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Sorting data have the right to play a huge role in making a report or type effective and easy come use. Because that example, a product magazine that perform the assets in alphabetical order or ~ above the communication of unit price is much less complicated to usage than one that lists the items in arbitrarily order.

You are watching: The process of rearranging records in a specified order or sequence is referred to as sorting.

This topic describes how to sort records as soon as viewing and designing a table, query, form, or report.

In this article

Introduction

You deserve to sort the records in a table, query, form, or a report ~ above one or more fields. Through minimal style work, you and also the individuals of your form or report can select how the records are sorted.

For example, once you design the product brochure report, girlfriend might select to perform the commodities in alphabet order. The stimulate you select when girlfriend design an object becomes the object"s default sort order. But when the town hall the ask or report, each of her users have the right to sort the records the method they want, such as by price or by supplier.


Note: A view deserve to be sorted on any type of field the is shown in the view, except on fields that save on computer attachments or OLE objects.


You have the right to fine-tune your results by sorting documents on more than one field. When sorting on many fields, that is essential to determine what are well-known as the outermost and innermost kind fields. Designating the suitable fields as inner and also outer sort fields is vital to gain the outcomes you want. As an example, suppose you want to sort the contacts table on the FirstName and LastName fields. If you desire the first names sorted indigenous A to Z (or Z come A) within each last name, FirstName is the innermost field. ~ above the various other hand, if you desire the critical names sorted in ~ each first name, LastName is the innermost field. Put one more way, the records are sorted very first (outermost) top top the LastName field and also then next (innermost) on the FirstName field.

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1. LastName is the outermost field and also FirstName is the innermost field

2. FirstName is the outermost field and LastName is the innermost field

One point to psychic when using sort order is the numbers, text, and also special personalities are sorted follow to the selected language and local settings of your computer. If the language and regional settings stated in the Access Options dialog box execute not enhance those mentioned in regulate Panel, the resulting type orders could not match your expectations.

Review or adjust the default language or region

To testimonial the language settings in Access, click File > Options. Top top the General tab under Creating databases, evaluation or change the value in the New database kind order list box. Collection the alternative to General if you desire to use one of these languages — Afrikaans, Albanian, Arabic, Basque (Basque), Bulgarian, Belarusian, Catalan, Dutch, English, Faeroese, Farsi, German-Standard, Greek, Hebrew, Hindi, Indonesian, Italian, Malay, Portuguese, Russian, Serbian, Swahili, and also Urdu. Keep in mind that this setup affects only brand-new databases. To use this setting to an existing database, an initial compact the database.

To compact the database:

Click Database Tools > Compact and Repair Database.

To testimonial the regional settings for her computer, see adjust the Windows local settings to modify the illustration of some data types.

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Sort the documents in a view


kind a report

kind a table, query, or type

Sort a report

Open a report in Layout see or style view.

If the Group, Sort, and also Total pane is no open, in the Grouping & Totals team (on the Format tab in Layout view, or on the Design tab in design view), click Group & Sort.

Do one of the following:

If the report is no grouped nor sorted, click Add a group in the Group, Sort, and Total pane, and also then choose the outermost kind field. Click the second drop-down arrow and also choose just how the values should be ordered. Click More, then click the arrow to the best of with a header section, and also select without a header section. Repeat these measures for each sort field, v the innermost kind field appearing at the bottom.

If the report is already grouped or sorted, review the existing levels and also make changes carefully. To adjust a field, use the very first drop-down arrow. To change the order, click the 2nd drop-down arrow. To change a group level to just a sorting level, change with a header section come without a header section.


Tip: To kind a report top top a single field, open up the report in Layout view, right-click the field, and select the type command friend want. For example, if you pick the period field, click either Sort smallest to Largest or Sort largest to Smallest. But if the report is grouped or if you want to type on lot of fields, you should use the Group, Sort, and also Total pane.


Sort a table, query, or form

Identify the fields on i m sorry you desire to sort. To type on 2 or an ext fields, identify the fields that will act together the innermost and outermost type fields.

Right-click everywhere in the tower or regulate corresponding come the innermost field, and click among the kind commands. The commands vary with the kind of data the is in the selected field.


Note: When sorting data for a ar that is of the Yes/No data type, a value of "Yes", "True" or "On" is thought about "Selected", and a value of "No", "False" or "Off" is thought about "Cleared". The default screen for this form of field is a inspect box, however you can set it to screen as a message box or a combo box. If you change the screen for this kind of field to text box or combo box, the still sorts together "Selected" or "Cleared".


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1. Number, Currency, AutoNumber

2. Brief Text (text), long Text (Memo), Hyperlink

3. Yes/No

4. Date/Time

Repeat the previous step for each kind field, finishing with the outermost kind field.

The documents are rearranged to match the sort order.


Note: If a message field contains null and zero-length strings, as soon as sorted in ascending order, the records with null worths are provided first, climate the documents with zero-length strings, and then the documents with nonblank values.


Learn around how unique characters, top spaces, and negative values space handled throughout sorting

If a value in a ar starts through a distinct character — such as a hyphen, parenthesis, or other symbol — you will certainly observe the following behavior when sorting in ascending order:

Values that begin with a room character will appear before alphanumeric values.

Values enclosed in quotation point out follow values that begin with a space, however precede alphanumeric values.

Values that start with the minus authorize (-) precede worths that start with the add to (+) sign.

Remember that you cannot eliminate a kind order from just a single field. To remove sorting indigenous all kind fields, ~ above the Home tab, in the Sort & Filter group, click Clear all Sorts, and then use the type orders friend want.

Additional sorting scenarios

When you usage the type commands, the data type of the field and also the finish values that each ar are offered to determine the stimulate of records. However what if friend want message values, such together Monday, Tuesday, and also so on, sorted in custom order and not in alphabetical order? Or, you want to type a text field that contains IP addresses? watch the adhering to topics if her sorting demands are no met by the sort commands:

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Remove a type order

To remove a sort order indigenous a table, query, or form, ~ above the Home tab, in the Sort & Filter group, click Clear every Sorts.

This will eliminate the sort order from all areas in the view.

To remove a kind order indigenous a report, open up the Group, Sort, and Total pane by clicking Group & Sort in the Grouping & Totals team (on the Format tab in Layout view, top top the Design tab in architecture view). Then, click the sorting level the you want to remove, and click Delete. One entry equivalent to a sort field will begin with the native Sort by. Stop deleting entries that begin with Group by, since that will adjust the style of the report.

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Save a type order v an object

The last-applied sort order is automatically saved with the table, query, form, or report. If you want it automatically applied the next time you open up the object, make sure the OrderByOnLoad property of the thing is collection to Yes.

Since the last-applied type order will adjust from time come time, you could want to define a irreversible (or default) sort order. You can specify a default kind order for a query or report. Vital thing to keep in mind is that although the default type order is no overwritten by the current or last-saved sort order, it come into effect only as soon as the current or last-saved type order is gotten rid of from the view.

To specify a default kind order for a query, open it in design view. Include the sort areas to the style grid and, in the Sort row, specify the order friend want.

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To watch the documents sorted in default type order, ~ above the Home tab, in the Sort & Filter group, click Clear every Sorts. This removes the current or last-saved filter from the view, and also lets you see the documents in default order.