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Sorting Data

Sorting is the process of rearranging records in a specified order or sequence. When you sort data in a query or table datasheet or in a form or other object, you do not change the sequence of records in the underlying table(s). Only the records that appear in the object, such as a query datasheet, are rearranged according to your specifications.

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Sort Keys

To sort records, you must select the sort key, which is the field used to determine the order of records in the object. Sort keys can be text, number, date/time, currency, AutoNumber, yes/no, or Lookup Wizard fields, but not memo, OLE object, or hyperlink fields. You can sort records in either ascending (increasing) or descending (decreasing) order.

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Sorting Results for Different Data Types

Data Type Ascending Sort Results Descending Sort Results

Text A to Z Z to A

Number lowest to highest numeric value highest to lowest numeric value

Date/Time oldest to most recent date most recent to oldest date

Currency lowest to highest numeric value highest to lowest numeric value

AutoNumber

lowest to highest numeric value highest to lowest numeric value

Yes/No Yes (check mark in check box) then No values

No then Yes values

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Using Toolbar Buttons to Sort Data

The Sort Ascending ( ) and Sort Descending ( ) toolbar buttons allow you to sort records immediately, based on the selected field. First, you select the column on which you want to base the sort by placing the insertion point anywhere in the column. Then you click the appropriate sort toolbar button to rearrange the records in either ascending or descending order. Unless you save the object after you’ve sorted the records, the rearrangement of records is temporary.

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Unique and Nonunique Sort Keys

Sort keys can be unique or nonunique. A sort key is unique if the value of the sort key field for each record is different. The Client# field in the Client table is an example of a unique sort key because each client record has a different value in this field.

A sort key is nonunique if more than one record can have the same value for the sort key field. For example, the ContractDate field in the Contract table is a nonunique sort key because more than one record can have the same ContractDate value.

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Sorting Multiple Fields—1 of 2

When the sort key is nonunique, records with the same sort key value are grouped together, but they are not in any specific order within the group. To arrange these grouped records in a specific order, you can specify a secondary sort key, which is a second sort key field. The first sort key field is called the primary sort key.

Note that the primary sort key is not the same as a table’s primary key field. A table has at most one primary key, which must be unique, whereas any field in a table can serve as a primary sort key. Access lets you select up to 10 different sort keys for any one sort.

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Sorting Multiple Fields—2 of 2

When you use the toolbar sort buttons to sort multiple fields, the sort key fields must be in adjacent columns in the datasheet. You highlight the columns, and Access sorts first by the first highlighted column and then by each other highlighted column in order from left to right.

If you want to sort on multiple fields that are nonadjacent or in the wrong order, but you do not want to rearrange the columns in the datasheet to accomplish the sort, you must specify the sort keys in Design view.

You must also use Design view when you want a mixture of ascending and descending sorts for the sort keys.