I have a database with over 200 records and the primary key is an auto number
for each contact. When the information was exported to the database, it was
exported with last name sort and each individual has a unique auto number.
When I add new contacts to the database, it generates a new auto number
which is fine, but the new contact with last name starting with "A" is the
last record, can the database sort itself with last name before closing?
Deeds37
You don't.
A Database in Access is the .mdb or .accdb container file for multiple Tables,
Forms, Reports, queries and code. You're talking about a table within the
database.
Secondly, a Table *has no order*. It should be thought of as a bucket full of
data; there is no "first record" or "next record" concept.
Thirdly, an Autonumber has one purpose and one purpose only: to provide a
meaningless unique identifier for a record. New autonumbers will be assigned
as new records are added; there will often be gaps in the numbering, and it
will certainly not go back and renumber the existing autonumbers when you
insert a new record.
If you want to see records in some particular order (as you certainly will!)
you must - no option - use a Query to sort the records. Don't use table
datasheets for anything other than debugging; normally you will interact with
the data by using a Form based on a Query, sorted in the order you choose. To
print out records, you'll use a Report, and set that report's Sorting and
Grouping dialog to specify the order. The order of records in the table is
uncontrollable, and in essence, irrelevant; you don't need to even know what
that order is, since the other tools - queries and Reports - can control the
order in which the records are displayed.
Here are some resources to help you get started; the tutorials at the end of
the list should give you a good start. Good luck with your database!
Jeff Conrad's resources page:
http://www.accessmvp.com/JConrad/accessjunkie/resources.html
The Access Web resources page:
http://www.mvps.org/access/resources/index.html
Roger Carlson's tutorials, samples and tips:
http://www.rogersaccesslibrary.com/
A free tutorial written by Crystal:
http://allenbrowne.com/casu-22.html
A video how-to series by Crystal:
http://www.YouTube.com/user/LearnAccessByCrystal
MVP Allen Browne's tutorials:
http://allenbrowne.com/links.html#Tutorials