Thursday 12 May 2011

How To Sort Records in a Microsoft Access Table

Every company in the world has records, some of them dating back to the turn of the century. Records are always important because a lot of the company’s successes or failures depend on how well they research the records and the data they receive.

Sorting these records is a big help to the future success of the company as it helps simplify data retrieval and analysis. Another benefit of sorting records is that it makes it easier to arrange and group database content. And another advantage of a well-organized, grouped and catalogued records database is that it facilitates quicker and more efficient data analysis.

And, one of the best software that can help you achieve that is Microsoft Access. Often bundled with the Microsoft Office suite, MS Access has slowly become the best data storage and sorting software out in the market.

Below are some suggestions on sorting your records.

Sort in Form View or sort in Datasheet View

* Open the database. In your MS Access, open the file of the database that you are currently working on. And open the data table or the data form.
* Select the field. Click on the field you need to sort. If you want to sort them in a subform, select the field you need for sorting. If you want to sort the records in a sub datasheet, you need to display your sub datasheet by selecting the sheet’s expand indicator and clicking on the field for sorting.
* Input sort commands. Go to Records > Sort > Sort Ascending or Sort Descending. If you are in a form, only one field may be sorted at a time.

Sort in Subdatasheets

* Datasheet View. When in datasheet view, sorting the subdatasheet for one record means that the program sorts every subdatasheet at the same level.
* Two columns at the same time. In your datasheet or subdatasheet, you have the option of choosing two or more adjacent record columns simultaneously before sorting. MS Access starts with the leftmost column and works its way to the right columns.
* Command carry over. After sorting the data and saving, the program will keep the sort information for future use of the records.

Sort in Records on a Report

* Open the database. In your MS Access, open the file of the database that you are currently working on.
* Open in Design view. Select the appropriate options in your menu bar to go into Design view.

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