How to Filter Data in MS Access Form

Updated on:

May 12, 2026

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Use this interactive demo to learn how to filter records in an MS Access form using Filter By Form.

Quick summary

The Filter By Form feature in MS Access lets you narrow down records in a form view by entering criteria into a blank version of the form. Using the Toggle Filter button applies the filter instantly, displaying only the matching records.

Steps

Open the form in Form View.
On the ribbon under the Home tab, click Advanced.
From the drop-down menu, select Filter By Form.
A blank version of the form appears for you to enter filter criteria.
Enter your filter criteria in the relevant fields.
Press Toggle Filter to apply the filter and display matching records.

📌 Why this matters

Filtering data in Microsoft Access forms using the Filter By Form feature allows users to quickly isolate specific records without writing complex queries. This built-in Access filtering method is ideal for database users who need to search and display targeted data directly within a form view. By entering criteria into a blank form and applying the Toggle Filter, users can streamline data lookup and improve productivity in day-to-day database management tasks.

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