Alphabetizing Data

[Guest]

When I add data to a field it doesn't alphabetize it. It just adds it to the
end of the field. Is there a way to alphabetize it without having to run a
report?

 

[Fred Boer]

Dear Access Rookie:

It sounds like you are working with data directly in a table. The better way
is to create a form, and use a form to edit/enter data. The form can be
bound to a query based on the table. The query can provide you with the
alphabetized order you are looking for.

HTH
Fred Boer

 

[John W. Vinson]

When I add data to a field it doesn't alphabetize it. It just adds it to the
end of the field. Is there a way to alphabetize it without having to run a
report?

Could you explain what you mean by "add data to a field"? If you're
putting multiple values into one single Text or Memo type field, then
Access will not alphabetize it for you - you wouldn't WANT it to or
you would end up with sentences like

a add by by Could data explain field mean to what you?

If you are adding records to a Table, bear in mind that a Table HAS NO
ORDER; it's an unordered "heap" of data. You can *display* this heap
in any order you wish by creating a Query sorting the data by any
field or combination of fields; you can base a Form on this query if
you wish - when you requery or refresh the form after entering data it
will sort it in the desired order.

John W. Vinson [MVP]

 

[Guest]

I am using design view and have a table set up for new contracts. I add to
the new contract info at the bottom of the table. There are over 300
contracts with multiple companies and they have multiple contracts. I would
like to keep them all together when entering the data. I have forms set up
with sub-categories and such. I was hoping to keep all the information - in
design view - in alpha order by company to see what has already been entered
without having to run a query or report each time a new contract is added.

Thanks for responding to the post.

 

[Guest]

Yes - the contracts are in design view and I am entering the info directly
into a table. There are mulitple contracts and vendors. I would like to be
able to keep all vendors together in design view so that I can see what
contracts are entered for each vendor without having to run a query every
time a new contract is entered.

Thanks for responding to my post.

 

[Guest]

If you want to view the data as a table in the same way that you see the
table, why not use a Form Based on a query as you have been advised but view
the Form as a datasheet. Again you can then order the data by the sort
function of the query but the form will look exactly like a table.

You can sort a table by fields by clicking the A to Z or Z to A Icon whist
the column is highligted but its not recommended.

I hope I have understood what you are trying to do.

HTH

Mike B

--
An Engineers Prayer:
At the very end of the day,
when all else fails,
you have tried all,
you have shouted at and blamed the innocent,
and asked everyone you know,

READ THE INSTRUCTION MANUAL.

 

[John W. Vinson]

I am using design view and have a table set up for new contracts. I add to
the new contract info at the bottom of the table. There are over 300
contracts with multiple companies and they have multiple contracts. I would
like to keep them all together when entering the data. I have forms set up
with sub-categories and such. I was hoping to keep all the information - in
design view - in alpha order by company to see what has already been entered
without having to run a query or report each time a new contract is added.

You are misusing Access. Sorry, but you are.

A Table IS NOT A SPREADSHEET.

A Table HAS NO ORDER, not in any usable manner anyway.

Queries are editable; you don't need to "run" the query, and you
certainly don't need to run a Report to see data in order. You can
base a Form - in datasheet view, if you like the interface (I don't) -
on a sorted Query, and update the data directly from the form with no
additional steps needed.

Work with Access rather than struggling against it; learn the tools it
provides (Forms, Queries, Subforms, Combo Boxes, etc.) - you'll find
that it *will* make your work easier. You're trying to force Access
into the mold of a spreadsheet, and it just won't go!

John W. Vinson [MVP]

 

[Guest]

I am very new to access and am still learning the ins and outs. I am
basically the "editor" of the database and it is used by others in the office
for reports and queries and such. I realize it is not a spreadsheet and don't
feel I am misusing access. I am just trying to learn. It is complicated right
now as I am still learning but realize its potential once the bugs are out of
the database and it is set up to be more user friendly. I haven't gotten to
that point yet however.

 

[John W. Vinson]

I am very new to access and am still learning the ins and outs. I am
basically the "editor" of the database and it is used by others in the office
for reports and queries and such. I realize it is not a spreadsheet and don't
feel I am misusing access. I am just trying to learn. It is complicated right
now as I am still learning but realize its potential once the bugs are out of
the database and it is set up to be more user friendly. I haven't gotten to
that point yet however.

Well, if you want to keep it "user hostile", that's your call. What
you can do to solve the problem you posted is to create a Query on
your table; specify Ascending in the sort order on the specified
field. Open this Query rather than your Table to enter data; and press
F9 to Requery it when you want to see the data re-sorted (it won't
automagically snatch the record you enter on the 45th row up to the
3rd as soon as you move off it, if that was your intent).

John W. Vinson [MVP]