Microsoft Office Tutorials and References
In Depth Information
Chapter 3: Sorting, Finding, and Filtering Data in a Datasheet
Chapter 3: Sorting, Finding, and
Filtering Data in a Datasheet
In This Chapter
✓ Sorting data in a datasheet
✓ Finding a specific record
✓ Using filters to find a subset of a datasheet
A datasheet is a good place to start analyzing your data, especially if
you need to look at the data in only one table. Within a datasheet,
you can sort (alphabetize or put in numeric order) by using any field, and
you can filter to find matching records or data that meets simple criteria. If
you’re looking at a datasheet generated by a query, these datasheet tools
may be just what you need to find the data you’re looking for without
redefining the query.
Sorting the Rows of a Datasheet
You may enter records randomly (which isn’t necessarily a bad thing), but
the data doesn’t have to stay that way. Use the Sort buttons to sort the
records (rows) into an order that makes sense.
Before you sort, decide which field you want to sort, and place your cursor
somewhere in that field. Then click one of the two Sort buttons on the Home
tab of the Ribbon to sort the datasheet. Another way to sort the field is to
click the down arrow next to the field name; the first two choices on the
resulting drop-down menu are Sort Smallest to Largest and Sort Largest to
Smallest. (The exact text of the menu options varies depending on the type
of data in the field.)
When you sort a Number field in ascending order, Access lists records from
the smallest number to the largest. When you sort a Text field in ascending
order, records are alphabetized from A to Z. When you sort a Date field in
ascending order, records are listed from oldest date to most recent date.
Descending order is the opposite in all three cases: largest-to-smallest
number, Z to A, or most recent to oldest date.