Lose records when sort order is changed

[Sherry S.]

The records in my table have a unique number associated with each (ID). Each
also has fields for expiration date and client name. If I sort on ID, my
report contains all the records. If, however, I sort by expiration date or
client name, I lose the records where more than one record contains the same
exp date or client name. I cannot find where one makes a selection to allow
or not allow duplicates so don't know how to correct this. Also, the MS
instructions for undoing a sort order state that one should simply delete the
field names from the Field/Expression column in Sorting/Grouping, but the
software doesn't allow it. You can delete the names, but not the
"Ascending/Descending" choice, and you aren't allowed to continue without
re-entering something in the Field/Expression column. Thank you for any help.

 

[John Vinson]

The records in my table have a unique number associated with each (ID). Each
also has fields for expiration date and client name. If I sort on ID, my
report contains all the records. If, however, I sort by expiration date or
client name, I lose the records where more than one record contains the same
exp date or client name. I cannot find where one makes a selection to allow
or not allow duplicates so don't know how to correct this. Also, the MS
instructions for undoing a sort order state that one should simply delete the
field names from the Field/Expression column in Sorting/Grouping, but the
software doesn't allow it. You can delete the names, but not the
"Ascending/Descending" choice, and you aren't allowed to continue without
re-entering something in the Field/Expression column. Thank you for any help.

How and where are you doing the sorting? If you're doing so in the
Sorting and Grouping dialog OF A REPORT, then Access is doing exactly
what you're asking: sorting the records, and *grouping* those records
which share a common value.

Try instead using a Query - NOT a Totals query, no Group Bys anywhere
- with a sort (or multiple sort fields, left to right in the query
grid).

John W. Vinson[MVP]

 

[Sherry S.]

Thank you for your advice, Ken. You were correct that I had the controls in
the header rather than the detail section and moving them corrected the
problem. Your instructions for deleting entries in the sort dialogue were
also helpful. And finally, you were also correct about the query--I had tried
this solution and the report is unaffected by the sort order of the query.
Thanks so much! Sherry S.