Sorting List Columns

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

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

The active sort order of a column is designated in the column header. A dark arrow pointing up means the values in the column are sorted in ascending order. A dark arrow pointing down means the values in the column are sorted in descending order.

Figure 6-5 shows an example of a sort arrow in a column header.

Figure 6-5 Example of a Sort Arrow in a Column Header

Note: The sort order resets when you leave a screen, unless you save the sort order as part of a query. This option is available only for My views. For more information about querying, see Chapter 7, "Using Query to Locate Information."

Sorting a Single List Column

You can sort data a single column in ascending order and in descending order.

To sort a single column  

1. In a list, click the column header of the column that you want to sort.

2. Click Sort.

   The column is sorted in ascending or descending order.

3. Click the column header again.

4. Click Sort.

   The column is sorted in the opposite order.

Performing an Advanced Sort in Lists

You use the Sort Order dialog box to perform an advanced sort.

To perform an advanced sort in a list  

1. In a list, click the Cogwheel icon, and then click Advanced Sort.

   The Sort Order dialog box appears (shown in Figure 6-6).

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

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

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

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

6. Click OK.

   The columns are sorted in the order you specify.

Figure 6-6 Example of the Sort Order Dialog Box