Sorting Data



  1. The Crystal Reports window is displayed. Begin by opening the Meetings report.


    Click the Open button.

    Step 1
  2. Click the Meetings list item.

    Step 2
  3. Click the Open button.

    Step 3
  4. The Meetings report is displayed. Notice that the results are listed according to the Subject. You need to arrange the results in descending order based on the catalog number.

    Step 4
  5. You use the Record Sort Order dialog box to specify the sort details. You can access this dialog box by using one of the following options:

    • Select the Report menu, and then click the Sort Records option.

    • Click the Sort Order button on the toolbar.


    In this example, you will use the Report menu.


    Click the Report menu.

    Step 5
  6. Click the Record Sort Expert... menu.

    Step 6
  7. The Record Sort Order dialog box appears. You use this dialog box to sort data within a group. To sort the fields, you select the field in the Report Fields group box. The report fields are not completely visible.


    Click the horizontal scrollbar.

    Step 7
  8. In this example, you want to sort the Catalog Number field in descending order.


    Click the CATALOG_NBR list item.

    Step 8
  9. You use the Add and Remove buttons to insert and delete the fields for the sort.


    Click the Add button.

    Step 9
  10. You specify the direction for the sort by using the Sort Direction options, Ascending or Descending. The Ascending order option sorts data alphabetically from A to Z or numerically from lowest to highest. The Descending order option sorts data opposite of ascending sorts, so that alphabetical data is organized from Z to A, and numerical data is organized from highest to lowest.

    Step 10
  11. For this example, you want to arrange the results in the descending order.


    Click the Descending option.

    Step 11
  12. Click the OK button.

    Step 12
  13. Notice that the results are now sorted based on descending order of the catalog number.


    You can perform multiple sorts in Crystal Reports. However, the first sort you assign takes precedence over any subsequent sorts. Also, the sorts you create in Crystal Reports take precedence over the sorts assigned to the query.

    Step 13

You have successfully sorted data in a report.

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