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How to: Change the Filter or Sort Order of a Form or Report

Office 2007

After a form or report is open, you can change the filter or sort order in response to users' actions by setting form and report properties in Microsoft Visual Basic for Applications (VBA) code. For example, you may want to provide a button or a shortcut menu that users can use to change the records that are displayed. Or you may include an option group control on a form that users can use to select from common sorting options.

To set the filter of a form or report, set its Filter property to the appropriate wherecondition argument, and then set the FilterOn property to True. To set the sort order, set the OrderBy property to the field or fields you want to sort on, and then set the OrderByOn property to True. If a filter or sort order is already applied on a form, you can change it simply by setting the Filter or OrderBy properties.

When you apply or change the filter or sort order by setting these properties, Access automatically requeries the records in the form or report. For example, the following code changes the sort order of a form based on a user's selection in an option group:

Private Sub SortOptionGrp_AfterUpdate()

   Const conName = 0
   Const conDate = 1

On Error GoTo ErrorHandler

   Select Case SortOptionGrp
      Case conName
         Me.OrderBy = "LastName, FirstName"   ' Sort by two fields.
      Case conDate
         Me.OrderBy = "HireDate DESC"         ' Sort by descending date.
   End Select

   Me.OrderByOn = True                        ' Apply the sort order.

   Exit Sub

   MsgBox "Error #: " & Err.Number & vbCrLf & vbCrLf & Err.Description
End Sub

Whether the filter and sort order get set in code or by the user, you can apply or remove them by setting the FilterOn and OrderByOn properties to True or False.