Microsoft KB Archive/304438

= ACC97: How to Sort Records in an Access Database =

Article ID: 304438

Article Last Modified on 1/31/2007

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APPLIES TO


 * Microsoft Access 97 Standard Edition

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This article was previously published under Q304438



Novice: Requires knowledge of the user interface on single-user computers.

This article applies to a Microsoft Access database (.mdb) and to a Microsoft Access project (.adp).



SUMMARY
When you are working with data in Access, you may want to view your information sorted in a different fashion than it currently appears. This article shows you how to sort records in a table, a query, a form, or a report in an Access database.



Sorting Records in Form View or in Datasheet View
To sort records in Form view or in Datasheet view, follow these steps:
 * 1) Start Microsoft Access, and then open the database that you are working with.
 * 2) Open the table or the form whose data you want to view.
 * 3) Click the field that you want to use for sorting records. To sort records in a subform, click the field that you want to sort.
 * 4) On the Records menu, point to Sort, and then click Sort Ascending or Sort Descending.NOTE: In a form, you can sort on only one field at a time. You cannot sort on a Memo field.

Sorting Records on a Report

 * 1) Start Microsoft Access, and then open the database that you are working with.
 * 2) Open the report in Design view.
 * 3) On the View menu, click Sorting and Grouping to display the Sorting and Grouping dialog box.
 * 4) In the first row of the Field/Expression column, select a field name or type an expression.

NOTE: When you fill in the Field/Expression column, Microsoft Access sets the sort order to Ascending. You can change the sort order to Descending if you want.
 * 1) You can sort on up to 10 fields or expressions in a report. To sort your report on more than one field, add another field or expression to the Field/Expression column. The field or expression in the first row is the first sorting level. The second row is the second sorting level, and so on.

