Help on Control Break Report in Excel

  • Thread starter Thread starter Kees Boer
  • Start date Start date
K

Kees Boer

Hi, I was wondering if I could do a "Control Break" Report from Excel.

I'm working in a school with students. Each Student is in a seperate
grade_level and they are taking classes, for which they get grades.

Thus I've got a spreadsheet with the following grades already sorted.

Name GradeLevel Class Grade

The Name Field has the student's Name in it. For instance Barry Jones
The Grade Level has the student's gradelevel. For instance: 10th or 11th
grade.
The Class has the Course name that the student is taking such as: English II
The Grade has the Grade the student gets for the class such as a B, or C, or
A

The data is already sorted by Gradelevel and then by Name and then by Class.

What I want to do is print out report cards on each student. In order to do
that I need the report to do a Control Break when the student name changes.
It needs to forward to the next page and print out a new page. Thus there
will be one page per student.

What I envision is something like this:

Name: Barry Jones Grade Level: 10th

Courses Grade
Logic 88
Algebra II 98
English II 79
Drama 94
Latin II 82
Life Management Skills 91


Then I want it do a pagebreak and then do the next student.

My first question is whether this is possible.

My second question is what is the best way to do this? I looked a little at
Pivot reports, but it didn't seem to give me what I was looking for.

Should I import all of the data into Access and create are report like that?

Thank you so much!

Kees
 
Kees,

Excel just doesn't do reports. You'd have to do it with macros and
sleight-of-hand. Or lay your sheets out with the one-student-per page
format instead of the table format you've properly used. But then Excel's
tools don't work (pivot tables, subtotals, sorting, filtering, database
functions) -- it's no longer a list. Or use Access -- it does it in its
sleep. You can use the Excel data in Access to print these reports.
 
You could use Data|Subtotals.

There's an option on that dialog to put page breaks between groups.

It won't look exactly like you show it--but it might be sufficient for you.

(Make sure you have rows to repeat at top (file|page setup|sheet tab) to keep
the headers nice for each separate sheet of paper.)
 
In case anybody is searching for a way to do this:

In MS Access 2007, create a report that features all the information you want. There is a button on the top right (in design view) that says To Excel. This will allow you to export your report in Excel format.

Cheers!
 
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