Building a Report

L

LeahT

Please help...I am not very good at Access...at all. I need to run a report
based on tables I have created, but I don't know how to make it work. The
database is a record of all our files and where they are located. I need to
be able to run a report that shows the following:

Location (ie: Rack #)
Box #
File Contents

I just don't know how to do this! I know, I know...I need to take a
class...but I am new to this company and they failed to tell me how Access
heavy they were. Please tell me someone can help!?

Thanks in advance.
 
A

Arvin Meyer [MVP]

The simplest way is to use the report wizard. Use the table or a query to
limit the columns used and perhaps the records contained. Then click on the
report wizard, and choose the design that suits what you want it to look
like. If you don't like it, delete it and try again. Do not delete data,
just the report you don't like.
 
L

LeahT

Arvin,
Thank you for your response. That is what I have been doing but instead of
listing the Rack #, then showing the Box #, then showing the contents within
that box.

What I really want is for it to ask me for the Rack # then populate the
report for that particular rack (ie: Boxes and their file contents). But it
doesn't ask me for the Rack...it just creates a 300+ page report with every
file listed and then references where everything is. I really need to be able
to make it specific to the rack, then the box, so we can see what is in each
box and where that box can be found.

Any thoughts?
 
J

John W. Vinson

Arvin,
Thank you for your response. That is what I have been doing but instead of
listing the Rack #, then showing the Box #, then showing the contents within
that box.

What I really want is for it to ask me for the Rack # then populate the
report for that particular rack (ie: Boxes and their file contents). But it
doesn't ask me for the Rack...it just creates a 300+ page report with every
file listed and then references where everything is. I really need to be able
to make it specific to the rack, then the box, so we can see what is in each
box and where that box can be found.
Click to expand...

Then change the Query upon which the report is based, or open the Report with
a command to select only those records.

There are several ways to do this; one would be to take the wizard-generated
report and open it in design view. Find its Recordsource property (the first
property on the Data tab). Click the ... icon by it. Put an appropriate
criterion on the Rack# field - a Parameter query would be ideal. I'd suggest
creating a little unbound form frmCrit; put a Combo Box named cboRack on the
form, based on a table of rack numbers. Use a criterion in the query of

=Forms!frmCrit!cboRack

Put a command button on frmCrit to print the report and you should get your
desired result.
 
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