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Retrieving and Presenting Information
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6 Access automatically concatenates the values in the fields and trims the spaces from the names and addresses Notice the spaces entered between the field names and the comma entered between the City and State fields
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7 Click Next to move to the next dialog box, where you can choose to sort the records before printing the labels Then click Next to move to the last Label Wizard dialog box, where you enter a name for the label design
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NOTE If you don t specify a sort order, the labels are arranged in the same order as the source table,
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ascending, based on the first field in the table If the label report is based on a query, the labels are arranged in ascending order based on the left-most field in the grid Figure 14-14 shows a preview of the new labels for the Labels Name List, using the Avery 5160 label size The labels are sorted by last name
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TIP It s a good idea to print one page of the new labels on plain paper and compare it with your label
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stock before committing to print many pages of labels on expensive label sheets
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In the Formatting tab s Views group, click View, and choose Design View to see the new Labels Name List in Design view You can see how the Label Wizard created the calculated text box controls The Label Wizard combined the text values in special expressions using the concatenation operator (&) and the Trim function The concatenation operator serves to combine the values in the field with any other characters you want, enclosed in quotation marks The Trim function displays the field value without leading or trailing spaces
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Customizing Reports
PART II
FIGURE 14-14
Preview of the new labels
Part II:
Retrieving and Presenting Information
Other text functions are also useful when combining text values In addition to the Trim function, the LTrim function removes only the leading spaces, while the RTrim function removes only the trailing spaces Be sure to add a space between the field names and literal characters in the same line in the prototype label or all of the characters will run together The Left function used earlier when creating the alphabetic list report lets you display only the first few characters of the text value The number of characters to display is specified as the second argument in the function statement The Right function displays the last few characters You can create your own calculated control expressions to combine text values by using these tools and functions Type the expression in the Control Source property box of the calculated text box or directly into the control in the design Always begin the expression with the equal sign (=) Here are some examples of expressions that you can use in calculated controls placed in forms and reports: = None Displays None = Mr/Mrs & [First Name] & & [Last Name] Displays the first and last names preceded by Mr/Mrs and separated by a space =Trim([City]) Displays the City field with no leading or trailing spaces =Left([Last Name],3) Displays the first three characters in the Last Name field =IIf(IsNull([MI]),[FirstName]& &[LastName],[FirstName] & & [MI] & & [LastName]) Uses the IIf function to test the MI field for a null value If the field is null, only the first and last names are displayed If the field is not null, all three field values are displayed All the values are separated by spaces
Printing Addresses on Envelopes
You can use the same report design you created for printing the labels to print the addresses on envelopes All you need to do is change the Page Setup options to reflect the different size and arrangement of the controls First, save the report you created for printing labels with a different name, and then open the report in Design view and make any changes to the text in the report
Summary
This chapter covered designing custom reports for many purposes, but an almost unlimited number of features and tools are available in the Access repertoire As you work with report designs and begin to realize how versatile Access can be in presenting information in a variety of ways, you ll gain an even greater appreciation for the program The last remaining piece of information retrieval and presentation involves graphically presenting information in such a way that the viewer can perform analyses and detect trends in the underlying data The next chapter discusses three tools for doing this: the Chart Wizard, the PivotTable Wizard, and the PivotChart Wizard The Chart Wizard helps create charts and graphs from Access table data, which you can edit using the Microsoft Graph applet The PivotTable Wizard helps create spreadsheet-like tables from Access table data that you can edit using Excel The PivotChart Wizard presents a graphical analysis of data in a table, query, or form
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