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  1. #1
    Join Date
    Aug 2009
    Posts
    5

    Unanswered: setting up selective reports

    I have a database of students -- each student has a unique ID number, and each student is given out books for each of his classes, so I have entries that look like this

    ID last_name smffirsth class section book 1
    0000407 Bretter Danit BIO109A 5 bio - prentice
    0000407 Bretter Danit ENG109A 5
    0000407 Bretter Danit HST109A 5
    0000407 Bretter Danit HUM109M 1
    0000407 Bretter Danit MAT109Z 1 Basic Algebra
    0000407 Bretter Danit NCH109M 1
    0000407 Bretter Danit TAL109M 1
    0000419 Greenblum Jessica BIO109A 5 bio - prentice
    0000419 Greenblum Jessica ENG109A 5
    0000419 Greenblum Jessica HEB109W 1
    0000419 Greenblum Jessica HST109A 5
    0000419 Greenblum Jessica HUM109W 1
    0000419 Greenblum Jessica MAT109Z 1 Basic Algebra
    0000419 Greenblum Jessica TAL109W 1

    except for 650 students and anywhere from 6 to 10 classes per student. I'd like to be able to print up a report with a separate page for all records with matching ID's so all the 0000419 records will appear on a page, all the 407's on another page, etc, so that I can hand out to each student what books he has. How can I force the report or query to run through all the material and then not only sort, but separate for the printing? Please let me know (I'm new to databases)

    Thanks,
    Dan
    rosends@yahoo.com

  2. #2
    Join Date
    Nov 2007
    Location
    Adelaide, South Australia
    Posts
    4,049
    Group the report by the ID. Select the ID footer and set it's Force New Page property to "After Section".
    Owner and Manager of
    CypherBYTE, Microsoft Access Development Specialists.
    Microsoft Access MCP.
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    "Heck it's something understood by accountants ... so it can't be 'that' difficult..." -- Healdem
    "...teach a man to code and he'll be frustrated for life! " -- georgev

  3. #3
    Join Date
    Aug 2009
    Posts
    5

    grouping

    Thanks for the reply. The problem I'm having (and remember, I'm new to this), is that when I look at the designview for the query, there is no "Total" row so I have no place to choose "group by" under the ID column.

  4. #4
    Join Date
    May 2005
    Location
    Nevada, USA
    Posts
    2,888
    Provided Answers: 6
    ST is talking about using the Sorting and Grouping settings of the report. With the report in design view, View/Sorting and Grouping in versions prior to 2007, somewhere on the ribbon in 2007.
    Paul

  5. #5
    Join Date
    Nov 2007
    Location
    Adelaide, South Australia
    Posts
    4,049
    It's actually at the bottom of the design window for the report.

    And if there is no Total row in a query then click on the greek sigma button so that there is.
    Owner and Manager of
    CypherBYTE, Microsoft Access Development Specialists.
    Microsoft Access MCP.
    And all around nice guy!


    "Heck it's something understood by accountants ... so it can't be 'that' difficult..." -- Healdem
    "...teach a man to code and he'll be frustrated for life! " -- georgev

  6. #6
    Join Date
    Aug 2009
    Posts
    5

    almost there

    thank you so much for helping me get this far. Now there is a break between ID groupings, but I don't know how to get that forced new page thing in there. I don't seem to have an "ID Footer" (though I have an ID Header) and I don't see any property called "section". When I did a search for "forcenewpage" I was pointed to a developer modeling part. Please help me with this last part...and thanks again.

  7. #7
    Join Date
    May 2005
    Location
    Nevada, USA
    Posts
    2,888
    Provided Answers: 6
    What version are you using? As noted, it's different for 2007.
    Paul

  8. #8
    Join Date
    Nov 2007
    Location
    Adelaide, South Australia
    Posts
    4,049
    For the grouping you've added, select the option for your group footer, so that you have one. Once you have one, "use the Force" New Page option.
    Owner and Manager of
    CypherBYTE, Microsoft Access Development Specialists.
    Microsoft Access MCP.
    And all around nice guy!


    "Heck it's something understood by accountants ... so it can't be 'that' difficult..." -- Healdem
    "...teach a man to code and he'll be frustrated for life! " -- georgev

  9. #9
    Join Date
    Aug 2009
    Posts
    5

    getting there!

    I stumbled few a few things (BTW, I'm using 2007) and figured out how to add the ID Footer and eventually found the force new page setting so I set it for after section. The only problem now is that it adds a page in between so I'd eventually end up printing up twice as many pages as necessary. But this is really getting there. Thanks!

  10. #10
    Join Date
    Nov 2007
    Location
    Adelaide, South Australia
    Posts
    4,049
    Adds a page in between.... that sounds like your report layout is simply too wide or you have a page break from previous attempts left behind.
    Owner and Manager of
    CypherBYTE, Microsoft Access Development Specialists.
    Microsoft Access MCP.
    And all around nice guy!


    "Heck it's something understood by accountants ... so it can't be 'that' difficult..." -- Healdem
    "...teach a man to code and he'll be frustrated for life! " -- georgev

  11. #11
    Join Date
    Aug 2009
    Posts
    5

    Page break

    I guess it could be from layout. I'll worry about that later (I will have to start from the beginning in a couple of weeks and use a new source file and I can tweak layout then).

    In the interim I truly appreciate all the help.
    Thanks again!

  12. #12
    Join Date
    Nov 2007
    Location
    Adelaide, South Australia
    Posts
    4,049
    Ok, I'm treating this as "problem solved" then
    Owner and Manager of
    CypherBYTE, Microsoft Access Development Specialists.
    Microsoft Access MCP.
    And all around nice guy!


    "Heck it's something understood by accountants ... so it can't be 'that' difficult..." -- Healdem
    "...teach a man to code and he'll be frustrated for life! " -- georgev

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