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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.
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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