After creating our database Access acts as a central repository of data, you have a lot of power in how the data can be organized, formatted and even sorted. In this short tutorial, I will show you easy ways to format data from the table view and also how to use the find and sort functions.
Go to Start>Programs>Microsoft Access to open the program. Go to File>Open and find the database named “Customer Listing.” The database will open in the table view, which looks like an Excel spreadsheet.
In the first row, you will see all the field names, and going down each field column you will notice all the records specific to that column that you had entered previously when you created the database. You can go to Format>Font, and format the color, type and look of the table fonts. Now go to Format>Datasheet, and here you can customize the table’s border and line style. You can next go to File>Page Setup and format the look of the printed page.
Now that you have played with the formatting functions, we’ll see how the find and sort options can make your life even easier. First, make sure the table is still open and click on the “FirstName” field, then click on the “Sort Ascending” button located in the formatting menu, the button has an A on top and Z right below the A, and an arrow pointing downward. Once you select this button, the records under the field will be sorted in alphabetical order going from A through Z, and if you want the records in the opposite order, you can select the button for “Sort Descending.” These two function buttons sort text data in alphabetical order and number data in increasing or decreasing order.
Now you can point your cursor to another cell, and click the “Find” button (it looks like a pair of binoculars) and enter the name that you are trying to find.
Well done! Now you know how easy it is to format and sort data in Access.