How to Quickly Filter Microsoft Access Report Data in Layout View

by Avantix Learning Team | Updated April 9, 2021

Applies to: Microsoft® Access® 2010, 2013, 2016, 2019, 2021 and 365 (Windows)

In newer versions of Microsoft Access, you can use Layout 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 also apply filters in Report View (which is a view that doesn't offer the same formatting functionality as Layout View). In this article, we're going to use Layout View.

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

Do you want to learn more about Microsoft Access? Check out our virtual classroom or in-person classroom Access courses >

Filter text fields in Layout View

To filter a text field in a report:

  1. View the report in Layout View. If you are in Design View, right-click the tab or title bar of the report and choose Layout View. If you are opening a report, right-click on the report in the Navigation Pane and choose Layout 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 based on the type of field.
  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 Layout View

To filter a number field in a report:

  1. View the report in Report or Layout View. If you are in Design View, right-click the tab or title bar of the report and choose Layout View. If you are opening a report, right-click on the report in the Navigation Pane and choose Layout 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 Layout View

To filter a date field in a report:

  1. View the report in Layout View. If you are in Design View, right-click the tab or title bar of the report and choose Layout View. If you are opening a report, right-click on the report in the Navigation Pane and choose Layout 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 Layout 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. You can also right-click the field and select Clear.

Clearning all filters in a Microsoft Access report.

Toggle filters

You can also toggle filters off and on:

  1. In Layout 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 should result in fewer queries.

This article was first published on June 6, 2016 and has been updated for clarity and content.

Subscribe to get more articles like this one

Did you find this article helpful? If you would like to receive new articles, JOIN our email list.

More resources

10 Tips for Creating Select Queries in Microsoft Access

How to Convert a Microsoft Access Report to PDF (3 Ways)

How to Create a Calculated Field in a Microsoft Access Query

10 Tips for Working with Controls on Forms and Report in Microsoft Access

How to Highlight Records or Values in a Microsoft Access Report Using Conditional Formatting

Related courses

Microsoft Access: Introduction

Microsoft Access: Intermediate / Advanced

Microsoft Access: Introduction to VBA (Visual Basic for Applications)

VIEW MORE COURSES >

Our instructor-led courses are delivered in virtual classroom format or at our downtown Toronto location at 18 King Street East, Suite 1400, Toronto, Ontario, Canada (some in-person classroom courses may also be delivered at an alternate downtown Toronto location). Contact us at info@avantixlearning.ca if you'd like to arrange custom instructor-led virtual classroom or onsite training on a date that's convenient for you.

Copyright 2022 Avantix® Learning

You may also like

How to Lock Cells in Excel (3 Ways)

How to Lock Cells in Excel (3 Ways)

It's easy to lock and protect cells in Microsoft Excel to prevent users from changing data or formulas. This involves a two-step process …

How to Password Protect Your Excel Worksheets and Workbooks

How to Password Protect Your Excel Worksheets and Workbooks

You can password protect worksheets and workbooks in Excel. If you want to prevent other users from opening or modifying an Excel workbook, you can encrypt the file with a password. You can also protect workbook structure where you can prevent users from deleting, renaming, moving or unhiding worksheets. Password protection can be added to your Excel file in several ways.

Microsoft, the Microsoft logo, Microsoft Office and related Microsoft applications and logos are registered trademarks of Microsoft Corporation in Canada, US and other countries. All other trademarks are the property of the registered owners.

Avantix Learning |18 King Street East, Suite 1400, Toronto, Ontario, Canada M5C 1C4 | Contact us at info@avantixlearning.ca

Summary
Save Time Running Microsoft Access Reports using Filters In Layout View
Article Name
Save Time Running Microsoft Access Reports using Filters In Layout View
Description
In Microsoft Access, you can use Layout 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.
Author
Publisher Name
Avantix Learning

Pin It on Pinterest

Share This