Find data in an Access app

Data is useless if you can’t find it when you need it, so Access apps provide several ways to zoom in on the data you need. These finding and filtering tools are included automatically when you create an Access app.

Finding data in a List Details view

A List Details view gets created automatically when you add any table to an app. To open this view, click List in the view selector (unless you have renamed the view). For more about adding tables to apps, see Create an Access app.

Each List Details view includes a search box by default, as shown here:

The default search box on a List Details form.

Enter a few characters in this box, press Enter, and the app immediately filters the list down to items that contain those characters.

An example search on the characters "ad"

In this example, entering the characters “ad” finds “Adina”, Traders”, and “Mahadevan”. Access applies the filter across multiple fields. In this example, Access found the filter value in the First Name, Company, and Last Name fields of 3 different items.

Finding data in a Summary view

A Summary view groups items by a value, such as task status:

A search box on a summary view.

Summary views include the same kind of search box as the List Details view, but its filtering powers are limited to the list just below it, and do not extend to the list on the right. Still, it is a great way to find the group you need if you have a lot of groups.

Finding data in a Datasheet view

Like the List Details view, a Datasheet view is created automatically for any table you add to an app, and is available by clicking Datasheet in the view selector (unless you have renamed the view). Datasheets don’t include a search box like the ones in the views above, but they do provide filtering features like those you would find in a spreadsheet program. For more about datasheet views, see Create a web datasheet view.

Hover over a column header, click the drop-down arrow, and click an option to sort or filter the list.

Applying a filter to the Due Date field of a datasheet.

Repeat the process to add more values to a column’s filter. Check marks appear next to the values you’ve selected.

Filter drop-down in a datasheet with multiple values selected.

Tip    Use your browser’s “find on page” feature to quickly find data in a datasheet view. For example, in Internet Explorer, press Ctrl+F, enter the text or number you’re looking for, and then click Previous or Next to advance through the found values.

Applies To: Access 2013

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