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How to: Sort Data in a DAO Recordset

Office 2007

Unless you open a table-type Recordset object and set its Index property, you cannot be sure that records will appear in any specific order. However, you usually want to retrieve records in a specific order. For example, you may want to view invoices arranged by increasing invoice number, or retrieve employee records in alphabetical order by their last names. To see records in a specific order, sort them.

To sort data in a Recordset object that is not a table, use an SQL ORDER BY clause in the query that constructs the Recordset. You can specify an SQL string when you create a QueryDef object, when you create a stored query in a database, or when you use the OpenRecordset method.

You can also filter data, which means you restrict the result set returned by a query to records that meet some criteria. With any type of OpenRecordset object, use an SQL WHERE clause in the original query to filter data.

The following example opens a dynaset-type Recordset object, and uses an SQL statement to retrieve, filter, and sort records:

Dim dbsNorthwind As DAO.Database
Dim rstManagers As DAO.Recordset

Set dbsNorthwind = CurrentDb
Set rstManagers = dbsNorthwind.OpenRecordset("SELECT FirstName, " & _
                  "LastName FROM Employees WHERE Title = " & _
                  "'Sales Manager' ORDER BY LastName")

One drawback of running an SQL query in an OpenRecordset method is that it has to be recompiled every time you run it. If this query is used frequently, you can improve performance by first creating a stored query using the same SQL statement, and then opening a Recordset object against the query, as shown in the following example:

Dim dbsNorthwind As DAO.Database
Dim rstSalesReps As DAO.Recordset
Dim qdfSalesReps As DAO.QueryDef

Set dbsNorthwind = CurrentDb

Set qdfSalesReps = dbsNorthwind.CreateQueryDef("SalesRepQuery")
qdfSalesReps.SQL = "SELECT * FROM Employees WHERE Title = " & _
                   "'Sales Representative'"

Set rstSalesReps = dbsNorthwind.OpenRecordset("SalesRepQuery")

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