How to Sort Table Data in Access 2007

Table data in Access 2007 frequently needs to be sorted in order to make forms or reports effective and easy to use. A sorted list allows the user to quickly locate a particular item without having to view the entire list. For example, an employee roster is more useful if is sorted by employee name. The following steps will show how to sort table data in Access 2007.

Instructions

Difficulty: Moderate

1. Identify the fields you wish to sort. If you will sort on more than one field, you must determine the order of precedence for the sort.
2. Locate the column for the innermost sort field and place the mouse over it. Right click to bring up the sort menu for that field. Notice that the available sort commands will depend on the data type of the selected field.
3. Select ascending or descending order for that field. Numeric data is sorted by size, text data is sorted alphabetically, logical data is sorted with "True" normally having precedence over "False" and dates are sorted in chronological order.
4. Repeat these steps for each field to be sorted in order of precedence, ending with the outermost sort field. The records will be rearranged each time you select a sort order for a field.
5. Remove the sorting from the table data by selecting the Home tab and looking in the "Sort & Filter" group for the icon labeled "Clear All Sorts." Click on this icon to clear the sort and apply a new sort order if desired.

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