ACC97: How to Sort Records in an Access Database (304438)

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Sorting Records in Form View or in Datasheet View

1. Start Microsoft Access, and then open the database that you are working with.
2. Open the table or the form whose data you want to view.
3. Click the field that you want to use for sorting records. To sort records in a subform, click the field that you want to sort.
4. On the Records menu, point to Sort, and then click Sort Ascending or Sort Descending.NOTE: In a form, you can sort on only one field at a time. You cannot sort on a Memo field.

Sorting Records on a Report

1. Start Microsoft Access, and then open the database that you are working with.
2. Open the report in Design view.
3. On the View menu, click Sorting and Grouping to display the Sorting and Grouping dialog box.
4. In the first row of the Field/Expression column, select a field name or type an expression.
   
   NOTE: When you fill in the Field/Expression column, Microsoft Access sets the sort order to Ascending. You can change the sort order to Descending if you want.
5. You can sort on up to 10 fields or expressions in a report. To sort your report on more than one field, add another field or expression to the Field/Expression column. The field or expression in the first row is the first sorting level. The second row is the second sorting level, and so on.