How To Sorting Records in Access 2003
You can change the order in which records appear in a table, query results, forms, or reports by sorting the records. You can select a field and then sort the records by the values in that field in either ascending or descending order. Ascending order means that records appear in alphabetical order (for text fields), from most recent to later, (for date fields), or from smallest to largest (for numeric fields). In Descending order, the order is reversed. You might also want to sort records by more than one field; this is referred to as a secondary sort. For example, in a table containing information about products, you might need to view information about specific prices for each product. You can sort the records first by product and then, in records with the same product, sort the records by price.
Sort Records
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In the Datasheet view, display the table, query results, form, or report in which you want to sort records.
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To sort multiple columns, rearrange them to be adjacent.
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Click the column selector of the column you want to sort. To select another column, press and hold Shift, and then click the column selector.
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Click the Sort Ascending button on the Table Datasheet toolbar (A to Z), or click the Sort Descending button on the Table Datasheet toolbar (Z to A).
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Change the Order of Records Based on Multiple Fields
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Display the table in Datasheet view.
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Because multiple fields that you want to sort must be adjacent and in the order of sort priority, rearrange columns if necessary.
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Click the column selector of the first column you want to sort, and then before you release the mouse button, drag the mouse to the right to select the adjacent columns fields.
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Click the Sort Ascending button on the Table Datasheet toolbar to sort the records in ascending order, or click the Sort Descending button on the Table Datasheet toolbar to sort the records in descending order.
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You can specify a sort order when designing a table. Changing the order of records displayed in a table is not the same as specifying the sort order when you first design the table. Use the Sort feature when designing a table to display records in the order that you are likely to use most often, and then use the Sort Ascending and Sort Descending buttons to handle the exceptions when you display the table in Datasheet view.
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