How to Sort or Filter Records in Access
Sorting means organizing records in a meaningful way so that you can retrieve data faster and in an order of your choice. For example, if you want to view records in the ascending order of the last name of volunteers, you can sort the records based on the values in the last name field. You can also sort records based on one or more fields.
Filtering means temporarily isolating a subset of records that you can use for specific tasks. For example, if you want to delete or edit all Centre County records in Datasheet view without navigating through all the records of all the counties.
Sorting records by a single field
- Open your database in Datasheet view
- Place your insertion point in any row in the field you want to sort
- From the Records menu, choose Sort…Sort Ascending.
Sort records by multiple fields
(fields must be adjacent to each other in Datasheet view)
- Point to the first field heading you want to sort
- Drag to select the second field heading column you want to sort
- From the Records, choose Sort…Sort Ascending
Filtering Records In the Datasheet view
(you can use Access’ filtering feature to display only the records that you want to view)
- Select the criteria or value you want to filter
- From the Records menu, select Filter…Filter by Selection
- To remove the filter, from the Records menu…Remove Filter/Sort