User manual

3-8 FileMaker Pro User’s Guide
Sorting records
FileMaker Pro stores records in the order they were added to the file.
Sorting temporarily rearranges records, so you can view, update, or
print them in a different sequence.
You choose the fields whose contents you want to sort by. The first
sort field arranges the records based on the field’s contents. The
second sort field arranges records when two or more records have the
same value in the first sort field, and so on. You can sort records in
ascending order, descending order, or in a custom order.
The records remain sorted until you perform a find, add new records,
or sort the records again.
To sort the records in the current found set:
1. In Browse mode, choose Records menu > Sort.
2. In the Sort Records dialog box, choose fields for sorting, in the
order you want them sorted by. For options, see the table below.
3. Click Sort.
To cancel before sorting is finished, press Esc (Windows) or
Command+period (Mac OS.)
Select fields to sort
Select the sorting order
for the selected field
Relationship list
To Do this
Choose a sort field and sort it
according to the selected order
In the fields list, double-click a field.
Assign different sort orders to
fields as you add them to the
Sort Order list
For each sort field, in the fields list, select a
field, select a sort order, then click Move.
Ascending order is first to last character in the
alphabet for text, lowest to highest for
numbers, and earliest to latest for dates and
times. Descending order is last to first
character in the alphabet for text, highest to
lowest for numbers, and latest to earliest for
dates and times.
Change the sort order of a field
in the Sort Order list (for
example, ascending or
descending order)
In the Sort Order list, select a field, then select
a sort order for that field.
Sort in a custom order,
according to the order of values
in a value list (for example, in
the order months are arranged)
In the fields list, select a field, select Custom
order based on value list, then choose or define
a value list. (See “Defining a list of values for
data entry” on page 7-3.)
Records with values not in the specified value
list will be sorted alphabetically at the end.
Change the order of the sort
criteria (for example, to sort
first by Region, then by City)
In the Sort Order list, click the double-arrow (to
the left of the field name) and drag the field to
a new position.