Access 2007

Introduction

Once a database is populated, it's time to think about how to look at, or analyze, the data. One basic way to analyze data is to sort it. Sorting data is easy with Access 2007. This lesson will show you how to sort text-based and numerical data using common sorting commands. It will also show you how to clear sorts.

Sorting Records

Watch the video! (3:34min)

Download the example to work along with the video.

Sorting records

Sorting is probably the simplest way to look at data because it keeps similar things together. In our bookstore database, for example, we could sort our data a number of ways:

• We could sort orders based on the order date.
• We could sort customers by the state in which they live, or by their zip codes.
• We could sort our books by author, category, or price.

Access 2007 allows you to sort the records in your database tables based on a field or value that is either text (like an author's last name) or numerical (like a customer's zip code or a book's price). Depending on the type of value, Access offers different sorting options.

Sorting on Text Values

When Access 2007 sorts on a text value, it offers the two options described in the table below:

To sort based on a text value

To sort based on a text value:

• Click the drop-down arrow at the top of the field you wish to sort.
  
  Sorting A to Z
• When the menu appears, select either the Sort A to Z or the Sort Z to A option.
  • With A to Z, the records will be sorted based on the chosen field's value with the value closest to A at the top of the table, as seen below.
    
    Records Sorted A to Z on Category
  • With Z to A, the records will be sorted the using the chosen field's value with the value closest to Z at the top of the table.

  The sort command section in the Sort group on the Ribbon is another way to begin the sort.

Sorting on numerical values

Access 2007 also offers two options when sorting based on a numerical value. These options are described in the table below:

Sort Option	Also Called	Description
Smallest to Largest	Ascending	Values closest to 1 are displayed first
Largest to Smallest	Descending	Values furthest from 1 are displayed first

To sort based on a numerical value

To sort based on a number value:

• Click the drop-down arrow at the top of the field you wish to sort.
  
  Sorting Largest to Smallest
• When the menu appears, select either the Lowest to Highest or the Largest to Smallest option.
  • With Smallest to Largest, records will be sorted based on the chosen field's value with the value closest to 1 at the top of the table.
  • With Highest to Lowest, records will be sorted the using the chosen field's value with the value furthest from 1 at the top of the table, as seen below.
    
    Records Sorted Largest to Smallest on Price

  The sort commands in the Sort & Filter group on the Ribbon can also be use to begin the sort.

  To clear a sort

  To clear your sort:

  • Click the Clear Sort command in the Sort & Filter group on the Ribbon.

Clear All Sorts Command

Challenge!

If you haven't already done so, save the sample Ready2Read database on your own computer.

• Open the Customers table and the Books table.
• Sort the Last Name field in the Customers table from Z to A.
• Sort the Books table according to Price using the Lowest to Highest option.
• Clear your sorts.