Sorting and filtering records

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Sorting and filtering records (Access XP)

Sorting records

The datasheet view of the table you created will always appear sorted in ascending order of the data in the primary key field. In a previous lesson, you set the field for the last name as the primary key field. If you want to view the table or form sorted by a different field, click on any cell in the desired field then click either the ascending or descending sort button in the toolbar, which look like the following:

Filtering records

A filter allows you to apply a set of selection criteria and/or sorting instructions to the records in a table. The act of the filter is temporary, so the next time you view your data, you will have to repeat the filter process to view selected records a second time.

In either the table or form view, you may apply a filter to the records. To do this,

go to the "Records" menu
select "Filter" to view the following options:

Using "Filter by Form," you can click on any of the fields to get a drop-down menu of the data you have entered. In that drop-down menu, choose a value you wish to search for.

Next, you can click on the "OR" tab to add another value from that same field. This can be helpful if you have entered "allergic by peanuts" in more than one way (i.e., "allergic to nuts).

When you have finished making your selection, go to the "Filter" menu
Select "Apply Filter/Sort" (as shown below)

Remember, that EACH TIME you apply a filter, you must undo that action in order to again view all of your records. To do this, select "Remove Filter/Sort" from the "Records" menu.

You may also access the filter options by right-clicking on the field you wish to search. You can select "Filter For" and type in the text you wish to search, then press Enter. You will then be shown the records that contain that value in the field you selected. Remember to select "Remove Filter/Sort" to return to viewing all records in your database.

The Advanced Filter/Sort option will allow you to combine fields and identify more complex search criteria. There is no filter or sort assignment for this module. For more information on Filters and Sort, go to the Help menu and search for these topics.

Please continue to the next section on Creating a Query.