Organize your subforms by setting sort options in your Microsoft Access database. Sorting your fields in an ascending or descending order makes your data easier to read, understand and process. You can sort your fields temporarily while using the subform in Form View, or you can save the sort by accessing the Design View of the subform. Using the second option, your sorting decision will remain the same each time you open the form.
Double-click the subform title in the Navigation Pane to temporarily sort the dates. If closed, open the Microsoft ribbon at the top of the screen by right-clicking the dark blue line and unchecking "Minimize the Ribbon." Select the date field of your subform, and click the "A-to-Z" button in the Sort & Filter options on the ribbon.
Switch to the subform's "Design View" to set a permanent sorting order that won't change when reloading the form. Click the "Property Sheet" button on the ribbon, and then click the top left-hand square of your subform. You should see "Form" listed from the "Selection Type" drop-down box.
Edit the expression in the "Order By" text box. The first bracket contains the subform name followed by a period, and the second bracket contains the field name. If blank, type in the expression in the following format, replacing the bracket contents with the appropriate names: [Subformname].[fieldname]
Click the drop-down box next to the "Order By on Load" and select "Yes." This ensures that the load options will remain whenever you open your form. Save your form. Click on the "View" button on the ribbon, and select "Form View" to review your form.
Tips & Warnings
- The Order By on Load option loads the most recent sorting action. You can change the date field from ascending to descending by using the A-to-Z or Z-to-A buttons in Form View.
- Photo Credit Stockbyte/Stockbyte/Getty Images
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