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How to Enable Multiple Selection and Show All Records in Access

Camila Milosovich Sep 28, 2026 869 views

Question details

The user wants to select multiple items from a dropdown-like control to filter and display corresponding records in Microsoft Access.

How to Enable Multiple Selection and Show All Records in Access

Product: Microsoft Access
Device & OS: not provided
Scenario: Filtering database records dynamically based on multiple criteria selections on a form.
Observed behavior: A standard Access combo box only allows a single selection, preventing users from filtering by multiple values simultaneously.

Before you start

Ensure your database has a properly structured lookup table with a primary key and that you are comfortable adding basic VBA code to form command buttons.

Solution 1Recommended

Use a Multi-Select List Box for Filtering

Replace the single-select combo box with a multi-select list box, which allows users to pick multiple criteria to filter records dynamically.

A multi-select list box is the standard and most robust method to handle multiple selections in Access. It provides better performance and compatibility than multivalue fields.

Create a Lookup Table

Set up a lookup table (e.g., tluPositions) with a primary key (PositionID) and a description field (Position) to populate the list box.

Insert a List Box Control

Open your form in Design View, add a List Box control, and set its 'Row Source' to an SQL statement selecting the PositionID and Position from your lookup table. Set the BoundColumn to 1.

Enable Multiple Selection

In the list box Property Sheet, go to the 'Other' tab and change the 'Multi Select' property from 'None' to 'Simple' or 'Extended'.

Add a Filter Button

Add a command button to the form. Use VBA code in its On Click event to loop through the ItemsSelected collection of the list box, build an SQL filter string, and apply it to the form. Include a condition to bypass the filter and show all records if the ItemsSelected count is zero.

Use a Multi-Select List Box for Filtering

Best Practice: Using a multi-select list box instead of a multivalue field makes it significantly easier to clear all selections and ensures your database is easier to migrate or query in the future.

Solution 2

Use a Temporary Selection Table and Subform

Bind a temporary local table to a subform with checkboxes, allowing users to tick multiple options for complex database queries.

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Frequently Asked Questions

Why can't I select multiple items in a standard Microsoft Access combo box?

By design, a standard combo box in Access only allows for a single selection. To allow multiple selections, you must use a list box with the 'Multi Select' property enabled or utilize a multivalue field.

How do I clear all selections in an Access multi-select list box?

You can add a command button labeled 'Clear All' to your form. In the button's On Click event, use a VBA loop to iterate through the list box items and set their Selected property to False.

Should I use a multivalue field instead of a list box for multiple selections?

While Access offers multivalue fields, many database administrators avoid them because they are difficult to query, upsize to SQL Server, or integrate with other platforms. Using a multi-select list box combined with a standard lookup table is the recommended best practice.

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