ACC: Sorting/Grouping a Query Using a Portion of Field's Value

• Microsoft Access versions 1.0, 1.1, 2.0, 7.0, 97

SUMMARY

Novice: Requires knowledge of the user interface on single-user computers.

You can sort or group a query by using only a portion of a field's value. For example, in the Northwind sample database, you can create a query based on the Employees table that uses the Mid() function to sort by six characters beginning with the fourth character in the LastName field. You can use the Left() and Right() functions to return the first and last characters of a string argument.

NOTE: In Microsoft Access versions 1.x and 2.0, there is a space in the Last Name field.

MORE INFORMATION

The following procedure explains how to use the Mid() function to sort data by using only a portion of a field's value:

1. Open the sample database Northwind.mdb (or NWIND.MDB in versions 1.x and 2.0).

2. Create a new query based on the Employees table.

3. Enter the following line in the Field row in the first column of the query grid:

         Sort String:Mid([LastName],4,6)
   

   NOTE: In versions 1.x and 2.0, there is a space in [Last Name].

4. Select the Sort cell in the Sort String column and select Ascending or Descending.

5. Drag the LastName field from the Employees box to the QBE grid.

6. Click the Totals button on the toolbar. Note that Group By now appears in the Totals row of the query grid.

7. Switch the query to Datasheet view. Note that Sort String appears as the name of the first column, but you can change this header to any other name. Note also that the employee records are sorted by the fourth letters of the employees' last names.

   PartNo
   ------------------------
   A-453-34567
   A-123-45675
   B-234-75658
   B-645-65759 and so forth

   Expr:MID([PartNo]),3,3)

REFERENCES