Microsoft Access is an influential DBMS (Database Management System), which offers various outstanding features and tools to organize & manipulate data efficiently. Among these tools, sorting and filtering in MS Access stand out as essential features, empowering users to manage & analyze information seamlessly.
In this blog, I will explore every aspect of sorting and filtering including how to use such tools effectively in the Access database.
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What Is Sorting and Filtering in MS Access?
In MS Access, Sorting is a process of arranging the data in an organized manner, making it simpler to analyze & comprehend. Although sorting can be executed on either single or multiple fields to tailor the planning according to the user’s preferences. This can be done in ascending (A-Z, 0-9) or descending (Z-A, 9-0) order.
As For Example:
If you have a table of employee data, then you can easily sort it based on the “Last Name” column in ascending order, so the names are alphabetically organized.
Whereas, Filtering the data allows you to select and hide unimportant data & focus only on the important data or in which you are interested. In simple words, it refers to the selection & display of a subset of records from the table that meet exact conditions.
As For Example:
In the same employee data table, you can apply the filter to display only employees from “Sales” department. This hides all other records temporarily.
What is the Difference Between Sorting and Filtering in MS Access?
Let’s check out some of the differences between the sorting and filtering features:
| Key Differences | Sorting | Filtering |
| Effect on Data: | It rearranges all the records based on specified criteria without deleting any record. | It selectively displays a subset of records that meet specific conditions while temporarily hiding others. |
| Visibility: | Sorting rearranges the order of all the records in a table but doesn’t hide any data. | Filtering selectively shows only the records that meet certain criteria, hiding the others. |
| Persistence: | This process is persistent & changes the default order until it is altered again. | This process is temporary, it is applied as long as the filter criteria are in place. When removed, all the records are visible again. |
Also Read: Revealed: How to Enforce Referential Integrity in Access Like a Pro?
How to Sort and Filter Records in Access Database?
Reports in Access serve as organized data in the database, and reflect the sorted & filtered arrangements for clearer statements. In this section, you will learn how to sort and filter records in the database with ease for a seamless db experience.
Sorting Records
Before sorting your records, it is important to choose what different categories would you like to place them in, depending on the type of information contained in a table.
Let’s follow the below instructions carefully to sort the records.
- Select the field(s) that you want to sort.
- Then, click on Home tab >> Ribbon >> Sort & Filter Group.
- Now, select Ascending or Descending option to sort the certain fields.
- Lastly, you have to save changes in the field by clicking on the Save in a Quick Access Tool bar.
Note: These changes done in a field will stay as long as you don’t make further changes.
Steps to Remove a Sort:
To remove the applied sort feature, follow these steps:
- Go to the Home tab.
- Next, under the Sort & Filter group, click Remove Sort Access will immediately clear all sorts you’ve applied.
Filtering Records
As already mentioned above, filtering the data allows you to see the data that you want to see. However, you can simply active this function by following the below steps:
- Firstly, click on the field that you need to filter, then press the dropdown arrow.
- Now, a drop-down menu will display checklists. The selected stuff will appear in the filtered results.
- Finally, click on OK to apply a selected filter. Now, a certain field will appear according to your applied filters.
Steps to Remove a Filter:
- Go to the Home tab.
- Under the Sort & Filter group, click on the Advanced. A menu seems.
- Then, click on the Clear All Filters. Now, Access will clear all the filters that you have applied.
How to Create a Filter from A Search Term in Access?
Many of you are unaware of the fact that by entering a search term in Access, it is easy to create a filter. However, creating a filter from the search term is almost similar to creating the filter from the selection.
So, let’s check out the below steps to filter text and numbers by a search term
Steps to be followed to filter text by a search term:
- Select the field(s) that you want to filter.
- Then, click on dropdown arrow next to a field that you need to filter by.
- Under a drop-down menu, click over the Text Filters.
- Now, from the appearing list, choose the way you need the filter to match the term you enter.
- After that, a Custom Filter dialog-box will display.
- There, type the term or text you need to use in the filter >> click OK option.
- And you are done! The filter is successfully applied.
Steps to be followed to filter numbers by a search term:
- Select the field(s) that you want to filter.
- In the next step, you have to click on the dropdown arrow next to a field you need to filter by.
- Under a drop-down menu, click over the Number Filters.
- Now, from the appearing list, choose the way you need the filter to match the term you enter. For example, if you want to see items less than $5, therefore select the Less Than.
- Then, a Custom Filter dialog-box will display.
- There, you have to type the number(s) you need to use in your filter. This means you have to type 5 >> click OK option.
- The filter is successfully applied.
Also Read: Merge Tables In Access Database
Related FAQs:
Can I Undo Sorting and Filtering in Access?
Yes, Access offers options to undo the sorting and filtering actions.
What Is Sorting and Types of Sorting?
Sorting reorders all the database records in the table based on a definite column(s). The common types of sorting in data structure are selection sort, insertion sort, bubble sort, heap sort, quick sort, and merge sort.
How Many Sorting Methods Are There?
There are 43 methods of sorting.
Are There Limitations to Access Sorting and Filtering?
Microsoft Access has some limitations, like the maximum size of the databases, concurrent use of the databases, sufficient permission to file access, etc.
How Often Should I Optimize Queries for Sorting and Filtering?
You should regularly optimize queries for sorting and filtering to maintain optimum performance.
Time to Say Goodbye
In conclusion, MS Access provides robust sorting & filtering capabilities to enhance the effectiveness of managing & analyzing data within the database. Therefore, in this blog, I have shown you how you can apply such features in your databases to arrange data in ascending or descending order based on selected fields. Also, how you can remove applied sorting & filtering features once you complete your work.
Thanks for reading!
References:
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Pearson Willey
Pearson Willey is a website content writer and long-form content planner. Besides this, he is also an avid reader. Thus he knows very well how to write an engaging content for readers. Writing is like a growing edge for him. He loves exploring his knowledge on MS Access & sharing tech blogs.