PAGE 86 (BLOG)

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BY: RIZZALYN B. EBON


 THE IMPORTANCE OF FILTERING AND SORTING DATA


How filters are useful

Since the view you get after you apply a filter contains only records with the values that you selected, the rest of the data remains hidden until you clear the filter. There are several types of filters and some of them are easy to apply and remove. Access contains some common filters that are built into every view. The availability of filter commands depends on the type and values of the field.

HOW TO USE FILTER IN DATABASE ACCESS

1. The filters that are available to you depend on the data type in the selected column.

2. All Dates in Period filter ignores the day and year portion of the date values.

In this filtered view, you see only the records in which the month portion of the BirthDate field is set to April.

2. The filter icon in the column header and the record navigator bar indicates that the current view is filtered on the BirthDate column.

3. In the datasheet view, when you hover, the mouse, over the column heading, you will see the current filter criterion.

Select and apply a filter type

You can select from several ready-to-use filters for a data type. These filters are available as menu commands in the following views: Datasheet, Form, Report, and Layout. In addition to these filters, you can also filter a form or datasheet by completing a form.


Sorting records

In addition to sorting, you may find that adding a filter allows you to better analyze your data. When data is filtered, only rows that meet the filter criteria will display and other rows will be hidden. With filtered data, you can then copy, format, print, etc., your data, without having to sort or move it first.

When you sort records, you are putting them into a logical order, with similar data grouped together. As a result, sorted data is often simpler to read and understand than unsorted data. By default, Access sorts record by their ID numbers. However, there are many other ways records can be sorted. For example, the information in a database belonging to a bakery could be sorted in a number of ways:

  • *Orders could be sorted by order date or by the last name of the customers who placed the orders.
  • *Customers could be sorted by name or by the city or zip code where they live.
  • *Products could be sorted by name, category (like pies, cakes, and cupcakes), or price

To sort records:

  1. 1.Select a field you want to sort by. In this example, we will sort by customers' last names.

  2. 2. Click the Home tab on the Ribbon, and locate the Sort & Filter, group.
  3. 3. Sort the field by selecting the Ascending or Descending command.

  4. 4. The table will now be sorted by the selected field.


  2. 5. To save the new sort, click the Save command on the Quick Access Toolbar.















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