Sorting and filtering allow you to view records in a table in a different
way either by reordering all of the records in the table or view
only those records in a table that meet certain criteria that you
You may want to view the records in a table in a different order
than they appear such as sorting by a date or in alphabetical order,
for example. Follow these steps to execute a simple sort of records
in a table based on the values of one field:
- In table view, place the cursor in the column that you want
to sort by.
- Select Records|Sort|Sort Ascending or Records|Sort|Sort
Descending from the menu bar or click the Sort Ascending
or Sort Descending buttons on the toolbar.
To sort by more than one column (such as sorting by date and then
sorting records with the same date alphabetically), highlight the
columns by clicking and dragging the mouse over the field labels
and select one of the sort methods stated above.
Filter by Selection
This feature will filter records that contain identical data values
in a given field such as filtering out all of the records that have
the value "Smith" in a name field. To Filter by Selection,
place the cursor in the field that you want to filter the other
records by and click the Filter by Selection button on the
toolbar or select Records|Filter|Filter By Selection from
the menu bar. In the example below, the cursor is placed in the
City field of the second record that displays the value "Ft.
Myers" so the filtered table will show only the records where
the city is Ft. Myers.
Filter by Form
If the table is large, it may be difficult to find the record that
contains the value you would like to filter by so using Filter by
Form may be advantageous instead. This method creates a blank version
of the table with drop-down menus for each field that each contain
the values found in the records of that field. Under the default
Look for tab of the Filter by Form window, click in the field
to enter the filter criteria. To specify an alternate criteria if
records may contain one of two specified values, click the Or
tab at the bottom of the window and select another criteria from
the drop-down menu. More Or tabs will appear after one criteria
is set to allow you to add more alternate criteria for the filter.
After you have selected all of the criteria you want to filter,
click the Apply Filter button
on the toolbar.
The following methods can be used to select records based on the
record selected by that do not have exactly the same value. Type
these formats into the field where the drop-down menu appears instead
of selecting an absolute value.
|Filter by Form
||Selects all records that end with "Street"
||Selects all records that begin with the
letters A through G
||Selects all dates since 1/1/00
||Selects all records not equal to zero
Saving A Filter
The filtered contents of a table can be saved as a query by selecting
File|Save As Query from the menu bar. Enter a name for the
query and click OK. The query is now saved within the database.
Remove a Filter
To view all records in a table again, click the depressed Apply
Filter toggle button on the toolbar.