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How to sort and filter data in a MS Access database

This tutorial is about How to sort and filter data in a MS Access database. Recently I updated this tutorial and will try my best so that you understand this guide. I hope you guys like this blog, How to sort and filter data in a MS Access database. If your answer is yes after reading the article, please share this article with your friends and family to support us.

Check How to sort and filter data in a MS Access database

When using Access databases, it is often difficult to understand the data at a glance. To make it easier, you can use the application’s sorting and filtering tools. You can use these tools to make your records and databases clearer and more complete. To use this feature, you must understand the difference between sorting and filtering. We can use these terms synonymously in everyday life, but not in IT. Sorting allows you to organize your data, keeping like fields together and unequal fields separate. However, with filters you can separate the important records from the unimportant ones.

What is the purpose of sorting and filtering data in Microsoft Access?

Typically when they work in Access, they create very large databases, which can make life difficult for most users. Therefore, it is better to sort and filter the data so that you can customize it much better. To do this, users can use sorting and filtering tools that are very easy to apply to the form.

When files are archived in Access, it is much easier to understand all the data that is displayed there, allowing you to quickly identify important values. You can also sort all the fields in sequential or alphabetical order, which can be very important depending on the work you are doing. While applying a filter to your data table, you will have the ability to view only the data that you want to display.

Learn step by step how to sort and filter data in Microsoft Access

Based on everything that was mentioned in the post, being able to implement these two methods will help you a lot to make your work easier, especially when you want to work with specific data. That is why here we will teach you step by step how to apply each of them in your database. To do this, follow each of the following methods in detail:

As already mentioned throughout the article, being able to sort the records in the worksheet will help you better understand all the data you are working with, whether it be to identify the highest or lowest value. or in this case specific entities. To apply this tool, you must follow each of these steps:

  • The first thing to do is right-click on the name of a field, and in the drop-down menu that appears on the screen, you must select “Advanced classification”.
  • Then you need to select the “Sort by” arrow and the next thing you need to do is choose the first field you want to sort.
  • Now you must click on “Increase” or “Descending” to be able to choose the sort order.
  • Here you have to click on the option “Then order by” and select the next field. In this case, you must choose a sort order.
  • You can select up to two other fields and their sort order. If you do not want to classify the recordings at this level, you must select the option “No”.
  • Finally, just click “OK” and all the fields are applied.

All filtering methods

To be able to filter the data in a database, you need to start the “Report View”, for that you have to right click on the navigation panel and there choose the “Report View” option. Once you’ve changed this, you can start filtering records in Access. To do so, follow these steps:

  • The first thing you should do is right-click on any name or surname in your database, there you must select the option “Text filter”, several available options will appear, in this case you can select the one that seems best to you to carry out the search in this case “Starts with” has been selected.
  • Then a box will appear on the screen, in this case it is necessary to enter the letter with which you want to start the search, once this is done click “OK” so that Access applies the filter and can show a report only with this data.
  • As you can see from the screen, your database now consists of a single record, because according to the filters that were specified, only this value was found.

Final remarks: How to sort and filter data in a MS Access database

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James Hogan
James Hogan
James Hogan is a notable content writer recognized for his contributions to Bollyinside, where he excels in crafting informative comparison-based articles on topics like laptops, phones, and software. When he's not writing, James enjoys immersing himself in football matches and exploring the digital realm. His curiosity about the ever-evolving tech landscape drives his continuous quest for knowledge, ensuring his content remains fresh and relevant.
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