how do i insert a record in access so it appears in alphabetical o

[Patricia]

I have created an access database of classmates from my high school. I left
out one of the names and want to insert it in the correct alphabetical order
so that when I publish the records as a directroy using Word it will be in
correct order. I also am having problems with Word when performing a mail
merge to the directroy. I want the blank lines to be retained when I have a
blank field. Right now it doesn't. I can't find where the command is to
retain the blank line or suppress the blank line. Thanks

 

[Tom Wickerath]

Hi Patricia,

I think you are experiencing difficulties because of things you expect to
work in Access like they do in Excel. In Access, records saved to a table do
not have a saved order. They will be displayed in primary key order, by
default, if you have assigned a primary key. Alternatively, you can save a
sort order as a table property.

If you need blank lines in your merged Word document, I suppose you could
have records that were mostly blank but perhaps add a numeric field and name
it something like SortOrder. If most of the existing records are in your
desired sort order, the easiest way to do this is to add a new field and set
it's datatype to Autonumber. Save the table. Then change the field type to
Number. This will allow you to edit the numbers shown, so that you can
determine whatever order you want.

Create a new query. Add the fields that you wish to output to Word, and make
sure that the check mark is included in Show field. Add your SortOrder field,
but deselect the Show check. Then set an ascending sort on this field. Save
the query. Use it, instead of your table, for the mail merge.


Tom

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[Allen Browne]

The table is just a big bucket to hold all the names. There is no specified
order, unless you specify one.

To order the records, create a query. Use the Sorting row to indicate how
you want the names sorted. Then export the query to Word.