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As you saw in the previous chapter, one of the most useful features of Access reports is the capability to sort and group records based on the value in one or more of the fields After doing so, you can summarize the information in many ways to illustrate trends and draw conclusions Such summaries are critical to the decision-making process and Access can do most of the arithmetic for you You can change the sort order the report has inherited from the underlying record source Records can be grouped on Text, Number, Date/Time, Currency, or AutoNumber field types or expressions containing those field values Access nests up to ten group levels, each group subordinate to the previous group Depending on the data type of the group-on field, you have different options about how to group the records For example, if the field is a Text field, you can group on the entire value or the first few characters of the value Date/Time values can be grouped by each value or any time increment of the value year, day, hour, minute, and so on

174 174

arrow, and click Insert Sheet Rows; or right-click a cell in the selected row, and click Insert ADD MULTIPLE ADJACENT ROWS

14:

1 Select one or more rows (they can be adjacent or nonadjacent) 2 Point at the bottom border of a selected row heading until the pointer changes to a

Microsoft Of ce Outlook 2007 QuickSteps PCUsing Forms, Labels, and Mail Merge PC QuickSteps Getting to Know Your

dragging, the row height is shown in points there are 72 points to an inch and in pixels)

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You can remove or reapply the sort order inherited from the record source by setting the report s Order By On property Choose No to remove the sort order or Yes to reapply it If you want to use the inherited sort order, you must also set the Filter On property to No To sort the records in the report in a different order than the underlying table or query, set the report s Order By On property to Yes and its Order By property as follows:

2 3 4

1 Select the rows you want to adjust 2 In the Home tab Cells group, click Format, and under Cell Size, click Row Height; or

order, type each field name enclosed in brackets, followed by ASC or DESC, and separated by commas For example, the setting [Code] ASC, [Last Name] DESC sorts first by the Code field in ascending order, and then by the Last Name field in descending order If you don t specify ASC or DESC, Access automatically sorts in ascending order The new setting overrides the inherited sort order without affecting the data source Be sure to set the Order By On property to Yes to effect the new sort order

arrow, and click Insert Sheet Columns; or rightclick a cell in the selected column, and click Insert Continued

Figure 9-3: Opening an existing form in Design mode allows you to add, delete, change, and move fields, as well as add pages with new fields on them

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To illustrate grouping records in a report, create a new report based on a query that extracts only those records with a value in the Code field This eliminates Alpha Entry records not related to a potentially criminal offense The Alpha Entry by Code query contains the expression <>0 in the Criteria row of the Code column in the grid After dragging the field names from the list to the detail section of the new Entries by Year Report, you can proceed to group the records by the year the incident was reported

and, if you can add fields to the form, the Field Chooser dialog box will appear beside it (see Figure 9-3)

ADDING AND REMOVING ROWS, COLUMNS, AND CELLS (Continued)

1 Select one or more cells, rows, or characters that you want to change in height 2 Change the cell contents Examples of the various ways to do this include:

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