Retrieving and Presenting Information in Microsoft Office

Creation PDF-417 2d barcode in Microsoft Office Retrieving and Presenting Information

2 Select the order in which you want the groups arranged (The detail records within each group appear ordered by the value in the primary key field of the parent table or query unless you change the report Order By property) 3 Set the group properties in the lower pane of the Sorting and Grouping dialog box 4 Set one or both group sections properties to Yes to add a group header or footer The Sorting and Grouping dialog box settings group the records by the year value in the Date field The Date groups appear in ascending order from the earliest year to the latest, and the report has both a group header and a group footer section You can see the new Date group header and footer sections in the design behind the dialog box

The properties in the lower pane of the Sorting and Grouping dialog box apply to the way the groups are formed and displayed The Group Header and Group Footer properties add the group sections when set to Yes

Yes in either the Group Header or Footer property, the records aren t grouped Instead, the records are only sorted by the field or expression The options available in the Group On property list vary with the data type of the field or expression entered in the Field/Expression column Each Value is the default setting for all data types, which groups by the same value in the field or expression Other grouping options for data types include the following:

interval specified in the Group Interval property The Group Interval property specifies the interval or the number of characters on which to group For example, you might want to group records by values in a currency field in $50

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increments Set the Group Interval property to 50 and the first group then includes values from $0 to $49, the second from $50 to $99, and so on The Keep Together property can prevent a group that occupies less than a page from being split over two pages If the group is larger than one page, this property is ignored The options are as follows:

No (the default), which allows the group to be split Whole Group, which keeps the entire group together on one page With First Detail, which keeps the group header and the first record in the detail

different from the group property set in the Sorting and Grouping dialog box The group property refers to the entire group, while the section properties refer only to that section However, if you want the group Keep Together property to take effect, the group section Keep Together properties must be set to Yes

You must include one of the group sections to group records in a report, but you needn t print any information in it For example, you want to group records by Code, but you don t need to summarize by totals or averages Changing the section s Visible property to No suppresses previewing and printing the section If no information is in the group section, you can reduce its height to 0, exactly as any other section in the report To remove a group header or footer, open the Sorting and Grouping dialog box, and then change the corresponding property to No If you placed information in the section you try to delete, Access warns you will delete the information with the section

information printed on the next page when the group spans more than one page or column If you switch the Entries by Year Report to Print Preview, you can see the Alpha Entry records are, indeed, grouped by year, but it s not obvious The grouping would stand out more if the year value appeared in the group header section Moving the field labels to the group header would also allow more room for the field data in the detail section Unfortunately, attached labels can t be dragged to a different section, so cut-and-paste them into the group header above the text box controls You might need to move them a bit to line up with the data in the detail section

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