Sorting Records in a List

You can sort records in a list using the values in one or more columns. For example, accounts can be sorted to appear alphabetically by name (by sorting on the Name column).

In addition, an advanced sort allows you to sort by up to three columns at once. For example, you might want to sort the accounts by name, then by current volume of sales, and then by city.

Not all columns in a list are sortable. If (Sortable) appears in the tooltip when you position your cursor in the header of a column, then that column is sortable.

Caution: If you used any special characters in a field, such as parentheses, you might encounter problems when you try to sort records.

The active sort order of a column is shown in the column header: a full triangle pointing up, as shown in Figure 5-4, means the data is sorted in ascending order on the values in the column; a hollow triangle pointing down, as shown in Figure 5-5, means the data is sorted in descending order on the values in the column. Figure 5-6 displays the Sort Order dialog box.

Figure 5-4 Example of Column Sorted in Ascending Sort Order

Figure 5-5 Example of Column Sorted in Descending Sort Order

Figure 5-6 Example of Sort Order dialog box

You can sort data on a single column in ascending order.

To sort on a single column in ascending order

• In a list, click the column header of the column by which you want to sort.

You can sort data on a single column in descending order.

To sort on a single column in descending order

1. Sort on the column in ascending order by clicking the column header of the column.

2. Click the column header again.

Note: The sort order is reset when you leave the screen, unless you save it as part of a query. This option is only available for My views. For more information on querying, see Chapter 8, "Using Query to Locate Information."

You can perform an advanced sort.

To perform an advanced sort

1. In a list, click the menu button, and then click Advanced Sort.

   The Sort Order dialog box appears. For more information about the Sort Order dialog box, see Figure 5-6.

2. From the Sort By drop-down list, select the first column to sort by.

3. From the Then By drop-down list, select the second column to sort by.

4. From the second Then By drop-down list, select the third column to sort by.

5. Use the Ascending and Descending option buttons to define the sort order for each column you selected for the advanced sort.

6. Click OK.

   The columns are sorted in the order you specified; the sort order arrow appears in the column header of the first column you selected for the advanced sort.