Microsoft Office Tutorials and References
In Depth Information
Working with Records
Creating an Access Database
5. Click Find Next. Access highlights the first
occurrence of the found data.
of any record. Next click Home>Sort & Filter and
then choose Ascending or Descending. Access sorts
the records for you. In the sorted column heading,
you see an up or down arrow. An up arrow
indicates the records are sorted by that field in
Ascending order and a down arrow indicates the
records are sorted by that field in Descending order.
6. Click Find Next again to locate the next
occurrence of the data.
Access notifies you when no more matches
can be found. Click OK, then click Cancel.
Take a look at Figure 18-27. The records are sorted
in ascending order by Last Name.
If you want to replace the found data with
something different, click the Replace tab and
enter the text you want to find. In the Replace
With text box, enter the data you want to
replace it with. Click Find Next and if you do
indeed want to replace the data, click Replace.
Sorting your records.
When you enter your data records, you don’t have
to worry about entering them in any special order.
That’s because Access provides a simple-to-use sort
function. The process of sorting rearranges your
records so that they are in alphabetical, numerical,
or date order. Sometimes sorting your data helps
you find the information you want quicker.
You can sort your records on more than one
field. You perform one sort, then another and
if desired, another. But you must sort them
in reverse order. For example, suppose you
have an employee database and you want to
sort the employees by Department, then by
Hire Date, then by Last Name. You would
first sort by Last Name, then perform the
second sort by Hire Date, and finally perform
the third sort by Department.
You can sort your data in two ways: ascending or
descending. When you sort in ascending order, the
records are sorted alphabetically from A to Z,
numbers are sorted from smallest to largest, and dates
are sorted from earliest to latest. If you sort in
descending order, just the reverse happens. Text is
sorted from Z to A, numbers are sorted from largest
to smallest, and dates are from latest to earliest.
When you no longer want your records sorted, you
can choose Home>Sort & Filter>Remove Sort. The
records will return to the order in which they were
To sort your records, from Datasheet View, first click
anywhere in the field by which you want to sort.
Don’t select the entire field—just click in that field