How to Quickly Filter Microsoft Access Report Data in Report View

Posted by: Avantix Learning Team | Updated June 6, 2016

Applies to: Microsoft® Access® 2010, 2013 and 2016 (also applies to 2007)

In newer versions of Microsoft Access, you can use Report View to quickly filter data in a report without having to create a new query to use as the source for the report. This can save you a lot of time.

You can filter reports created in desktop databases with Microsoft Access using this method but not in a Microsoft Access app.

Recommended article: 10 Timesaving Shortcuts in Microsoft Access

Filter text fields in Report View

To filter a text field in a report:

  1. View the report in Report View. If you are in Design View, right-click the tab or title bar of the report and choose Report View. If you are opening a report, right-click on the report in the Navigation Pane and choose Report View.
  2. Right-click the data you want to filter. For example, if you would like to filter a City field, right-click on any city and a context sensitive menu will appear. The options in the menu will appear for text fields.
  3. From the menu, select the desired options. You may select a custom option. For example, if you select Text Filters, other options appear such as Begins with.
  4. Select the desired option. The report will appear in its filtered state.

Below is the menu as it appears if a user right-clicks on a city in a City field:

 Filtering text fields in a Microsoft Access report in training.

Filter number fields in Report View

To filter a number field in a report:

  1. View the report in Report View. If you are in Design View, right-click the tab or title bar of the report and choose Report View. If you are opening a report, right-click on the report in the Navigation Pane and choose Report View.
  2. Right-click the data you want to filter. For example, if you would like to filter an Actual Sales field, right-click on any actual sales data and a context sensitive menu will appear. The options in the menu will appear for number fields.
  3. From the menu, select the desired options. You may select a custom option. For example, if you select Number Filters, other options appear such as Between.
  4. Select the desired option. The report will appear in its filtered state.

Below is the menu as it appears if a user right-clicks on data in an Actual Sales field:

Filtering number fields in a Microsoft Access report in training.

Filter date fields in Report View

To filter a date field in a report:

  1. View the report in Report View. If you are in Design View, right-click the tab or title bar of the report and choose Report View. If you are opening a report, right-click on the report in the Navigation Pane and choose Report View.
  2. Right-click the data you want to filter. For example, if you would like to filter a Date Entered field, right-click on a date entered and a context sensitive menu will appear. The options in the menu will appear for date fields.
  3. From the menu, select the desired options. You may select a custom option. For example, if you select Date Filters, other options appear such as Between.
  4. Select the desired option. The report will appear in its filtered state.

Below is the menu as it appears if a user right-clicks on data in a Date Entered field:

Filtering date fields in a Microsoft Access report in training.

Clear or remove filters

To clear filters:

  1. In Report View, click the Home tab in the Ribbon.
  2. In the Sort and Filter group, click Advanced and select Clear All Filters from the drop-down menu. Access clears or removes all of the filters.

Clearning all filters in a Microsoft Access report.

Toggle filters

You can toggle filters off and on:

  1. In Report View, click the Home tab in the Ribbon.
  2. Click the Toggle Filter button to remove the filter or click on Toggle Filter to reapply the filter.
  3. If you close the report without clearing the filters, the filters will be available when you reopen the report and you can click on Toggle Filter again to reapply them. The filters will be available even if you close and reopen the database.

This method of filtering in reports is both simple and intuitive and may result in fewer queries.

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Recommended Microsoft Access training

Microsoft Access: Introduction

Microsoft Access: Intermediate / Advanced

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