Apply a query as a filter

This topic describes the procedure for applying a select query as a filter in form or datasheet view. For general help with filtering data in Access, see the topic Filter: Limit the number of records in a view or report. The topic also explains the differences between queries and filters.

If you often work with certain filters, you might want to save these filters, so that you are not wasting time defining them each time. You cannot save more than one filter for each form or datasheet, but you can save a filter as a query, and then apply the query as a filter when and where you want.

If you have not yet created the query that you want to apply as a filter, see the section "Save a filter as a query" in the topic Filter: Limit the number of records in a view or report. You can also use any select query that is based on the same underlying table or query as the form or datasheet as a filter. Note that action queries and select queries that include aggregate values cannot be applied as filters.

  1. In Datasheet view (Datasheet view: A view that displays data from a table, form, query, view, or stored procedure in a row-and-column format. In Datasheet view, you can edit fields, add and delete data, and search for data.) or Form view (Form view: A view that displays a form to show or accept data. Form view is the primary means of adding and modifying data in tables. You can also change the design of a form in this view.), click Filter By Form on the toolbar, or, on the Records menu, point to Filter and then click Advanced Filter/Sort.
  2. On the toolbar, click Load From Query Button image.
  3. In the Filter box, select a query, and then click OK.


  1. Click Apply Filter Button image on the toolbar.
Applies to:
Access 2003