Sorting Records

In Access 2000 sorting records may seem confusing at first. This free lesson offers step-by-step instructions.

Sorting records

When sorting a table, you have made a change to the table design. When you attempt to close the table, Access asks if you want to save the changes to the table design. If you choose to save the changes, click Yes. The sort order is saved. When you open the table again, the records will still be sorted. If you choose No, the change is not made and the table remains in its original design.

Office Assistant's message: Do you want to save changes to the design of the table?

To sort records:

  • Whether you're working in a table or form, switch to Datasheet view.
  • Click anywhere in the column you want to sort by.
  • Click the ascending or descending sort button.

Ascending and Descending Sort buttons

Great Lake Elementary's Teacher table seen in Datasheet View. Currently, the table is sorted by Teacher ID

To sort by Teacher First Name, select the column (or click anywhere in the column

The Teacher First Name column is now sorted alphabetically after pressing the Ascending order button

Important pointTo sort by Form view, switch to Form view, select the field you want to sort by, and click the Sort button on the toolbar. To see the results, use the status area to move through the records.