Using Microsoft Access Now that data has been entered we are ready to sort or data To do this, first click on the field label which you want to sort If you click on the field name (in this case First Name) then the whole field will turn black, signifying that it is selected

Using Microsoft Access Click the Sort Ascending or Sort Descending button As you can see, this database has been sorted by First Name Note the Primary Key field is still showing the proper record number because it has been designated the primary key

Using Microsoft Access Another way of sorting records is to create a Query A Query is a request to show records with a certain criteria To create a Query revert to the Main window and choose the Query button Let’s choose Create Query in Design View

Using Microsoft Access Next you will be asked which Table you wish to use for your Query Choose Addresses Click Add Click Close

Using Microsoft Access Now choose the Field you wish to be key field to search through Double click the Surname field It will be added to the first criteria field below

Using Microsoft Access Now type on the criteria to show In this case I have added Hairball If I apply this query then the database should only show records in which the surname is Hairball

Using Microsoft Access Next click in the adjacent fields and add the other information you want shown In this case I want the first name, Primary Key and address shown

Using Microsoft Access Close the Query by clicking the red X Say yes to the question “Do you want to save the Query”

Using Microsoft Access Give the Query a name which you will recogni ze Say OK

Using Microsoft Access Notice that your Query has been added to the list To apply your Query, double click it

Using Microsoft Access Notice that our query has been applied and only the Hairballs are being shown Notice also that only the other fields we asked for are being shown