Sorting
Records
Introduction
Once a database is populated, it is time to think about how
to look at, or analyze, the data. One very basic way to analyze data is to sort
it. Sorting data is easy with Access 2007. This lesson will show you how to sort
text-based and numeric data using common sorting commands. It will
also show you how to clear sorts.
Sorting
Records
Sorting is probably the simplest way to look at data; it keeps like
things together. In our bookstore database, for example, we could sort our data
a number of ways:
- We could sort orders based on the order date.
- We could sort our customers by the state in which they live, or by their zip codes.
- We could sort our books by author, category, or price.
Sorting on Text Values
When Access 2007 sorts on a text value, it offers the two options described in the table below:|
Sort Option
|
Also Called
|
Description
|
|
A to Z
|
Ascending
|
Values closest to A are displayed first
|
|
Z to A
|
Descending
|
Values closest to Z are displayed first
|
To Sort Based on a Text Value
To sort based on a text value:- Click the drop down arrow at the top of the field you wish to sort.
- When the menu appears, select either the Sort A to Z or the Z to A option.
- With A to Z, the records will be sorted based on the chosen field's value with the value closest to A at the top of the table, as seen below.
- With Z to A, the records will be sorted the using the chosen field's value with the value closest to Z at the top of the table.
The sort commands in the Sort
group on the Ribbon is another way to begin the sort.
Sorting on Numeric Values
Access 2007 also offers the two options when sorting based on a numeric value. These options are described in the table below:|
Sort Option
|
Also Called
|
Description
|
|
Smallest to Largest
|
Ascending
|
Values closest to 1 are displayed first
|
|
Largest to Smallest
|
Descending
|
Values furthest from 1 are displayed first
|
To Sort Based on a Numeric Value
To sort based on a number value:- Click the drop down arrow at the top of the field you wish to sort.
- When the menu appears, select either the Lowest to Highest or the Largest to Smallest option.
- With Smallest to Largest, records will be sorted based on the chosen field's value with the value closest to 1 at the top of the table.
- With Highest to Lowest, records will be sorted the using the chosen field's value with the value furthest from 1 at the top of the table, as seen below.
Challenge!
- Open the Customers table and the Books table.
- Sort the Last Name field in the Customers table from Z to A.
- Sort the Books table according to Price using the Lowest to Highest option.
- Clear your sorts.
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