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Next, to add a new text box control to the group header that shows the year value for the group, do the following: 1 Click the Text Box control tool in the toolbox and place the control in the group header section 2 Open the property sheet and enter the expression =Year([Date]) in the Control Source property box The Year() function extracts the year value from the Date field 3 Select the attached label, click in it, and then replace Textn with Year Reported: as the label for the year control 4 Switch to Print Preview to see the year value in the group header
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Adding Summaries and Running Totals
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In 10, you saw how to add calculated controls to form and report designs by using expressions You can also use calculated controls to summarize data in a report In the last chapter, you saw how the Report Wizard offered to add summaries to a report that contained groupings You were limited to arithmetic summaries involving number, currency, or AutoNumber fields When you design your own report with groupings, you can use many more types of group summaries, including running totals that accumulate the value throughout the report Calculated text boxes are controls that rely on values in table or query fields for their values You can use any expression with operators and functions to compute the summary value by setting the Control Source property of the control You saw an example earlier when the year value was added to the Date group header in the Entries by Year Report
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Now, let s add a summary to the group footer to the Entries by Year Report that counts the number of Alpha Entry records in each group, and then adds another summary to the report footer that shows the total number of records in the report 1 In the report Design view, click the Text Box control tool in the toolbox and click in the group footer at the left end of the section to place the new text box control 2 Open the property sheet and type =Count([Entry]) in the Control Source property box 3 Change the Align property to Left, so the number appears closer to the label 4 Change the label to Total This Year: Then move and resize the text box and label controls to fit 5 Increase the height of the report footer section to make room for the grand total summary field
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6 Select the calculated control in the group footer and click Copy Next, click in the report footer near the left end, and then click Paste A copy of the group summary control appears in the report footer 7 Click in the label and change the caption to Grand Total:
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TIP The expression you used in the group footer works just as well in the report footer Access
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summarizes all the records in the report when you place the control in the report footer
Adding a Running Total
When you deal with financial data, being able to show running totals within groups and overall is often important You can add a calculated control that sums up the values in a group, accumulates the values from group to group, and, finally, prints the overall total for the whole report When you create a calculated control using one of the aggregate functions, such as Sum, Avg, Count, and so on you can set the Running Sum property to Over Group or Over All The Over Group setting accumulates the values in the group, and then resets the value to 0 at the beginning of the next group The Over All setting accumulates the values to the end of the report, printing subtotals at intermediate points, as required
Numbering Items in a Report
Sometimes having each of the items in a report numbered is handy, so you can reference it uniquely by number for example, if you re taking part in a teleconference and need to be sure you all are talking about the same item To number the items, do the following: 1 Add a calculated text box control to the detail section in a prominent position at the left of the record data 2 Remove the new text box label 3 Double-click the new control to open its property sheet and change the Control Source to the expression =1 4 Set the Running Sum property to Over All, which increments the calculated text box value by 1 for each record in the detail section This works for grouped records as well To number the records in each group separately, add the calculated control to the detail section, as shown previously, but set the Running Sum property to Over Group instead of Over All
Part II:
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