ACC2000: Showing All Records (Including Null) in a Parameter Query

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Article ID: 209261 - View products that this article applies to.
This article was previously published under Q209261
Moderate: Requires basic macro, coding, and interoperability skills.

This article applies only to a Microsoft Access database (.mdb).

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When you run a query that takes its parameters from a form, no records are returned by the query if you leave the field blank. If you type an asterisk (*) in the field, only records with non-null values are returned.

This article describes a method that you can use to return all records, including those with null values, when you leave the parameter blank.

NOTE: You can see a demonstration of the technique that is used in this article in the sample file Qrysmp00.exe. For information about how to obtain this sample file, please see the following article in the Microsoft Knowledge Base:
207626 ACC2000: Access 2000 Sample Queries Available in Download Center


The following example is based on the sample database Northwind.mdb.
  1. Create the following macro:
       Macro Name           Action
       Run Employee Query   OpenQuery
       Run Employee Query Actions
          Query Name: Employee Query
          View: Datasheet
          Data Mode: Edit
  2. Create the following form not based on any table or query:
       Form: Pick Employees
       Control: Textbox
          ControlName: Region
       Control: Command Button
          Caption: Run Query
          OnClick: Run Employee Query
  3. Create the following query based on the Employees table:
       Query: Employee Query
       Field: First Name
          Show: True
       Field: Last Name
          Show: True
       Field: Region
          Show: True
          Criteria: Like Forms![Pick Employees]!Region & "*"
          Or: Forms![Pick Employees]!Region Is Null
  4. Open the query in Design view. On the Query menu, click Parameters. Type Forms![Pick Employees]!Region as the Parameter name, with value as the Data Type.
  5. Open the Pick Employees form, type WA in the Region field, and click the Run Query button. Note that the result set contains five employee names.
  6. Open the Pick Employees form, clear the Region field, and click the Run Query button again. Note that the result set now contains nine employee names, four with blank region codes.
By adding the parameter as a field, you can test the parameter and control the other criteria. The equivalent SQL Where condition is as follows:
   Where Region Like Forms![Pick Employees]!Region & "*"
   Or Forms![Pick Employees]!Region Is Null


For more information about this topic, click Microsoft Access Help on the Help menu, type like operator in the Office Assistant or the Answer Wizard, and then click Search to view the topic.


Article ID: 209261 - Last Review: July 15, 2004 - Revision: 1.1
  • Microsoft Access 2000 Standard Edition
kbhowto KB209261

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