You haven’t stated the type of data you have in your database, such as whether the data you want to delete can be grouped into a number of categories. However, we’ll use a simple example that you should be able to apply to your problem.

Assume that you have lots of records in a database that simply store a person’s first name, last name, address and the town that person lives in, which in this example will be Albury, Wodonga or Lavington. We’ll assume we wish to delete all records from Lavington. In Access 97 and earlier, this is achieved very easily with a query. The query will simply bring up those who live in Lavington, and from there we can delete the records. Keep in mind that these records are permanently deleted. Here’s how to extract the data for all records in Lavington:

1. With the database task list showing, click the Queries tab and click the New button.

2. Leave Design View selected, then click OK.

3. Select the table you want to add to the query list, click the Add button then click the Close button.

4. Double-click each field in the table to add them to the query columns. In our example, we just want to double-click First name, Last Name and Town. Note that you don’t need to include all fields in order to eventually delete the required records.

5. Now we’ll extract the records we want to delete. Click inside the Criteria section under the field you want to query on, which in this case is Town.

6. Type the parameter we are querying, which is Lavington under the Town field. Your screen should look something like this:
   

7. Click the Run button in the toolbar, , and the extracted data will appear.

Now we’ll delete the data.

1. With the query results showing in a table, select the Edit menu then Select All Records, or press (Ctrl)(A) which will select all data showing in the table.

2. Press the [Delete] key on your keyboard. A message appears asking you to confirm your deletion. Click Yes and the records are deleted.

3. Close down the query and save it if you want to.

4. Click the Tables tab and double-click the original table to see that the records you deleted are in fact gone.

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