Sort Options In Microsoft Access Data Sheet View

Whenever you double-click on a Microsoft Access table

, you are taken to the datasheet view: a quick, if basic, method of interacting with the data in your tables. One of several useful features offered by the datasheet is the ability to sort table data on any column. This means that you are always able to view your information in the most useful order, be it alphabetically, by date or by value.

To sort information, click on the pop-up menu on the right hand edge of any column heading and choose the appropriate option. The options displayed in the popup menu will depend on the type of data stored under that particular column. For text columns, the options will be "Sort A to Z" and "Sort Z to A"; for date fields, "Sort Oldest to Newest" and "Sort "Newest to Oldest; for numbers, "Sort Smallest to Largest" and "Sort Largest to Smallest"; and for Yes/No columns, "Sort Selected to Cleared " and "Sort Cleared to Selected".

The records in an Access database are normally stored in the order in which they were created and, even after sorting, Access continues to store them in this order. However, for your convenience, it will display them in any sort order you specify. At any time, you can restore the underlying actual sort order by clicking on the Clear All Sorts button in the Sort & Filter group of the Home Tab of the Microsoft Access Ribbon.

Since the sort order displayed is not necessarily the actual order in which records are stored in the table, sorting is not dynamic. It is important to realize that sorting is an operation rather than a setting. In other words, if you add records to the table, they will not automatically be moved to the correct position to match the last sort that you performed. However, Access does remember the order in which records were last sorted and will restore that order each time you open a table's datasheet.

Microsoft Access also allow you to sort on multiple fields. The trick for doing this is to perform the sorts in reverse order. Let's say, for example, you have a contact table and you want to sort it first by Surname and then by First_Name, so that Amy Smith would be listed before John Smith. You would first perform a "Sort A to Z" on the First_Name column followed by a second "Sort A to Z" on the Surname column.

by: Michael Charles.

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