How to Sort Microsoft Access Records Using Multiple Criteria
You can sort Microsoft Access records using more than one field. For example, in your address book, you might want to sort according to last name and given name in ascending order. Amy Smith would come before Bruce Smith in this type of sort. These instructions are for Access 97.
- Difficulty:
- Moderately Easy
Instructions
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1
Realize that Microsoft Access sorts multiple criteria by first sorting the column to the left. The column immediately to the right of that column is sorted next. To begin your multiple criteria sort, you must first arrange your columns in this order. In the sort-by-names example given above, the column containing the last names should come before the column containing the given names.
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When the columns are arranged, click on Records menu, then Filter, then Advanced Filter/Sort. A window appears.
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3
Select your sort criteria. By clicking in the first field of the first column, a small menu marked by an arrow will appear.
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4
Click on the arrow to access a list of all column (field) titles. Select the first column you want to sort by. In the text box directly below, select the sort order that you want (ascending or descending).
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5
Repeat these steps for the second and any additional fields that you want to sort by.
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6
When your criteria are selected, click Filter, then Apply Filter Sort. You return to your original view with the records sorted according to the multiple criteria you established.
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Tips & Warnings
Microsoft Access saves the sort order with a form or table. Any reports or tables that you generate from this data will inherit the sort order specified.
