Grouping report microsoft access

Group interval This setting determines how the records are grouped together. For example, you can group on the first character of a text field so that all that start with "A" are grouped together, all that start with "B" are grouped together, and so on.

For a date field, you can group by day, week, month, quarter, or you can enter a custom interval. Totals To add totals, click this option. You can add totals on multiple fields, and you can do multiple types of totals on the same field. Click the Total On drop-down arrow and select the field you want to have summarized. Click the Type drop-down arrow and select the type of calculation to perform. Select Show Grand Total to add a grand total to the end of the report in the report footer.

Select Show in group header or Show in group footer to display the total in the desired location. Once all the options have been chosen for a field, you can repeat the process and summarize another field by selecting the other field from the Total On drop-down list. Otherwise, click outside the Totals pop-up window to close it.

Title This allows you to change the title of the field being summarized. This is used for the column heading and for labeling summary fields in headers and footers. When adding a header section, Access moves the grouping field to the header for you. When you remove a header section that contains controls other than the grouping field, Access asks for confirmation to delete the controls.

When you remove a footer section that contains controls, Access asks for confirmation to delete the controls. Keep group together This setting determines how groups are laid out on the page when the report is printed.

You may want to keep groups together as much as possible to reduce the amount of page turning that is needed to see the entire group. However, this usually increases the amount of paper needed to print the report, because most pages will have some blank space at the bottom. Do not keep group together on one page Use this option if you are not concerned about groups being broken up by page breaks. For example, a group of 30 items may have 10 items on the bottom of one page and the remaining 20 items at the top of the next page.

Keep whole group together on one page This option helps minimize the number of page breaks in a group. If a group cannot fit in the remaining space on a page, Access leaves that space blank and begins the group on the next page instead. Large groups may still span multiple pages, but this option minimizes the number of page breaks within the group as much as possible. Keep header and first record together on one page For groups with group headers, this ensures that the group header will not print by itself at the bottom of a page.

If Access determines that there is not enough room for at least one row of data to be printed after the header, the group begins on the following page. To change the priority of a grouping or sorting level, click the row in the Group, Sort, and Total pane and then click the up arrow or the down arrow on the right side of the row.

To delete a grouping or sorting level, click the row you want to delete in the Group, Sort, and Total pane, and then press DELETE or click the Delete button on the right side of the row.

When you delete a grouping level, if the grouping field was in the group header or footer, Access moves it to the report's Detail section. Any other controls that were in the group header or group footer are deleted. Doing this hides the records at the next lower level of grouping, resulting in a much more compact presentation of the summary data.

Although the records are hidden, the controls in the hidden section are not deleted. Click Hide Details again to restore the Detail rows to the report. Forms and reports. Create a grouped or summary report. Notes: If there are already several sorting or grouping levels defined, you may need to scroll down in the Group, Sort, and Total pane before you can see the Add a group and Add a sort buttons. You can define up to 10 grouping and sorting levels in a report.

Need more help? If GrpPages! Edit GrpPages! Page GrpPages. Update End If Else 'This is the first page of the group. Therefore, add it. AddNew GrpPages! Update End If End Sub. This code. Function GetGrpPages 'Find the group name. The ampersand will combine two strings into one whereas the plus sign will combine two strings and propagate NULL values, for example, if one value is NULL the entire expression evaluates to null.

Let us take a simple example to understand the process of creating a new query using query design. Let us now add tblCustomers table close that show table dialog box. We will try some concatenation with some simple named fields. Go back to the Design View and in the third field create a new field called full name. Now, add the full name and type the expression that concatenates those two fields together. It can concatenate the information from these two fields together, but it doesn't exactly appear the way we want it to.

It runs all of that text together because it's performing the way we have asked it to. We will now have to ask Access to add space in between the information from these two fields. Add a Space inside quotes and another ampersand. This makes Access take the information from that first name field; add it with a space and then add the information from the last name field at the very end.

Layout View makes this kind of thing easier to check, because it displays real data in the fields. Be sure to pay attention to how the alternate colors are rendered i. The alternating colors on a grouped report can reduce the clarity of the grouped field. You might find that the grouped field shares its alternating color with either the preceding field, or the subsequent field.

This ends up reducing that "grouped" look, and could possibly confuse the reader as to which fields are actually grouped. You can do the same thing for the grouped fields.

To select the grouped field, select FieldName Header where FieldName is the name of the grouped field. Now that we've removed the alternating background colors, it wouldn't hurt to add a background color to the top level header.

This will distinguish it from the second level header and other fields.