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TIP If you re only interested in the summary data in a report, you can suppress printing
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the details by changing the detail section Visible property to No or set the section height to 0
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To finish the Entries by Year report, add a title in the report header Because the information in the report header prints only on the first page of the report, you can add a continuation title and the page number to the page header, which prints on every page except the first To do this, choose View | Page Header/Footer and shrink the page footer section because nothing will be placed in it Then change the report Page Header property to Not with Rpt Hdr Finally, draw some lines under the titles to separate the report header and page header from the rest of the report, and then draw another line at the bottom of the group footer to separate the groups Figure 14-6 shows the completed report in Design view and Figure 14-7 shows the printed first page of the report
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Modifying and Adding Groups
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To change the sort order of the records in an ungrouped report or of the groups in a grouped report, open the Sorting and Grouping dialog box and choose from the Sort Order drop-down list If you want to change the grouping levels of existing groups, click the row selector of the group you want to move Then click it again and drag the row to the desired position in the list of groupings If the groups you move have headers or footers, Access moves
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The Entries by Year report design
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Printed first page of the Entries by Year report
Retrieving and Presenting Information
them and all the controls they contain to the new positions in the report design The controls might need some adjustment after repositioning To change the group-on field or expression, select it and choose another field from the drop-down list or enter a different expression If you want to add an additional grouping level, click the next empty Field/Expression row and choose the field from the drop-down list or enter an expression You can also insert a grouping level above an existing one by clicking the row selector where you want the new level and pressing INSERT To remove a grouping, click the row selector and press DEL
Adding a Second Level Grouping
As an example of adding a second grouping level, group the Entries by Year Report by quarter within the year group by doing the following: 1 Open the Entries by Year Report in Design view, and then click the Sorting and Grouping button 2 Click the Field/Expression column of the empty second row and choose Date from the drop-down list 3 In the lower pane, set the Group Header property to Yes and leave the Group Footer property as No 4 Change the Group On property to Qtr and leave the Group Interval at 1
5 Close the Sorting and Grouping dialog box 6 Add an unbound text box to the left end of the detail section and enter the expression =DatePart( q ,[Date]) in its Control Source property box 7 Change the Hide Duplicates property to Yes 8 Delete the new control s attached label and place a label in the top Date Header section reading Qtr 9 Save the report as Entries by Quarter and switch to Print Preview to view the changed report Figure 14-8 shows a preview of the report that now groups the Alpha Entry records by the year the entry was reported, and then by quarter You could also edit the report title accordingly
Previewing the Entries by Quarter Report
TIP The DatePart function extracts a specific part of an existing date value See Custom Formatting
Symbols in the Quick Reference on the CD for more details
Printing an Alphabetic Index
By combining the Group On and Group Interval settings, you can create an alphabetic list of items grouped by the leading character For example, to create a list such as the one shown in Figure 14-9, do the following: 1 Select the Member List table in the Database window and choose Insert | Report 2 Select Design view in the New Report dialog box and click OK 3 Place the LastName field in the detail section and delete the attached label 4 Click the Sorting and Grouping button, choose LastName as the field to group on, and set the following group properties:
Set Group Header to Yes Set Group Footer to No Set Group On to Prefix Characters Set Group Interval to 1