The table on the left shows the original data which is not sorted in any particular order. The table on the right has been sorted by Population in descending order.
In other words, the country with the highest population is sorted to the first row, followed by the country with the second-highest population, and so forth.
This allows the reader to easily understand the order of the countries, without needing to compare all of the numbers in the table. There are a handful of standard sorting applications when working with any kind of data. One such application is data cleaning which is the process of sorting data to look for abnormalities in a data pattern.
For example, monthly sales data can be sorted by month to look for variances in sales volume. Another common use of sorting is for ranking or prioritizing records. In this situation, data is sorted by some rank, calculated score or other prioritizing value for example, highest volume accounts or heavy usage customers. Properly sorting visualizations tables, charts, etc. For example, in market research, it is common to sort the results of a single response question by column percentage, i.
In these cases, it is better to sort based on the question scale as this makes the data interpretation task much easier. Incorrect sorting can often lead to misinterpretation. It is advisable to always ensure the most logical sorts are applied to all visualizations. Whilst applying sorting functions is a simple concept to grasp, there are a few technical issues to be aware of. One such issue is the arbitrary sorting of non-unique data.
As an example, suppose again that you have a data set with region and country fields and multiple records per region. If a sort by region is applied, what would be the default secondary sort? In other words, how will the data within each region be sorted? This depends on the application.
Excel, for example, will retain the original sort as the default sort order after the primary sort is executed. SQL databases do not have a default sort order. Note: A view can be sorted on any field that is displayed in the view, except on fields that contain attachments or OLE objects.
You can fine-tune your results by sorting records on more than one field. When sorting on multiple fields, it is important to identify what are known as the outermost and innermost sort fields. Designating the appropriate fields as inner and outer sort fields is necessary to get the results you want.
On the other hand, if you want the last names sorted within each first name, LastName is the innermost field. Put another way, the records are sorted first outermost on the LastName field and then next innermost on the FirstName field. One thing to remember when applying sort orders is that numbers, text, and special characters are sorted according to the selected language and regional settings of your computer. If the language and regional settings specified in the Access Options dialog box do not match those specified in Control Panel, the resulting sort orders might not match your expectations.
On the General tab under Creating databases , review or change the value in the New database sort order list box. Note that this setting affects only new databases. To apply this setting to an existing database, first compact the database. To review the regional settings for your computer, see Change the Windows regional settings to modify the appearance of some data types. Note: In Access, sorting a report is slightly different from sorting a table, query, or form. Sort a report. Sort a table, query, or form.
If the report is neither grouped nor sorted, click Add a group in the Group, Sort, and Total pane, and then select the outermost sort field. Click the second drop-down arrow and choose how the values should be ordered. Click More , then click the arrow to the right of with a header section , and select without a header section. Repeat these steps for each sort field, with the innermost sort field appearing at the bottom. If the report is already grouped or sorted, review the existing levels and make changes carefully.
To change a field, use the first drop-down arrow. To change the order, click the second drop-down arrow. To change a grouping level to just a sorting level, change with a header section to without a header section. Tip: To sort a report on a single field, open the report in Layout view, right-click the field, and select the sort command you want.
But if the report is grouped or if you want to sort on multiple fields, you must use the Group, Sort, and Total pane. Identify the fields on which you want to sort. To sort on two or more fields, identify the fields that will act as the innermost and outermost sort fields. Right-click anywhere in the column or control corresponding to the innermost field, and click one of the sort commands.
The commands vary with the type of data that is in the selected field. The default display for this type of field is a check box, but you can set it to display as a text box or a combo box.
If you change the display for this type of field to text box or combo box, it still sorts as "Selected" or "Cleared". Note: If a text field contains null and zero-length strings, when sorted in ascending order, the records with null values are listed first, then the records with zero-length strings, and then the records with nonblank values.
Learn about how special characters, leading spaces, and negative values are handled during sorting. If a value in a field starts with a special character — such as a hyphen, parenthesis, or other symbol — you will observe the following behavior when sorting in ascending order:. For inquiries and questions, we collect the inquiry or question, together with name, contact details email address, phone number and mailing address and any other additional information voluntarily submitted to us through a Contact Us form or an email.
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