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Access 2000

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Sorting Multiple Records

Page 1

Introduction

By the end of this lesson, learners should be able to:

  • Perform a multi-field sort
  • Remove a sort
Page 2

Multi-field Sorting

Multi-field sorting sorts the record on the first field you specify, then sorts records with the same value using another specified field. For example, you can alphabetize all the Browns by first name.

To Sort by Multiple Fields:

  • Open the desired form or table in Datasheet View.
  • Move the columns you want to sort so they are next to one another.

Important pointMoving a column in Access is much like moving a column in Excel.

Important pointFirst, select the column by clicking on the column heading. (The mouse pointer becomes a white arrow with a ghost box.)

Important pointNext, drag the column to the desired position. (As you drag, a dark vertical line is shown moving between the columns.) Release the left mouse button.

  • The column sorted first should be on the left, the second to its immediate right, and so on.
  • Select all fields (columns) involved in the multiple sort process.
  • Click the Ascending or Descending button on the toolbar.

Ascending and Descending Sort buttons

Page 3

Multiple Sorting Example

To sort by Student Last Name, Student First Name, and Phone, the columns must be adjacent. In this picture, the Phone column was just moved to its appropriate position

To sort by multiple fields, select all fields involved in the sort, and click the Ascending or Descending button on the toolbar.

Page 4

Multi-Field Sorting Example

The Student table is now sorted by Last Name, First Name, and Phone

Important PointYou can't perform multiple field sorts in Columnar or Tabular Form View.

To Remove the Sort Order:

  • Choose Recordslesson actionRemove Filter/ Sort from the menu bar.
  • If you add new records to a table that has been sorted, any new records are automatically saved.
Page 5

Challenge!

  • Open the Great Lake Elementary database.
  • In the database window, choose the Table tab from the Object palette.
  • Double-click the Student table to open it.
  • Choose Viewlesson actionDatasheet View from the menu bar.
  • Practice performing a multi-field sort: Sort alphabetically by Student Last Name and Student ID.
  • Close the database. When prompted to save changes, choose Yes.