Microsoft Office Tutorials and References
In Depth Information
Copying Forms to Reports
Copying Forms to Reports
If you have a form that you want to print, you can certainly print it as is, but
you have a lot more control of the format if you turn the form into a report
first. Then you can change the design of the report so that it prints nicely
without changing the format of the original form.
Book V
Chapter 1
To save a form as a report, select the form in the Navigation Pane, click the
File tab on the Ribbon, choose File Save As, and choose Save Object As.
In the Save the Current Database Object panel, select the Save Object As
rectangle, and click the Save As button (a vintage floppy-disk icon). When
you see the Save As dialog box, type a name for the new report, and choose
Report from the Save As drop-down menu. When you click OK, Access
creates a new report based on the design of the form.
Most forms have colored backgrounds. After saving a form as a report, be
sure to change the background of your new report to white before printing
the report. Otherwise, you’ll waste a lot of ink (or toner). Just right-click the
background of each section, choose the Fill/Back Color option from the
contextual menu, and select the white box in the palette of colors.
Adding and Formatting Subreports
A subreport provides detail information from other tables. You can create a
subreport control to print another report as part of your report. If you have
a report about customers, for example, a subreport can list the orders for
each customer.
Figure 1-14 shows a report with two subreports in Design view, and Figure
1-15 shows the same report in Report view.
An unbound subreport isn’t connected to the records in the main report: No
relationship exists between the record source of the main report and the
subreport. The unbound subreport in Figure 1-14 displays information from
the My Business table, which contains one record with the business’s name,
address, and other information. (We like to create a My Business table to
store this information in one place, for use in all the forms and reports in the
database. If your phone number changes, for example, you change it in the My
Business table, and all your forms and reports are updated automatically.)
With an unbound subreport, Access prints the same information for each
record in the main report. In Figures 1-14 and 1-15, the business information
from the My Business table is printed at the top of each invoice or receipt.
A bound subreport provides detail from other tables. In Figures 1-14 and
1-15, the bound subreport lists the items in the current order, pulling the
information from the Order Details table. Bound subreports help you print
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