Sort Data in Databases | IGCSE Information and Communication Technology Preparation - Year 11 PDF Download

Introduction

Sorting data is a vital operation within databases as it plays a key role in structuring and displaying information in a logical manner.

Using a Single Criterion to Sort Data

• You have the ability to arrange data based on a single criterion, such as name, date, or numerical value.
• For instance, you may choose to sort a list of students in ascending order according to their last names.
• To organize the customer's tables by LastName, whether in ascending or descending sequence, follow these steps:
  • Access the table in Datasheet View.
  • Click on the column header corresponding to the field you wish to sort. For example, if you want to sort a table of customers by LastName, select the LastName column header.
  • Utilize the "Sort Ascending" or "Sort Descending" option available in the toolbar positioned at the top of the screen.

Using Multiple Criteria to Sort Data

• Sorting data based on multiple criteria allows you to arrange information according to specific parameters.
• For example, you may need to sort a list of products first by category in ascending order and then by price in descending order.
• To illustrate, consider sorting a customer table by City first and then by LastName within each city:
  • Open the table in Datasheet View.
  • Click on the column header for the initial field to be sorted, such as the City column header for the first sorting criteria.
  • Click on the "Sort Ascending" or "Sort Descending" button in the toolbar.
  • Subsequently, hold down the Shift key and click on the column header for the second field to be sorted (e.g., LastName).
  • While still holding down the Shift key, click on the "Sort Ascending" or "Sort Descending" button again.

Ascending and Descending Order

• Ascending Order: Data is arranged from smallest to largest, for example, from A to Z or from 1 to 100.
• Descending Order: Data is arranged from largest to smallest, like from Z to A or from 100 to 1.