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Customizing Reports
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Previewing the new subreport
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When you use the wizard to create a subreport or drag the name of an existing report or datasheet from the Navigation Pane, if one of the following conditions is met, Access automatically links the main report and subreport: The reports are based on related tables The main report has a primary key and the table in the subreport contains a field with the same name and the same or compatible data type Both reports are based on queries whose underlying tables meet either of those same conditions
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The linking fields must be included in the underlying record source, but you don t have to show them in either report The wizard automatically includes linking fields, even if you don t select them from the Field List If, for some reason, the wizard hasn t linked the tables properly, you can set the properties yourself by doing the following: 1 Open the main report in Design view 2 Select the subreport control and open the Property Sheet 3 Enter the name of the linking field in the subreport in the Link Child Fields property box 4 Enter the name of the linking field in the main report in the Link Master Fields property box
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TIP You must use the field name, not the name of the control If you are not sure of the field names,
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click the Build button ( ) next to one of the linking properties to open the Subreport Field Linker dialog box Click Suggest to see the same link suggestions presented by the Subreport Wizard
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You can link on more than one field by entering the field names in the Property Sheet, separated by semicolons, or by selecting the field names in the Subreport Field Linker dialog box
Modifying a Subreport Control
The first thing you might want to do with a new subreport control is to edit or delete the attached control label You do this in the main report Design view Then make changes in the subreport design to match the style and arrangement of the controls in the main report You can make modifications to a subreport design just like any other report You can work on it in the main report Design window, or on the Design tab s Tools group, click the Subreport in New Window command to work on it alone Subreport controls share many of the properties with other types of controls for example, the position and size properties, as well as the Special Effect and border properties By default, the Can Grow property is set to Yes and the Can Shrink property is set to No In addition to the link field properties, the subreport has a Name property on the Other tab, set to the name you gave the file or the name you entered in the Subform/Subreport Wizard dialog box The Source Object property is unique to subforms and subreports and contains the type and name of the object for example, the Source Object property of the subreport in the Alpha Card with Subreport is ReportAlpha Entries subreport
14:
Customizing Reports
Designing a Multiple-Column Report
You can also arrange information in a report by using columns When information is arranged in a tabular layout, it s easy to scan down a column of data and compare values in different records Arranging the information in columns makes focusing on individual records easy because all of the data for one record is grouped together The Report Wizard gives you a choice of Tabular or Columnar layout in one of the dialog boxes Choosing Columnar creates a report with the fields arranged in a single column on the page Using Page Setup, you can change the layout to include as many columns that can fit across the page For example, if you rearrange and resize the controls in the report design, you can reduce the width of a column to 2 inches, and then specify three columns on the page Figure 14-13 compares the columnar report created by the Report Wizard with the same data in a newspaper column report
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