When working in Access sort data to make it easier to work with. In Access filter data as well so you see only what you want to see.
Access gives you the ability to work with enormous amounts of data, which means it can be difficult to learn anything about your database just by glancing at it. Sorting and filtering are two tools that let you customize how you organize and view your data, making it more convenient to work with. In this lesson, you'll learn how to sort and filter records.
Throughout this tutorial, we will be using a sample database. If you would like to follow along, you'll need to download our Access 2016 sample database. You will need to have Access 2016 installed on your computer in order to open the example.
Watch the video below to learn more about sorting and filtering records in Access.
Essentially, sorting and filtering are tools that let you organize your data. When you sort data, you are putting it in order. Filtering data lets you hide unimportant data and focus only on the data you're interested in.
When you sort records, you are putting them into a logical order, with similar data grouped together. As a result, sorted data is often simpler to read and understand than unsorted data. By default, Access sorts records by their ID numbers. However, there are many other ways records can be sorted. For example, the information in a database belonging to a bakery could be sorted in a number of ways:
You can sort both text and numbers in two ways: in ascending order and descending order. Ascending means going up, so an ascending sort will arrange numbers from smallest to largest and text from A to Z. Descending means going down, or largest to smallest for numbers and Z to A for text. The default ID number sort that appears in your tables is an ascending sort, which is why the lowest ID numbers appear first.
In our example, we will be performing a sort on a table. However, you can sort records in any Access object. The procedure is largely the same.
After you save the sort, the records will stay sorted this way until you perform another sort or remove the current one. To remove a sort, click the Remove Sort command.