How to Update a Report if updating underlying query ?

  • Thread starter Thread starter TonyB
  • Start date Start date
T

TonyB

Hi,
I have been creating reports in Access 2000 using the wizard, and by
creating a query that contains everything I want to include in the report.
This works ok until I decide to change something on the report. I modify the
underlying query to say add a new record, but I can't find out how to
reference this new record in the existing report. So I run the wizard again
and generate a new report which includes the new query, and hence the new
record. But I lose all the work I've put in to getting the previous report
just so. How is the query referenced by the report ? Is it possible after
modifying the query the report is based on, to get access to the new
record/s and hence add the new records to the report in some way ?
Regards
Tony
 
TonyB said:
I have been creating reports in Access 2000 using the wizard, and by
creating a query that contains everything I want to include in the report.
This works ok until I decide to change something on the report. I modify the
underlying query to say add a new record, but I can't find out how to
reference this new record in the existing report. So I run the wizard again
and generate a new report which includes the new query, and hence the new
record. But I lose all the work I've put in to getting the previous report
just so. How is the query referenced by the report ? Is it possible after
modifying the query the report is based on, to get access to the new
record/s and hence add the new records to the report in some way ?
Click to expand...


I hope we have a word usage issue in your question, because
I'm having trouble figuring out how you are modifying a
query to add a new "record", it would make a lot more sense
if you meant to the word "field" instead of "record". The
rest of this reply assumes that's what you meant.

First, it's important to know that the wizards are only a
convenient guide to creating a report. Once you become
familiar with all the standard capabilities of the report
design features, you will probably find that it's actually
easier to create a report from scratch without using a
wizard.

The first step in that direction is to become familiar with
the property sheet (View menu). This list all the different
things that you can set to affect the way the report works
and how the items in the report look.

Another feature is the report design tool bars that make it
easy to add new controls and change the properties of
existing controls on the report.

Your specific question can be addressed by just adding a
text box by using the Tool Box tool bar and then setting the
text box's ControlSource property to the new field.
Actually, there is another feature called the Field List
(View menu) that lists all the fields in the report's
RecordSource table/query. You can do what you want by just
dragging the new field from the field list window to an
appropriate location in the report.
 
I hope we have a word usage issue in your question, because
I'm having trouble figuring out how you are modifying a
query to add a new "record", it would make a lot more sense
if you meant to the word "field" instead of "record". The
rest of this reply assumes that's what you meant.

First, it's important to know that the wizards are only a
convenient guide to creating a report. Once you become
familiar with all the standard capabilities of the report
design features, you will probably find that it's actually
easier to create a report from scratch without using a
wizard.

The first step in that direction is to become familiar with
the property sheet (View menu). This list all the different
things that you can set to affect the way the report works
and how the items in the report look.

Another feature is the report design tool bars that make it
easy to add new controls and change the properties of
existing controls on the report.

Your specific question can be addressed by just adding a
text box by using the Tool Box tool bar and then setting the
text box's ControlSource property to the new field.
Actually, there is another feature called the Field List
(View menu) that lists all the fields in the report's
RecordSource table/query. You can do what you want by just
dragging the new field from the field list window to an
appropriate location in the report.
Click to expand...

Marsh,
Thanks for the info. The field list is very useful. BTW I did mean a field
as opposed to a record, I'm still getting used to the terminology !
Following up your reply, can you actually change the underlying query used
by the report, if you need to change it for some reason ? Put in another
way how is the query linked to the report ?
Regards
Tony
 
TonyB said:
Marsh,
Thanks for the info. The field list is very useful. BTW I did mean a field
as opposed to a record, I'm still getting used to the terminology !
Following up your reply, can you actually change the underlying query used
by the report, if you need to change it for some reason ? Put in another
way how is the query linked to the report ?
Click to expand...

The report's underlying data comes from its RecordSource
property, which can be the name of a table, the name of a
saved query or an SQL statement. There is a dropdown arrow
at the right side of the RecordSource property that allows
you to pick from a list of existing tables and queries.

If you want to know more about a specific property in the
property sheet, just click on it and hit F1 to bring up the
property's Help topic.
 
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