Microsoft Office Tutorials and References
In Depth Information
Creating Reports Automatically
Figure 1-4:
The
Grouping
Intervals
dialog box
lets you
customize
record
grouping.
10. Click Next to see the next wizard window, which asks how you want
to sort your records.
Access automatically sorts by the fields on which you’re grouping
records. If you’re grouping records by customer and then by order,
the customers appear in alphabetical order by name or in numerical
order by customer number. Within the lowest level of grouping, you can
choose what order the records appear in and specify up to four fields
on which to sort. If you aren’t grouping your records at all, you can also
sort them here. In the customer-orders-report example, you’ve already
grouped by customer and order, but you can sort the products by
product ID in each order.
11. Choose how you want to sort the records within the lowest-level
grouping.
Click in the 1 box (shown in Figure 1-5), choose a field, and click the
adjacent Ascending button if you want to switch to a descending sort.
Additional sort fields are used only when the 1 sort field is identical in
two or more records, in which case, the 2 field is used. If the 1 and 2
fields are identical in two records, Access sorts by the 3 field and then
the 4 field.
12. If you want to print counts, averages, or totals, click the Summary
Options button to display the Summary Options dialog box, shown in
Figure 1-6.
Access displays a list of the numeric fields in your report, with check
boxes for Sum (total), Avg (average), Min (minimum or smallest value),
and Max (maximum or largest value).
13. Set the options as desired.
You can set any of the following options:
• Selecttheappropriatecheckboxesforeachfieldinyourreport:
Sum, Avg, Min, and Max.
• Ifyouwanttouseonlythesummaryvalues,withoutinformationfor
individual records, select the Summary Only radio button.
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