ACC: Displaying First and Last Record Per Page in Page Footer

• Microsoft Access versions 7.0, 97

SUMMARY

Moderate: Requires basic macro, coding, and interoperability skills.

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" (without the quotation marks) 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.

REFERENCES