Displaying info from multiple records in a report

  • Thread starter Thread starter TheWizard
  • Start date Start date
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TheWizard

I have a query that, as an example, returns records containing Employee Name,
Employee #, Employee Team, & Employee Address. My report displays up to
three records per page, one under the next. The number of records per page
depends on the Employee Team field which can be the same for multiple
employees One, how do I display multiple records per page and two, how do I
do that based on Employee Team? Kinda new to Access and any help is
appreciated.
 
I don't understand what you want. You stated:
"My report displays up to three records per page"
Then you later asked:
"how do I display multiple records per page"
Do you want to group by team?

Maybe you should reply with some sample records and how you would like them
to appear on your report.
 
Query returns records with Employee Name, Employee #, Employee Team, Employee
Address

Examples of 4 records are:

John Doe, 5, Red, 1st Street Knoxville, Tn
Jane Doe, 2, Blue, 2nd Street Knoxville, Tn
Bob Doe, 8, Red, 3rd Street Knoxville, Tn
Mark Doe, 12, Red, 3rd Street Knoxville, Tn

When I run the report it should print on the first page the three records
containing John Doe, Bob Doe, and Mark Doe's information because they are on
the same team, Blue. The next page of the report will contain only Jane
Doe's information because she is on a different team, Red.

I've tried working with grouping but I can't seem to get it right. Thanks
for the help.
 
You haven't indicated which version of Access you are using. In 2003 and
earlier, you simply open the Sorting and Grouping dialog and set the first
Field/Expression to the Team field. Display the header for this group and
then set the New Page property in the group header properties.

The interface is different in Access 2007 but the functionality is the same.
 
I'm using 2003 and I can't get it to work. My custom report has a page
header section then a detail section which contains lots of text plus the
records, the a page footer section. When I add grouping to the team field
and display the team header it appears above the detail section. What do I
set the Group On field, Group Interval, and Keep Together fields go? Also
the New Page Property or New Row or Column property seems to do nothing.
When the report runs I get a record then a blank page then the next record,
blank page, next record, blank page, and so on. No more than one record per
page. I must be all over it but get there.
 
You must set the first Sorting and Grouping to Team and display the group
header section. If you want, you can make this section 0.1" or even less. Go
to the group header properties and set the Force New Page to "Before
Section".

Make sure the detail section is short enough to display multiple records on
one page. Also, make sure the report isn't so wide that the width plus the
left and right margins are greater than the actual paper width.
 
Almost there. My query has four records, one the red team and three for the
blue team. I still get four reports instead of two. Here's what I have for
the report .....

Page Header displayed with text
Team Header with nothing, ie no text or labels with the following settings:
Force New Page = Before Section
New Row Or Col = None
Keep Together = No
Visible = No
Can Grow = No
Can Shrink = No
Repeat Section = No
Detail with text and one set of text boxes for records with settings:
Force New Page = None
New Row Or Col = None
Keep Together = Yes
Visible = Yes
Can Grow = Yes
Can Shrink = No
Page Footer with text

Sorting and Grouping for report settings:
Field/Expression = Team (Query field)
Sort Order = Ascending
Group Header = Yes
Group Footer = No
Group On = Each Value
Group Interval = 7 (just tried)
Keep Together = Whole Group

I've played with many combinations of view, keep together, can grow, etc but
can't seem to get this right. I feel I'm close and just missing something
simple. What am I missing?

Again, thanks for your patience and help...
 
By a miracle I've got it. I think the print area for the detail section
after all was too large and it started new records on the next sheet... I
guess. After all that I knew it was that simple.

Thanks for all the help and time.
 
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