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Access 2010 Power Shortcuts
Illustration by Neil Webb

Creating headers and footers


From:

Access 2010 Power Shortcuts

with Alicia Katz Pollock

Video: Creating headers and footers

When you create new reports mastering headers and footers will allow you to create understandable printouts. If I go to the Create Ribbon and then start a new Report either using this button or the Report Wizard, my report will automatically have headers and footers, but if I click on Blank Report my headers and footers don't get turned on. Let's look at this in the Design View. By default, this blank report has a Page Header, a main Detail area, and a Page Footer. The page header and page footer are what will appear at the top and bottom of every page in the report whether there is only one page or there are hundreds.
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  1. 1m 15s
    1. Welcome
      47s
    2. Using the exercise files
      28s
  2. 25m 49s
    1. Customizing the Navigation pane
      2m 23s
    2. Toggling between Design and Data views
      2m 40s
    3. Creating new fields with field templates
      2m 9s
    4. Understanding the "Cannot contain a Null value" error
      1m 29s
    5. Working with AutoNumbers as foreign keys
      2m 24s
    6. Using input masks
      2m 39s
    7. Four ways to add fields to a query
      1m 41s
    8. Four ways to filter data
      2m 56s
    9. Selecting multiple form and report controls
      2m 13s
    10. Aligning and distributing controls on forms and reports
      5m 15s
  3. 5m 48s
    1. Opening recent files
      2m 33s
    2. Opening your most recently used file automatically
      56s
    3. Selecting a startup form
      1m 0s
    4. Changing the default saving location
      1m 19s
  4. 8m 22s
    1. Expanding and collapsing the Ribbon
      1m 13s
    2. Three ways to customize the Quick Access toolbar
      3m 14s
    3. Selecting Ribbon buttons using KeyTips
      1m 47s
    4. Creating your own ribbons
      2m 8s
  5. 9m 26s
    1. Turning the Navigation pane into a switchboard
      3m 48s
    2. Right-clicking
      2m 48s
    3. Using keyboard shortcuts
      2m 50s
  6. 5m 56s
    1. Navigating between records
      2m 8s
    2. Using Search, Go to, and Find
      2m 20s
    3. Selecting fields, rows, columns, and tables
      1m 28s
  7. 21m 46s
    1. Undo and Redo tips
      2m 18s
    2. Entering data across, not down
      59s
    3. Repeating data from the record above
      1m 39s
    4. Copying and pasting content
      2m 44s
    5. Inserting today's date
      1m 10s
    6. Removing automatic hyperlinks
      1m 54s
    7. Using AutoCorrect
      1m 36s
    8. Using concatenated fields
      2m 16s
    9. Linking Outlook contacts
      2m 23s
    10. Saving imports and exports for reuse
      4m 47s
  8. 35m 56s
    1. Creating a table using application parts
      2m 18s
    2. Creating Quick Start fields
      1m 49s
    3. Saving application parts
      2m 43s
    4. Understanding number field sizes
      3m 2s
    5. Setting default field types
      2m 55s
    6. Using validation rules
      4m 0s
    7. Using flag fields
      2m 1s
    8. Using an index
      2m 4s
    9. Using a datasheet Totals row
      2m 0s
    10. Filtering by selection
      1m 26s
    11. Resizing columns and rows
      2m 7s
    12. Removing gridlines and shading from tables
      1m 29s
    13. Hiding and unhiding table fields
      1m 13s
    14. Freezing fields when scrolling
      59s
    15. Analyzing your table for redundant structure
      5m 50s
  9. 10m 53s
    1. Setting a starting AutoNumber
      3m 14s
    2. Creating a multi-field primary key
      4m 17s
    3. Using subdatasheets
      1m 27s
    4. Using relationship reports
      1m 55s
  10. 28m 32s
    1. Using wildcards
      5m 40s
    2. Using IN instead of OR
      1m 29s
    3. Hiding query fields
      54s
    4. Changing captions
      1m 31s
    5. Finding duplicate records
      2m 13s
    6. Moving records with append and delete queries
      4m 31s
    7. Using make-table queries
      2m 12s
    8. Creating an update query
      2m 55s
    9. Turning a query into a PivotTable
      2m 30s
    10. Turning a query into a PivotChart
      2m 6s
    11. Using SQL statements
      2m 31s
  11. 28m 48s
    1. Using the property sheet to work with controls
      2m 16s
    2. Creating option groups
      2m 43s
    3. Using a ComboBox to select a record
      2m 55s
    4. Creating tabbed form layouts
      4m 45s
    5. Inserting charts
      3m 42s
    6. Creating your own smart tags
      1m 24s
    7. Using the CanGrow and CanShrink properties
      1m 46s
    8. Hiding fields in printouts
      1m 26s
    9. Setting tab stops
      3m 41s
    10. Clipping, stretching, and zooming images
      1m 17s
    11. Viewing single or continuous forms
      1m 1s
    12. Changing a form's default view
      1m 52s
  12. 9m 7s
    1. Inserting page breaks in reports and forms
      2m 15s
    2. Creating headers and footers
      5m 49s
    3. Hiding duplicates in reports
      1m 3s
  13. 10m 17s
    1. Using themes to customize the look of the database
      4m 12s
    2. Using the Format Painter
      2m 25s
    3. Grouping controls on forms and reports
      1m 35s
    4. Setting default appearance for new databases
      2m 5s
  14. 17m 56s
    1. Using a Before Change macro to create a time stamp
      6m 51s
    2. Triggering a Before Delete warning message
      2m 49s
    3. Creating an After Update macro to email a customer
      2m 11s
    4. Creating a user interface macro
      4m 12s
    5. Using AutoExec macros
      1m 53s
  15. 2m 53s
    1. Saving templates
      2m 10s
    2. Locking files
      43s
  16. 44s
    1. Goodbye
      44s

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Access 2010 Power Shortcuts
3h 43m Intermediate Feb 08, 2011

Viewers: in countries Watching now:

In Access 2010 Power Shortcuts, Access expert Alicia Katz Pollock shares hundreds of tips and shortcuts to vastly increase efficiency and get the full power out of Access 2010. The course includes tips for working with the Ribbon and Quick Access toolbar, managing files, customizing and automating Access, rapid data entry and editing, working with tables, queries, forms, and reports, managing your database, and much more. Exercise files accompany the course.

Topics include:
  • Creating new field with field templates
  • Understanding errors
  • Filtering data
  • Aligning and distributing controls
  • Customizing the interface
  • Navigating quickly between records
  • Speeding up data entry
  • Analyzing a table for redundant data
  • Creating a multi-field primary key
  • Moving records with append and delete queries
  • Transforming a query into a PivotTable or PivotChart
  • Working with images, charts, and Smart Tags in forms
  • Hiding duplicates in reports
  • Formatting shortcuts
  • Using macros
Subjects:
Business Productivity
Software:
Access Office
Author:
Alicia Katz Pollock

Creating headers and footers

When you create new reports mastering headers and footers will allow you to create understandable printouts. If I go to the Create Ribbon and then start a new Report either using this button or the Report Wizard, my report will automatically have headers and footers, but if I click on Blank Report my headers and footers don't get turned on. Let's look at this in the Design View. By default, this blank report has a Page Header, a main Detail area, and a Page Footer. The page header and page footer are what will appear at the top and bottom of every page in the report whether there is only one page or there are hundreds.

The Detail area will contain the fields that will repeat for every record. If I right-click on the Page Header line I also have a choice to view the Report Header/Footer. Turn that on and now you have two new sections at the top and the bottom. The report header will only appear at the very top of the very first page. The report footer will only appear at the very bottom of the last page. I can resize any of these actions by holding my cursor over the bottom edge and pulling down or moving up.

I'll click at the bottom of the detail area which is also the top of the page footer line and drag the detail area up until it's about a half inch tall. Click in the Gray box in the upper left-hand corner between the rulers, and then click on the Property Sheet button to open it up. When you go to the Format tab there is a nice little property down here that will change your Page Header, so that instead of appearing at the top of every page it won't appear on pages that have a header, or footer, or both.

That can be nice if you're going to have repeated information in these two places. I'll click back in that box, I am going to leave this back on All Pages. Now let's start a report by adding my company logo to it. I'll come up here to the Logo button and click on it, windows will open and I can navigate to my logo file and double-click on it and it appears in the Report Header. When I add my logo a blank box is also added to the right of it and I can click here and type text to appear at the top of the report.

However, I'm going to undo this and tried a different way. Instead I'll go back up to the Ribbon and click on the Title button, now I get not just a plain textbox, but one that's preformatted with a larger size, colors that match, and styles applied. I'll type-in Two Trees Sales Reps Report. Page Headers are a great place to put your column labels. Since you want them at the top of every page, but not repeated throughout the page. Let me show you what I mean, because I'm creating report from scratch.

I have a pane right here that says Add Existing Fields. If yours looks like this click on Show all tables, the Plus sign next to the table that you need and here we have Company. I'll pick up Company and drag it into my Detail area. Now I can see that the information is cut off so I'll hold my Shift key down and click on the Company label and then use the middle handle to make both fields longer. I'll also move them up as well. Now when I look at this in Report View I see Company, All Kinds of Taste; Company, Avulon; Company, Blue Vine.

And I think it look a lot nicer if Company was up here once and then it just had the list of the actual company names down below. That's where the Report Header comes in. So I'll go back to Design View, I'll click off, so that nothing is highlighted and I'll click back on my Company label. I'll then press Ctrl+X to cut it and I'll click up on my Page Header and Ctrl+V to paste it. I'll then pick up my Company name and drag it right underneath. I'll also bring up my detail area a little bit.

Now when I view the report it says Company one time and it has the list of companies underneath much easier to view. For more information on how to work with the detail area in reports Design View please visit our Access 2010 Essential Training course. Now let's go back to the Design View and turn our attention to our page and report footers. In the Ribbon there is a button for Page Numbers, click on it, you've several options Page 1, Page 1 of 3, I'll leave it on Page 1.

You can have it at the Top of the Page, or at the Bottom of the Page, I'll leave it at the Bottom of the Page. You also have the option of how to align it. I'll align it on the right-hand side and I do want to show my number on the first page. I'll click OK. Now I have a page number in my Page Footer so it will appear at the bottom of every single page. I can also instantly add today's date and time. This is nice so that every time you run the report it has the current date and time on it without you having to edit it every time.

I'll click on date and time, I have a check box here for Include Date, I'd like to see it in this format and I don't want to see the time. I'll click OK, and it puts it up in the Report Header. I'm actually going to click on it, cut it, click down on my Report Footer and paste it, then I'll drag it over to the center. I'll switchback to my Report View and here is what my report looks like.

There are two additional header and footer techniques that you should know, grouping on a field which turns a field name into its own header and section and also totals which allow you to add subtotals to the bottom of every page and grand totals to the bottom of the entire report. Both of these are covered in detail in the report chapter of the Access 2010 Essential Training course.

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