Sort and Filter Data in Access  Step by Step Guide ▷ 2020

When working in these types of programs, they usually handle a large amount of data, what can be a little tedious when looking for a specific data. And it is that having a database with a large log amount it will always turn out difficult to handle.

A very good alternative for these cases is to be able sort all records and in that way I can understand them much better, since it will be provided to you at the time of identify any of the values. In this case you can also apply a filter that will allow you to see only the field you want to find.

So, use these tools it will guarantee you a much easier and faster work, so you can save time and improve your performance every time you use Access. That is why here we are going to teach you how to sort and filter data in a databaseTo do this, follow in detail everything that we will teach you below.

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

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

When working on Access they usually end creating very extensive databases, what can reach make work difficult for most users. That is why the most recommended is sort and filter the data so that these can be adjusted much more. For this, users can make use of the tools of sort and filter which are very easy to apply to the form.

When records are sorted in Access it becomes much easier to understand all the data that appears there, as this will allow you identify important values ​​quickly. You can too sort all fields either sequential or alphabetical order, which can be very important depending on the work you are doing. At the time of apply a filter on your data table you will have the opportunity to see only the data (s) you want to see show.

I mean, you can reach the goal easily, so that you will save time. For this you have the possibility of using filters to display specific records in the report, query, or worksheet. In addition, all these data that you have Filtered you can print them separately, this in case you only want to work with specific data from the database. In this way, through filter tool the user will have the opportunity to limit the data in a view without having to change the original design.

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

According to everything that has been mentioned in the post, to be able to carry out these two methods will help you to facilitate the work greatly, especially when wanting work with specific data. That is why here we are going to 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 post, power Computer the records in the worksheet will help you better understand all the data you are working with, Either for identify which is the highest, lowest or in that case specific entities.

In order to apply this tool, you must follow each of these steps:

  • The first thing to do will be to right click on the name of a field, and in the drop-down menu that appears on the screen you must select “Advanced sorting”.
  • Next you must select the arrow “Sort by” and the following will be to choose the first field you want to order.
  • Now you must click on “Upward” or “Falling” so you can choose the sort order.
  • Here you must 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 more fields and their sort order. If you don’t want to sort the records in that level then you must select the option “None”.
  • Finally, you just have to click on “To accept” so that all fields apply.


To filter data in a database you need to start the “Report view”, for this you must right click on the navigation panel and there you choose the option of “View of reports”. Once this aspect has been modified you can start filter records in Access.

To do this, follow these steps:

  • The first thing will be to right click on any surname or first name of your data base, there you must select the option “Text filter”, There you will see several available options, in this case you can select the one that seems best to you to carry out the search in this case you have to select “Starts with.”


  • Then a box will appear on the screen, in this case you must enter the letter for which you want to start the search, once done, click “To accept” for what Access apply filter and can show a report with just that data.


  • As you can see on the screen, now your database is only made up of a single record, this is because according to The filters that were indicated only that value was found.


If you have any questions, leave them in the comments, we will answer you as soon as possible, and it will be of great help to more members of the community. Thank you! 😉

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