2 problems with access reports

  • Thread starter Thread starter Kelly
  • Start date Start date
K

Kelly

I am trying to do a database based on a college phone
list and mail box list. I have the following info fields
with some examples

FirstName LastName Title Division Ext Rm# Code
Joe Schmoe ENG Adj Fac 2015 30 AF
Mary Schmoe Sec Admin 2000 10 SS

I have set up two reports (with a lot of help from here),
one with Mailing info...and one with Phone numbers.

The First problem in with the Phone List, set up as fol
(with examples);
Name Ext RM Name Ext RM Name Ext RM
Bookstore 2002 100
Babe, Betty 2010 200
Bain, Exist 2011 201

Here is the format in Design view for me to get this
=[LastName] & "," & [FirstName] EXT RM

For some reason Bo is appearing before Ba (they are all
out of order), but the query is fine!

Is there a way to fix this?????

Next I would like to have text boxes on my report (6-ish)
for AF=[number of AF personnel in Division]
SS=[number of SS personnel in Division]
These appear in the code section of each record.

Can I do this???

Please help....I'm trying to help my mother, and this is
driving me insane!!

Kelly
 
Please, don't go insane.
1st, the report may likely ignore any sorting on the query. You must use the
Sorting and Grouping dialog to reliably sort a report.

If you want additional aggregate information in the report footer, the best
method is to"
- create a totals query that creates your exact values
- use the totals query to create a small summary report
- add the summary report to the report footer of your main report
 
If I do "Each Value" then I do get the names to
alphabetize correctly but not dividing out by Alpha group
(unless something is off). I am hoping this will do her
(not having names grouped by letter), unless you can see
a way around that problem. She may just have to deal!!

I'm working the subreport issue, tried once to put the
subreport in where I need it on the main report page, but
all I got with that was the name of the subreport not the
totals. Still working with it though.....I'm gonna get
this even if it kills me!!!

Kelly
-----Original Message-----
You have the Group On set to "Prefix Characters" when I believe it should be
"Each Value". I would probabley combine them into one Field/Expression of:
=LastName & FirstName

--
Duane Hookom
MS Access MVP


Well if it can get screwed up it will happen to me......I
have the header and grouping box set at the fol:
Field/Expressions Sort
LastName Ascending
FirstName Ascending


Group Header No
Group Footer Yes (To sep names into Alpha sections)
Group On Prefix Characters
Group Interval 1
Keep together No

Report has Report header (Name of School & text box)
Page Header (Name Ext Rm ) 3 times
Detail =[LastName & "," & [FirstName] Ext Rm
Last Name Footer (Provides space between in
Letter group A Named Group
then Space then B group etc)
Page Footer
Report Footer

If you can set the format to look at more than the first
letter in the name....please tell me how, because I do
not see why this isn't sorting correctly.

Kelly (Thank you for all the help you are giving)
-----Original Message-----
If you set up your first level of sorting and grouping to the proper
field(s) then it will always sort in that order. I
Click to expand...
have
never seen this to
be an issue. Again, don't even worry about sorting in the query since it has
no affect. Make sure the grouping level properties
Click to expand...
don't
just look at the
first character.

--
Duane Hookom
MS Access MVP
--

I will try the query issue...Thanks...

About the alpha issue, I have it set up in Sorting and
grouping box to accend Last Name, and it still does the
screwy listing....is it because the control source is
=[LastName] & "," & [FirstName]??? Like I said it is
perfect in the query, but it's getting it to the report
how I want it (or rather my mother wants it) that is
going to cause the little men in the big white truck to
give me the jacket with the really long sleeves!!!

Really appreciate the help

Kelly
-----Original Message-----
Please, don't go insane.
1st, the report may likely ignore any sorting on the
query. You must use the
Sorting and Grouping dialog to reliably sort a report.

If you want additional aggregate information in the
report footer, the best
method is to"
- create a totals query that creates your exact values
- use the totals query to create a small summary report
- add the summary report to the report footer of your
main report

--
Duane Hookom
MS Access MVP


message
I am trying to do a database based on a college phone
list and mail box list. I have the following info
fields
with some examples

FirstName LastName Title Division Ext Rm# Code
Joe Schmoe ENG Adj Fac 2015 30 AF
Mary Schmoe Sec Admin 2000 10 SS

I have set up two reports (with a lot of help from
here),
one with Mailing info...and one with Phone numbers.

The First problem in with the Phone List, set up
Click to expand...
as
fol
(with examples);
Name Ext RM Name Ext RM Name
Ext RM
Bookstore 2002 100
Babe, Betty 2010 200
Bain, Exist 2011 201

Here is the format in Design view for me to get this
=[LastName] & "," & [FirstName] EXT RM

For some reason Bo is appearing before Ba (they
Click to expand...
are
all
out of order), but the query is fine!

Is there a way to fix this?????

Next I would like to have text boxes on my report (6-
ish)
for AF=[number of AF personnel in Division]
SS=[number of SS personnel in Division]
These appear in the code section of each record.

Can I do this???

Please help....I'm trying to help my mother, and this
is
driving me insane!!

Kelly



.



.
Click to expand...
Click to expand...


.
Click to expand...
 
There is nothing that says you can't set your grouping levels to:
1) LastName Ascending Prefix 1 Group
Header/Footer
2) LastName Ascending Each Value
3) FirstName Ascending Each Value
or
1) LastName Ascending Prefix 1 Group
Header/Footer
2) =LastName & FirstName Ascending Each Value

Make sure that your subreport does not have any values in the Link
Master/Child properties.

--
Duane Hookom
MS Access MVP


If I do "Each Value" then I do get the names to
alphabetize correctly but not dividing out by Alpha group
(unless something is off). I am hoping this will do her
(not having names grouped by letter), unless you can see
a way around that problem. She may just have to deal!!

I'm working the subreport issue, tried once to put the
subreport in where I need it on the main report page, but
all I got with that was the name of the subreport not the
totals. Still working with it though.....I'm gonna get
this even if it kills me!!!

Kelly
-----Original Message-----
You have the Group On set to "Prefix Characters" when I believe it should be
"Each Value". I would probabley combine them into one Field/Expression of:
=LastName & FirstName

--
Duane Hookom
MS Access MVP


Well if it can get screwed up it will happen to me......I
have the header and grouping box set at the fol:
Field/Expressions Sort
LastName Ascending
FirstName Ascending


Group Header No
Group Footer Yes (To sep names into Alpha sections)
Group On Prefix Characters
Group Interval 1
Keep together No

Report has Report header (Name of School & text box)
Page Header (Name Ext Rm ) 3 times
Detail =[LastName & "," & [FirstName] Ext Rm
Last Name Footer (Provides space between in
Letter group A Named Group
then Space then B group etc)
Page Footer
Report Footer

If you can set the format to look at more than the first
letter in the name....please tell me how, because I do
not see why this isn't sorting correctly.

Kelly (Thank you for all the help you are giving)
-----Original Message-----
If you set up your first level of sorting and grouping
to the proper
field(s) then it will always sort in that order. I have
never seen this to
be an issue. Again, don't even worry about sorting in
the query since it has
no affect. Make sure the grouping level properties don't
just look at the
first character.

--
Duane Hookom
MS Access MVP
--

I will try the query issue...Thanks...

About the alpha issue, I have it set up in Sorting and
grouping box to accend Last Name, and it still does the
screwy listing....is it because the control source is
=[LastName] & "," & [FirstName]??? Like I said it is
perfect in the query, but it's getting it to the report
how I want it (or rather my mother wants it) that is
going to cause the little men in the big white truck to
give me the jacket with the really long sleeves!!!

Really appreciate the help

Kelly
-----Original Message-----
Please, don't go insane.
1st, the report may likely ignore any sorting on the
query. You must use the
Sorting and Grouping dialog to reliably sort a report.

If you want additional aggregate information in the
report footer, the best
method is to"
- create a totals query that creates your exact values
- use the totals query to create a small summary
report
- add the summary report to the report footer of your
main report

--
Duane Hookom
MS Access MVP


message
I am trying to do a database based on a college
phone
list and mail box list. I have the following info
fields
with some examples

FirstName LastName Title Division Ext Rm# Code
Joe Schmoe ENG Adj Fac 2015 30 AF
Mary Schmoe Sec Admin 2000 10 SS

I have set up two reports (with a lot of help from
here),
one with Mailing info...and one with Phone numbers.

The First problem in with the Phone List, set up as
fol
(with examples);
Name Ext RM Name Ext RM Name
Ext RM
Bookstore 2002 100
Babe, Betty 2010 200
Bain, Exist 2011 201

Here is the format in Design view for me to get this
=[LastName] & "," & [FirstName] EXT RM

For some reason Bo is appearing before Ba (they are
all
out of order), but the query is fine!

Is there a way to fix this?????

Next I would like to have text boxes on my report
(6-
ish)
for AF=[number of AF personnel in Division]
SS=[number of SS personnel in Division]
These appear in the code section of each record.

Can I do this???

Please help....I'm trying to help my mother, and
this
is
driving me insane!!

Kelly



.



.
Click to expand...


.
Click to expand...
Click to expand...
 
I want to thank you......I finally have almost everything
working BEAUTIFULLY (It looks almost identical to her
Word file), I still have some problems with the other
report that I am trying to work out as I write this
message.

Do you know of a way, of writing a criteria that
states "If it is this then put this text in, if it isn't
than don't" kind of thing???

I am doing a phone/mail list, and have numbers grouped by
division......well look at brief example below!

ADMINISTRATION
Joe Schmoe 4323
Mary Schmoe 2942
SECURITY
John Smith 5211
"After hours #" Mary Smith 3232

I need for an after hours statement to appear only under
the security section, no other section. I'm a wiz at
Excel "IF" statements, but don't know if ACCESS has
anything of that sort?? Right now I have the needed
words in a separate column/header, but if I just put the
text box down under Division Name than I get those words
under every Division.

Appreciate all the help....My Mother is quite impressed!!

Kelly
-----Original Message-----
There is nothing that says you can't set your grouping levels to:
1) LastName Ascending Prefix 1 Group
Header/Footer
2) LastName Ascending Each Value
3) FirstName Ascending Each Value
or
1) LastName Ascending Prefix 1 Group
Header/Footer
2) =LastName & FirstName Ascending Each Value

Make sure that your subreport does not have any values in the Link
Master/Child properties.

--
Duane Hookom
MS Access MVP


If I do "Each Value" then I do get the names to
alphabetize correctly but not dividing out by Alpha group
(unless something is off). I am hoping this will do her
(not having names grouped by letter), unless you can see
a way around that problem. She may just have to deal!!

I'm working the subreport issue, tried once to put the
subreport in where I need it on the main report page, but
all I got with that was the name of the subreport not the
totals. Still working with it though.....I'm gonna get
this even if it kills me!!!

Kelly
-----Original Message-----
You have the Group On set to "Prefix Characters" when
Click to expand...
I
believe it should be
"Each Value". I would probabley combine them into one Field/Expression of:
=LastName & FirstName

--
Duane Hookom
MS Access MVP


Well if it can get screwed up it will happen to me......I
have the header and grouping box set at the fol:
Field/Expressions Sort
LastName Ascending
FirstName Ascending


Group Header No
Group Footer Yes (To sep names into Alpha sections)
Group On Prefix Characters
Group Interval 1
Keep together No

Report has Report header (Name of School & text box)
Page Header (Name Ext Rm ) 3 times
Detail =[LastName & "," & [FirstName] Ext Rm
Last Name Footer (Provides space between in
Letter group A Named Group
then Space then B group etc)
Page Footer
Report Footer

If you can set the format to look at more than the first
letter in the name....please tell me how, because I do
not see why this isn't sorting correctly.

Kelly (Thank you for all the help you are giving)
-----Original Message-----
If you set up your first level of sorting and grouping
to the proper
field(s) then it will always sort in that order. I have
never seen this to
be an issue. Again, don't even worry about sorting in
the query since it has
no affect. Make sure the grouping level properties don't
just look at the
first character.

--
Duane Hookom
MS Access MVP
--

I will try the query issue...Thanks...

About the alpha issue, I have it set up in
Click to expand...
Sorting
and
grouping box to accend Last Name, and it still
Click to expand...
does
the
screwy listing....is it because the control
Click to expand...
source
is
=[LastName] & "," & [FirstName]??? Like I said
Click to expand...
it
is
perfect in the query, but it's getting it to the report
how I want it (or rather my mother wants it) that is
going to cause the little men in the big white truck to
give me the jacket with the really long sleeves!!!

Really appreciate the help

Kelly
-----Original Message-----
Please, don't go insane.
1st, the report may likely ignore any sorting on the
query. You must use the
Sorting and Grouping dialog to reliably sort a report.

If you want additional aggregate information in the
report footer, the best
method is to"
- create a totals query that creates your exact values
- use the totals query to create a small summary
report
- add the summary report to the report footer of your
main report

--
Duane Hookom
MS Access MVP


message
I am trying to do a database based on a college
phone
list and mail box list. I have the following info
fields
with some examples

FirstName LastName Title Division Ext Rm# Code
Joe Schmoe ENG Adj Fac 2015 30 AF
Mary Schmoe Sec Admin 2000 10 SS

I have set up two reports (with a lot of help from
here),
one with Mailing info...and one with Phone numbers.

The First problem in with the Phone List, set
Click to expand...
up
as
fol
(with examples);
Name Ext RM Name Ext RM Name
Ext RM
Bookstore 2002 100
Babe, Betty 2010 200
Bain, Exist 2011 201

Here is the format in Design view for me to
Click to expand...
get
this
=[LastName] & "," & [FirstName] EXT RM

For some reason Bo is appearing before Ba
Click to expand...
(they
are
all
out of order), but the query is fine!

Is there a way to fix this?????

Next I would like to have text boxes on my report
(6-
ish)
for AF=[number of AF personnel in Division]
SS=[number of SS personnel in Division]
These appear in the code section of each record.

Can I do this???

Please help....I'm trying to help my mother, and
this
is
driving me insane!!

Kelly



.



.



.
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Click to expand...


.
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