ACC: Displaying First and Last Record Per Page in Page Footer (153029)


The information in this article applies to:

  • Microsoft Access for Windows 95 7.0
  • Microsoft Access 97
This article was previously published under Q153029
Moderate: Requires basic macro, coding, and interoperability skills.

SUMMARY

This article demonstrates how to create a report that displays the first and last record on a report page in the page footer for that page. This is useful if you are trying to create a phone book-like index on each page of a report.

The following steps will create two fields in the page footer that will display the first record and last record on the current page. A third invisible field, placed in the page header, will actually retrieve the value of the first record. This value is then transferred to one of the fields in the page footer using a SetValue macro. This method is meant to duplicate the index that is normally seen at the bottom of a phone book page.

MORE INFORMATION

To create a report that displays an index of the first and last record on a page in the page footer, follow these steps:
  1. Open the sample database Northwind.mdb, and create the following macro: 
          Macro Name    Action
      ----------------------
      SetFirstRec   SetValue

      SetFirstRec Actions
      --------------------------------------------------
      SetValue
      Item: [Reports]![Index Report]![FirstRec]
      Expression: [Reports]![Index Report]![IdxFirstRec]
  2. Start the Report Wizard and create a report based on the Customers table. In the "Which fields do you want on your report" box, select the following fields, and then click Next: 
          CompanyName
      ContactName
      City
      Region
      Country
  3. In the "Do you want to add any grouping levels" box, click Next. In the "What sort order do you want for your records" box, select CompanyName in the first combo box.
  4. Click Finish to display the new report in Print Preview.
  5. On the File menu, click SaveAs/Export. Enter Index Report as the report name and click OK.
  6. On the View menu, click Report Design, and add the following text box to the page header: 
          Text box:
      Name: IdxFirstRec
      ControlSource: [CompanyName]
      Visible: No
  7. Add the following two text boxes to the Page Footer: 
          Text box:
      Name: FirstRec

      Text box:
      Name: LastRec
      ControlSource: [CompanyName]
  8. Set the Page Header OnFormat property to the SetFirstRec Macro, and save and close the report.
  9. Open the report in Print Preview. Note that the first and last company names on the page are displayed in the page footer. Go to the next page of the report. Note that the first and last company names for that page are now displayed in the page footer.
NOTE: This will also work with a multiple-column report. To make the report have multiple columns, click Page Setup on the File menu. Click the Layout tab. In the Items Across, type a number for how many columns you want on your report.

REFERENCES

For more information about multiple-column reports, search the Help Index for "multiple-column reports," and then "Create a multiple-column report," or ask the Microsoft Access 97 Office Assistant.
Modification Type:MajorLast Reviewed:10/20/2003
Keywords:kbhowto kbusage KB153029
©2003 Microsoft Corporation. All rights reserved.