ACC2000: How to Print Line Number for Each Record/Group on Report (209567)


The information in this article applies to:

  • Microsoft Access 2000
This article was previously published under Q209567
Moderate: Requires basic macro, coding, and interoperability skills.

This article applies to a Microsoft Access database (.mdb) and to a Microsoft Access project (.adp).

For a Microsoft Access 2002 version of this article, see 296246.

SUMMARY

You can add a text box control that prints a sequential number for each record to the detail section of a report. You can reset this number so that a separate set of numbers is printed for each group of records. This article explains how to do this by modifying a report in the sample database Northwind.mdb.

NOTE: This article explains a technique demonstrated in the sample file, RptSmp00.mdb. For information about how to obtain this sample file, please see the following article in the Microsoft Knowledge Base:

231851 ACC2000: Microsoft Access 2000 Sample Reports Available in Download Center

MORE INFORMATION

Printing a Sequential Number for Each Record to the Detail Section of a Report

If you want to print an incremental counter for each record in a report group, add an unbound text box control to the detail section of the report. To begin the sequence with the number 1, set the ControlSource property to =1, and then set the RunningSum property to Over Group.

To print an incremental counter for each record in a report group, follow these steps:
  1. In the Database window, open the Products By Category report in Design view.
  2. Add the following text box control before the Product Name control in the detail section:
       Object: Text Box
   ----------------------
   Name: MyLineNumber
   ControlSource: =1
   RunningSum: Over Group
  3. Preview the report. Note that each group's records are sequentially numbered, beginning with the number 1.

Resetting the Number

You can also increment the counter number for each group in the report by changing the RunningSum property to Over All. To do this, replace step 2 above with the following step: 

   Add the following text box control before the Category Name control in
   the Category Name Header section:
				
   Object: Text Box
   --------------------
   Name: MyLineNumber2
   ControlSource: =1
   RunningSum: Over All
Repeat step 3 above. Note that each individual record now prints a unique sequential number.
Modification Type:MajorLast Reviewed:6/29/2004
Keywords:kbhowto KB209567
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