How to Use the Parameter Query in MS Access Report to Limit Records to a Specific Date Range

Using parameter query in MS Access is a child’s play; it is as easy as using a Criteria for creating a query. In this article we look at using them to limit records to a specific data range.

Using The Parameter Query In A Report To Limit RecordsA parameter query is one of the most useful and easiest ways of creating an advanced query. It is one of the most common methods used for creating queries. One of the unique features about parameter query is that it allows users to create queries which can be updated, during the command to reflect on the new search term.

When a user operates through parameter query, Access prompts them towards a search term, enlisting all possible query results that reflect their search.

Uses of Parameter Query

  • Parameter Query in MS Access is used for restricting a set of records, which are reflected in the form query returns according to the user’s search.
  • Operating parameter query is as simple as creating a query, which uses criteria. A parameter query is used to prompt one piece of information to the user like a part number or for more such as two dates.
  • Parameter Query displays a separate dialog box parameter for each query, which prompts the value of that particular parameter or query search.

Method: Parameter Query

The easiest way to use parameter query is by directly basing the report on the field. This approach works usually with all types of queries; however, it does come with a few disadvantages:

  • Inflexible: Requires both dates to be entered.
  • Inferior Interface: Pop-up problems (two dialog boxes show up unexpected)
  • No alternative way for validation of dates
  • No way to transfer or supply defaults.

How to Create Parameter Query?

Step 1: Users can create a query by using any RecordSource from their report.

Step 2: Now go to the query design view and enter the following example in Criteria row, right under your date field.

>= [StartingDate] < [EndingDate] + 1

Step 3: Now users can choose parameters enlisted on the Query menu. Now declare any two parameters as type Date/Time.

StartingDate    Date/Time

EndingDate      Date/Time

Step 3: In order to display all the limiting dates in the report, users need to open their report in the Design View. Now they need to insert two text boxes in the report header section.

Note user will also have to set the property setting of ControlSource onto “=StartingDate and =EndingDate”.

Parameter QueryDespite being one of the easiest ways to search for a query, it is often criticized for its lack of efficiency. Users find multiple dialog box design of parameter query insufficient and frustrating for all their purposes. However, users can solve this problem by creating a form which can meet their parameter collection needs. Despite being time-consuming and inflexible, parameter query still remains one of the most popular ways to search queries for record restricted data range.

At times while working with a MS Access database you may encounter incidents of database corruption which can jeopardize your important data. To avoid a data loss scenario, regular Access users are advised to opt for a reliable tool to deal with corrupted Access database in emergencies.

Author Introduction:

Vivian Stevens is a data recovery expert in DataNumen, Inc., which is the world leader in data recovery technologies, including mdf fix and excel recovery software products. For more information visit

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