Microsoft Office Tutorials and References
In Depth Information
Creating and Managing Report Sections
As soon as you choose to hide or display a group footer or header or to add
or remove a subtotal or total field, Access reflects your changes in Design or
Layout view.
Book V
Chapter 1
To change what’s displayed in a Grouping Header or Footer section,
just create or remove controls in that section of the report in Design or
Layout view.
Changes in the Group, Sort, and Total pane cause changes in the sections
and controls of the report or the properties of the grouping section. You can
look at the properties of a section by double-clicking the section’s title bar in
Design view.
Removing a group
To remove a group, click the X button at the right end of its line in the
Group, Sort, and Total pane. If you want to remove the header or footer for
a group, you can also delete all the controls in that section of the report and
drag the divider below the section up to shrink the section to nothing.
Sorting the records in your report
You can sort a report by sorting the record source — the table or query that
provides the records for the report — before you print. A more foolproof
method, however, is to use the Group, Sort, and Total pane to make a sort
or a group for the field(s) by which you want to sort. When you tell Access
to group by a field, you get sorting thrown in for free, so click either Add a
Group or Add a Sort in the Group, Sort, and Total pane (refer to Figure 1-12,
earlier in this chapter). If you make a group, selecting without a header
section and without a footer section in the Group, Sort, and Total pane tells
Access to sort by the field but not to print any grouping sections.
To sort the records in a report by two fields, decide which field is the
primary sort field and which is the secondary one. The secondary sort field
works like a tiebreaker, used only when two or more records have the same
value for the primary sort field. To sort order records by customer name, for
example, you usually sort by last name (primary sort field) and first name
(secondary sort field). If you have a large number of records, you may want
additional sort fields. You could sort a mailing list by zip code, next by last
name, and then by first name.
When you add a group to your report, Access automatically sorts the group
in ascending order based on the field on which you grouped the report. In
the Group, Sort, and Total pane (refer to Figure 1-12, earlier in this chapter),
click the down arrow next to from smallest to largest, from oldest
to newest, or with A on top, and then choose from largest to
smallest, from newest to oldest, or with Z on top.
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