced and click Filter by Form.

2. On the Filter by Form sheet, click the arrow to open the list where you
can select a field value that you want.
3. Select as many field values as you need.
4. Click Toggle Filter and Access applies the filter.
5. Click Toggle Filter again to remove the filter.