Examples of query criteria

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Query criteria help you zero in on specific items in an Access database. If an item matches all the
criteria you enter, it appears in the query results.

To add criteria to an Access query, open the query in Design view and identify the fields
(columns) you want to specify criteria for. If the field is not in the design grid, double-click the
field to add it to the design grid and then enter the criterion in the Criteria row for that field. If
you’re not sure how to make this happen, see Introduction to queries.

A query criterion is an expression that Access compares to query field values to determine
whether to include the record that contains each value. For example, = "Chicago" is an
expression that Access can compare to values in a text field in a query. If the value for that field
in a given record is "Chicago", Access includes the record in the query results.

Here are some examples of commonly used criteria you can use as a starting point to create your
criteria. The examples are grouped by data types.

In this topic

Introduction to query criteria

Criteria for Text, Memo, and Hyperlink fields

Criteria for Number, Currency, and AutoNumber fields

Criteria for Date/Time fields

Criteria for Yes/No fields

Criteria for other fields

Introduction to query criteria

A criterion is similar to a formula — it is a string that may consist of field references, operators,
and constants. Query criteria are also referred to as expressions in Access.

The following tables shows some sample criteria and explains how they work.
Criteria Description
>25 and <50 This criterion applies to a Number field, such as Price or UnitsInStock. It includes on
those records where the Price or UnitsInStock field contains a value greater than 25
less than 50.
DateDiff ("yyyy", This criterion applies to a Date/Time field, such as BirthDate. Only records where th
[BirthDate], Date()) > number of years between a person's birthdate and today's date is greater than 3
30 included in the query result.
Is Null This criterion can be applied to any type of field to show records where the field val
null.

As you can see, criteria can look very different from each other, depending on the data type of
the field to which they apply and your specific requirements. Some criteria are simple, and use
basic operators and constants. Others are complex, and use functions, special operators, and
include field references.

This topic lists several commonly used criteria by data type. If the examples given in this topic
do not address your specific needs, you might need to write your own criteria. To do that, you
must first familiarize yourself with the full list of functions, operators, special characters, and the
syntax for expressions referring to fields and literals.

Here, you will see where and how you add the criteria. To add a criteria to a query, you must
open the query in Design view. You then identify the fields for which you want to specify
criteria. If the field is not already in the design grid, you add it by either dragging it from the
query design window to the field grid, or by double-clicking the field (Double-clicking the field
automatically adds it to the next empty column in the field grid.). Finally, you type the criteria in
the Criteria row

Criteria that you specify for different fields in the Criteria row are combined by using the AND
operator. In other words, the criteria specified in the City and BirthDate fields are interpreted like
this:

City = "Chicago" AND BirthDate < DateAdd (" yyyy ", -40, Date())

1. The City and BirthDate fields include criteria.

2. Only records where the value of the City field is Chicago will satisfy this criterion.

3. Only records of those who are at least 40 years old will satisfy this criterion.

4. Only records that meet both criteria will be included in the result.

What if you want only one of these conditions to be met? In other words, if you have alternate
criteria, how do you enter them?

If you have alternate criteria, or two sets of independent criteria where it is sufficient to satisfy
one set, you use both the Criteria and the or rows in the design grid.
 1. The City criterion is specified in the Criteria row.

2. The BirthDate criterion is specified in the or row.

Criteria specified in the Criteria and or rows are combined using the OR operator, as shown

below:

City = "Chicago" OR BirthDate < DateAdd (" yyyy ", -40, Date())

If you need to specify more alternatives, use the rows below the or row.

Before you continue with the examples, note the following:

 If the criteria is temporary or changes often, you can filter the query result instead of
frequently modifying the query criteria. A filter is a temporary criterion that changes the query
result without altering the design of the query. For more information about filters, see the
article Apply a filter to view select records in an Access database.
 If the criteria fields don't change, but the values you are interested in do change
frequently, you can create a parameter query. A parameter query prompts the user for field
values, and then uses those values to create the query criteria. For more information about
parameter queries, see the article Use parameters in queries and reports.

Criteria for Text, Memo, and Hyperlink fields

Note: Beginning in Access 2013, Text fields are now named Short Text and Memo fields are
now named Long Text.
The following examples are for the CountryRegion field in a query that is based on a table that
stores contacts information. The criterion is specified in the Criteria row of the field in the
design grid.

A criterion that you specify for a Hyperlink field is, by default, applied to the display text portion
of the field value. To specify criteria for the destination Uniform Resource Locator (URL)
portion of the value, use the HyperlinkPart expression. The syntax for this expression is as
follows: HyperlinkPart([Table1].[Field1],1) = "http://www.microsoft.com/", where Table1 is
the name of the table containing the hyperlink field, Field1 is the hyperlink field, and
http://www.microsoft.com is the URL you want to match.

To include records Use this criterion Query result

that...
Exactly match a "China" Returns records where the CountryRegion field is set to C
value, such as China
Do not match a Not "Mexico" Returns records where the CountryRegion field is set to a
value, such as country/region other than Mexico.
Mexico
Begin with the Like U* Returns records for all countries/regions whose names sta
specified string, with "U", such as UK, USA, and so on.
such as U
Note: When used in an expression, the asterisk (*) repres
any string of characters — it is also called a wildcard
character. For a list of such characters, see the article Acc
wildcard character reference.
Do not begin with Not Like U* Returns records for all countries/regions whose names sta
the specified string, with a character other than "U".
such as U
To include records Use this criterion Query result
that...
Contain the Like "*Korea*" Returns records for all countries/regions that contain the s
specified string, "Korea".
such as Korea
Do not contain the Not Like "*Korea*" Returns records for all countries/regions that do not conta
specified string, the string "Korea".
such as Korea
End with the Like "*ina" Returns records for all countries/regions whose names en
specified string, "ina", such as China and Argentina.
such as "ina"
Do not end with the Not Like "*ina" Returns records for all countries/regions that do not end i
specified string, "ina", such as China and Argentina.
such as "ina"
Contain null (or Is Null Returns records where there is no value in the field.
missing) values
Do not contain null Is Not Null Returns records where the value is not missing in the field
values
Contain zero-length "" (a pair of quotes) Returns records where the field is set to a blank (but not n
strings value. For example, records of sales made to another
department might contain a blank value in the CountryRe
field.
Do not contain zero- Not "" Returns records where the CountryRegion field has a non
length strings value.
Contains null values "" Or Is Null Returns records where there is either no value in the field
or zero-length the field is set to a blank value.
strings
Is not empty or Is Not Null And Not "" Returns records where the CountryRegion field has a
blank nonblank, non-null value.
Follow a value, >= "Mexico" Returns records of all countries/regions, beginning with
such as Mexico, Mexico and continuing through the end of the alphabet.
when sorted in
alphabetical order
Fall within a Like "[A-D]*" Returns records for countries/regions whose names start w
specific range, such the letters "A" through "D".
as A through D
Match one of two "USA" Or "UK" Returns records for USA and UK.
values, such as USA
or UK
Contain one of the In("France", "China", Returns records for all countries/regions specified in the l
To include records Use this criterion Query result
that...
values in a list of "Germany", "Japan")
values
Contain certain Right([CountryRegion], 1) Returns records for all countries/regions where the last le
characters at a = "y" "y".
specific position in
the field value
Satisfy length Len([CountryRegion]) > Returns records for countries/regions whose name is mor
requirements 10 than 10 characters long.
Match a specific Like "Chi??" Returns records for countries/regions, such as China and
pattern Chile, whose names are five characters long and the first
characters are "Chi".

Note: The characters ? and _, when used in an expression

represent a single character — these are also called wildc
characters. The character _ cannot be used in the same
expression with the ? character, nor can it be used in an
expression with the * wildcard character. You may use th
wildcard character _ in an expression that also contains
the % wildcard character.

Criteria for Number, Currency, and AutoNumber fields

The following examples are for the UnitPrice field in a query that is based on a table that stores
products information. The criterion is specified in the Criteria row of the field in the query
design grid.
To include Use this Query Result
records that... crit erion
Exactly match a 100 Returns records where the unit price of the product is $100.
value, such as
100
Do not match a Not 1000 Returns records where the unit price of the product is not $1000.
value, such as
1000
Contain a value < 100 Returns records where the unit price is less than $100 (<100). The second
smaller than a <= 100 expression (<=100) displays records where the unit price is less than or equa
value, such as $100.
100
Contain a value >99.99 Returns records where the unit price is greater than $99.99 (>99.99). The sec
larger than a >=99.99 expression displays records where the unit price is greater than or equal to
value, such as $99.99.
99.99
Contain one of 20 or 25 Returns records where the unit price is either $20 or $25.
the two values,
such as 20 or 25
Contain a value >49.99 and Returns records where the unit price is between (but not including) $49.99 a
that falls with a <99.99 $99.99.
range of values -or-
Between
50 and 100
To include Use this Query Result
records that... crit erion
Contain a value <50 or Returns records where the unit price is not between $50 and $100.
that falls outside >100
a range
Contain one of In(20, 25, Returns records where the unit price is either $20, $25, or $30.
many specific 30)
values
Contain a value Like Returns records where the unit price ends with "4.99", such as $4.99, $14.99
that ends with "*4.99" $24.99, and so on.
the specified
digits Note: The characters * and %, when used in an expression, represent any
number of characters — these are also called wildcard characters. The
character % cannot be used in the same expression with the * character, nor
it be used in an expression with the ? wildcard character. You may use the
wildcard character % in an expression that also contains the _ wildcard char
Contain null null Is Null Returns records where no value is entered in the UnitPrice field.
(or missing)
values
Contain non-null Is Not Null Returns records where the value is not missing in the UnitPrice field.
values

Criteria for Date/Time fields

The following examples are for the OrderDate field in a query based on a table that stores Orders
information. The criterion is specified in the Criteria row of the field in the query design grid.
To include records Use this criterion Query result
that ...
Exactly match a #2/2/2006# Returns records of transactions
value, such as took place on Feb 2, 2006.
2/2/2006 Remember to surround date val
with the # character so that Acc
can distinguish between date va
and text strings.
Do not match a Not #2/2/2006# Returns records of transactions
value, such as took place on a day other than F
2/2/2006 2006.
Contain values that < #2/2/2006# Returns records of transactions
fall before a took place before Feb 2, 2006.
certain date, such
as 2/2/2006 To view transactions that took p
on or before this date, use
the <= operator instead of
the < operator.
Contain values that > #2/2/2006# Returns records of transactions
fall after a certain took place after Feb 2, 2006.
date, such as
2/2/2006 To view transactions that took p
on or after this date, use
the >= operator instead of
the > operator.
To include records Use this criterion Query result
that ...
Contain values that >#2/2/2006# and <#2/4/2006# Returns records where the
fall within a date transactions took place between
range 2, 2006 and Feb 4, 2006.

You can also use

the Between operator to filter f
range of values, including the e
points. For example, Between
#2/2/2006# and #2/4/2006# is t
same as >=#2/2/2006# and
<=#2/4/2006# .
Contain values that <#2/2/2006# or >#2/4/2006# Returns records where the
fall outside a range transactions took place before F
2006 or after Feb 4, 2006.
Contain one of two #2/2/2006# or #2/3/2006# Returns records of transactions
values, such as took place on either Feb 2, 2006
2/2/2006 or Feb 3, 2006.
2/3/2006
Contain one of In (#2/1/2006#, #3/1/2006#, #4/1/2006#) Returns records where the
many values transactions took place on Feb 1
2006, March 1, 2006, or April 1
2006.
Contain a date that DatePart("m", [SalesDate]) = 12 Returns records where the
falls in a specific transactions took place in Dece
month of any year.
(irrespective of
year), such as
December
Contain a date that DatePart("q", [SalesDate]) = 1 Returns records where the
falls in a specific transactions took place in the fi
quarter quarter of any year.
(irrespective of
year), such as the
first quarter
Contain today's Date() Returns records of transactions
date took place on the current day. I
today's date is 2/2/2006, you se
records where the OrderDate fie
set to Feb 2, 2006.
Contain Date()-1 Returns records of transactions
yesterday's date took place the day before the cu
To include records Use this criterion Query result
that ...
day. If today's date is 2/2/2006,
see records for Feb 1, 2006.
Contain Date() + 1 Returns records of transactions
tomorrow's date took place the day after the curr
day. If today's date is 2/2/2006,
see records for Feb 3, 2006.
Contain dates that DatePart("ww", [SalesDate]) = DatePart("ww", Returns records of transactions
fall during the Date()) and Year( [SalesDate]) = Year(Date()) took place during the current w
current week A week starts on Sunday and en
on Saturday.
Contain dates that Year([SalesDate])* 53 + DatePart("ww", Returns records of transactions
fell during the [SalesDate]) = Year(Date())* 53 + DatePart("ww", took place during the last week
previous week Date()) - 1 week starts on Sunday and ends
Saturday.
Contain dates that Year([SalesDate])* 53+DatePart("ww", [SalesDate]) Returns records of transactions
fall during the = Year(Date())* 53+DatePart("ww", Date()) + 1 will take place next week. A we
following week starts on Sunday and ends on
Saturday.
Contain a date that Between Date() and Date()-6 Returns records of transactions
fell during the last took place during the last 7 day
7 days today's date is 2/2/2006, you se
records for the period Jan 24, 2
through Feb 2, 2006.
Contain a date that Year([SalesDate]) = Year(Now()) And Returns records for the current
belongs to the Month([SalesDate]) = Month(Now()) month. If today's date is 2/2/200
current month you see records for Feb 2006.
Contain a date that Year([SalesDate])* 12 + DatePart("m", [SalesDate]) Returns records for the previou
belongs to the = Year(Date())* 12 + DatePart("m", Date()) - 1 month. If today's date is 2/2/200
previous month you see records for Jan 2006.
Contain a date that Year([SalesDate])* 12 + DatePart("m", [SalesDate]) Returns records for the next mo
belongs to the next = Year(Date())* 12 + DatePart("m", Date()) + 1 If today's date is 2/2/2006, you
month records for Mar 2006.
Contain a date that Between Date( ) And DateAdd("M", -1, Date( )) A month's worth of sales record
fell during the last today's date is 2/2/2006, you se
30 or 31 days records for the period Jan 2, 20
Feb 2, 2006
Contain a date that Year([SalesDate]) = Year(Now()) And DatePart("q", Returns records for the current
belongs to the Date()) = DatePart("q", Now()) quarter. If today's date is 2/2/20
current quarter you see records for the first qua
To include records Use this criterion Query result
that ...
of 2006.
Contain a date that Year([SalesDate])*4+DatePart("q",[SalesDate]) = Returns records for the previou
belongs to the Year(Date())*4+DatePart("q",Date())- 1 quarter. If today's date is 2/2/20
previous quarter you see records for the last quar
of 2005.
Contain a date that Year([SalesDate])*4+DatePart("q",[SalesDate]) = Returns records for the next qua
belongs to the next Year(Date())*4+DatePart("q",Date())+1 If today's date is 2/2/2006, you
quarter records for the second quarter o
2006.
Contain a date that Year([SalesDate]) = Year(Date()) Returns records for the current
falls during the If today's date is 2/2/2006, you
current year records for the year 2006.
Contain a date that Year([SalesDate]) = Year(Date()) - 1 Returns records of transactions
belongs to the took place during the previous y
previous year If today's date is 2/2/2006, you
records for the year 2005.
Contain a date that Year([SalesDate]) = Year(Date()) + 1 Returns records of transactions
belongs to next next year's date. If today's date
year 2/2/2006, you see records for th
year 2007.
Contain a date that Year([SalesDate]) = Year(Date()) and Returns records of transactions
falls between Jan 1 Month([SalesDate]) <= Month(Date()) and dates that fall between Jan 1 of
and today (year to Day([SalesDate]) <= Day (Date()) current year and today. If today
date records) date is 2/2/2006, you see record
the period Jan 1, 2006 to to
2/2/2006.
Contain a date that < Date() Returns records of transactions
occurred in the took place before today.
past
Contain a date that > Date() Returns records of transactions
occurrs in the will take place after today.
future
Filter for null (or Is Null Returns records where the date
missing) values transaction is missing.
Filter for non-null Is Not Null Returns records where the date
values transaction is known.

Criteria for Yes/No fields

 As an example, your Customers table has a Yes/No field named Active, used to indicate whether
a customer's account is currently active. The following table shows how values entered in the
Criteria row for a Yes/No field are evaluated.

Field value Result

Yes, True, 1, or -1 Tested for a Yes value. A value of 1 or -1 is converted to "True" in
Criteria row after you enter it.
No, False, or 0 Tested for a No value. A value of 0 is converted to "False" in the
Criteria row after you enter it.
No value (null) Not tested
Any number other than 1, -1, or 0 No results if it's the only criteria value in the field
Any character string other than Yes, No, Query fails to run due to Data type mismatch error
True, or False

Criteria for other fields

Attachments    In the Criteria row, type Is Null to include records that do not contain any
attachments. Type Is Not Null to include records that contain attachments.

Lookup fields    There are two types of Lookup fields: those that look up values in an existing
data source (by using a foreign key), and those that are based on a list of values specified when
the Lookup field is created.

Lookup fields that are based on a list of specified values are of the Text data type, and valid
criteria are the same as for other text fields.

The criteria you can use in a Lookup field based on values from an existing datasource depend
on the data type of the foreign key, rather than the data type of the data being looked up. For
example, you may have a Lookup field that displays Employee Name, but uses a foreign key that
is of the Number data type. Because the field stores a number instead of text, you use criteria that
work for numbers; that is, >2.

If you do not know the data type of the foreign key, you can inspect the source table in Design
view to determine the data types of the field. To do this:

1. Locate the source table in the Navigation Pane.

2. Open the table in Design view by either:
 Clicking the table, and then pressing CTRL+ENTER
 Right-clicking the table, and then clicking Design View.
3. The data type for each field is listed in the Data Type column of the table design grid.
 Multivalued fields    Data in a multivalued field are stored as rows in a hidden table that Access
creates and populates to represent the field. In query Design view, this is represented in the Field
List by using an expandable field. To use criteria for a multivalued field, you supply criteria for
a single row of the hidden table. To do this:

1. Create a query containing the multivalued field, and open it in Design view.
2. Expand the multivalued field by clicking the plus symbol (+) next to it — if the field is
already expanded, this is a minus symbol (-). Just below the name of the field, you will see a
field representing a single value of the multivalued field. This field will have the same name as
the multivalued field, with the string .Value appended.
3. Drag the multivalued field and its single value field to separate columns in the design
grid. If you want to see only the complete multivalue field in your results, clear the Show check
box for the single value field.
4. Type your criteria in the Criteria row for the single value field, using criteria that is
appropriate for whatever type of data the values represent.
5. Each value in the multivalued field will be individually evaluated using the criteria you
supply. For example, you may have a multivalued field that stores a list of numbers. If you
supply the criteria >5 AND <3, any record where there is at least one value greater than
5 and one value less than 3 will match.