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1Clear out junk files and repair common Windows errors2Scan for outdated or missing drivers - takes under a minute3Repair Windows errors before they cause bigger problemsTo write a select query in Microsoft Access, choose Create > Query Design, add the table or query that contains your data, place the fields you want in the design grid, enter any criteria, and select Run. The results appear in Datasheet view. Save the query if you want to run it again.
A select query displays chosen data from one or more sources; it does not create a second copy of the underlying records. You can build one in Design view, start with the guided Query Wizard, or write the statement directly in SQL view.
Build a select query in Design view
- Open Query Design: In the database, select Create > Query Design.
- Add data sources: Add the table or saved query that contains the fields you need. If you use more than one source, review the join lines between them. Access may create joins based on defined relationships or compatible key fields, but check that the joined fields match the relationship you intend.
- Choose the output fields: Drag each field you want returned into a column in the design grid. Keeping the output focused makes the results easier to use.
- Set criteria if needed: In the Criteria row beneath a field, enter the expression that records must meet. Criteria on the same row are combined; criteria on separate Or rows provide alternatives. You can use a field to filter records without displaying it by clearing its Show box.
- Run and inspect: Select Run on the Query Design tab. Access displays matching records in Datasheet view. To revise the query, return to Design view, change the fields or criteria, and run it again.
- Save for reuse: Save the query with a descriptive name if you expect to use it again.
For example, a query using a date field can return only records that meet a date criterion while showing other fields, such as a customer name or order number. The date field can remain hidden from the results if you clear its Show box.
Choose between Query Wizard, Design view, and SQL view
| Method | Best suited to | What you control |
|---|---|---|
| Query Wizard | A basic query that selects fields from a source | A guided choice of source and selected fields; you can open the result in Datasheet or Design view to continue editing |
| Design view | Queries that need criteria, joins, or expressions adjusted | The sources, output fields, criteria, joins, and other query settings in a visual grid |
| SQL view | People who prefer to write a query statement directly | The SELECT fields, source, and optional filter in SQL |
Start with Query Wizard
For a straightforward field-selection query, choose Create > Query Wizard > Simple Query. Select the source, move the fields you want into Selected Fields, and finish. Open the result in Datasheet view to see it or Design view to refine it. The wizard is the more guided route; Design view gives you direct access to the query structure.
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Write a simple query in SQL view
A basic Access select statement follows this pattern:
SELECT [FieldName]
FROM [TableName];
To filter the results, add a WHERE clause:
SELECT [FieldName]
FROM [TableName]
WHERE [FieldName] = 'Value';
Use the actual field and table names in your database. Square brackets are useful around names that contain spaces or punctuation. The WHERE clause is optional: omit it when you want all records from the selected source. To switch to SQL view, open the query in Design view and use the View menu to choose SQL View.
Filter records with criteria or a prompt
Enter a fixed criterion
In Design view, type a criterion in the Criteria row below the field to filter on. For instance, a text field can be matched to a particular value. Put alternative conditions on Or rows; conditions entered on one row must all be met together. A criterion field does not have to appear in the output—clear its Show box to hide it.
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Ask for a value each time the query runs
To make a reusable query that changes its filter each time, type a prompt in square brackets in the field’s Criteria cell, such as [Enter the start date:]. Access asks for a value when the query runs and uses the response as the criterion. You can use separate prompts for a start and end date; Access also supports specifying parameter data types. For detailed steps, see Microsoft’s guidance on using parameters to ask for input when running a query.
Combine tables and summarize results
Check joins when using multiple sources
When a query includes multiple tables or saved queries, the join determines which records are combined. Review the join lines and adjust them when necessary; adding unrelated sources or choosing an unintended join can produce results that do not represent the records you meant to match. Run the query and inspect its output after changing a join.
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Group or aggregate with Totals
To summarize data in Design view, enable Totals to show the Total row. Choose a grouping or aggregate function for each field as appropriate—for example, group by a category field and apply a suitable summary function to a numeric field. The available choice should fit the kind of result you want.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.What the query results represent
A select query retrieves and displays selected information; it does not store another copy of the table data. Queries can draw from tables or other queries, use expressions and criteria, and provide data for forms, reports, or additional queries. If the displayed records are unexpected, check the selected sources, join lines, fields, and criteria in Design view.
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Microsoft’s instructions apply to Access for Microsoft 365 and the listed perpetual releases, including Access 2024 on the relevant how-to pages. Ribbon labels or screens can vary between versions. See Microsoft Support’s steps for creating a simple select query and its Query Wizard guidance.
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