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FAQs

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Report FAQs

Email any Microsoft Access Reporting questions to: 1stcontact@1stAccessHelp.com

1. When I use the report wizard it asks me what fields I want to use for grouping levels. What does this mean?
2. How do I get to design view of my report?
3. How do I change font and other letter formatting?
4. How do I create Avery mailing labels in Access?
5. How do I create customized mailing labels in Access?


1. When I use the report wizard it asks me what fields I want to use for grouping levels. What does this mean?
    

Diagram 1 shows an example of two different grouping levels. The first level groups sales by Month. The second level shows sales by Sales Person Initials.

As you work through the report wizard, you will be asked if you want any grouping levels. The wizard will group by the priority you choose. For example: while using the report wizard the field Month was chosen first, then after that the field Sales Person Initials was chosen. This order of choice determined that sales totals would appear first by Month, then by Sales Person Initials.

 
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2. How do I get to design view of my report?
    

Find the "carpenters square" on your toolbar. Then click this tool, you will find yourself in design mode.

 
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3. How do I change font and other letter formatting?
    

The formatting toolbar for report design mode is very much the same as the formatting tools in Microsoft Word. Although the tools look and work the same there is one difference you need to be aware of. 

  • In Microsoft Word one selects the text one wishes to format and then proceeds to use the font, bold, italic, and color tools.
  • In Microsoft Access report design mode the user must select the label, or text box, and then proceed to use the formatting tools. See the above diagram for an example:
    • The label box Employee Sales is selected. Notice the black squares at all corners of the label box and black squares at top and bottom center.
    • Settings for the Employee Sales label box are as follows:
      • Font: Times New Roman
      • Size: 20
      • Bold
      • Italicized
      • Color: Blue
    • Once you have selected any text or label box on your report, simply use the formatting tools as you would in Microsoft Word.
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    4. How do I create Avery mailing labels in Access?
        
    To create Avery labels in Microsoft Access follow these directions.

    • Open your database and go to the database window. The database window will come to the front by hitting the F11 Function key on your keyboard.

    • Choose the ?report? tab.

    • Click ?New?, a ?New Report? dialog box will appear.

    • Choose ?Label Wizard? Just above the ?OK? and ?Cancel? buttons is an empty box with this language next to it. ?Choose the table or query where the object?s data comes from?.

    • Click the arrow on the right of the box a list of tables and queries will appear. Select a query or table, then click OK.

    • The ?Label Wizard? will appear. Scroll through and find the ?Avery number? you want to use, then click ?Next?.

    • You will be asked to choose a font, then click ?Next?.

    • The wizard allows you to add fields to a label template. Just click on a field name in the left box, then click the ?>? between the two boxes. This will send the field you chose over to the template. To go to a new line hit the ?Enter? key. Use the space bar to add spaces between words. After putting all fields you want on the label click ?Next?

    • Now you can choose the fields you want to ?sort? by. If you want your labels to sort in zip code order, click your [zipcode] field in the left hand box and click the ?>? between boxes. This will send the [Zipcode] field to the right. You can sort labels by more than one field. After choosing a sort order click ?Next?

    • Now name your labels and click the ?Finish? button. Your labels should be done.
     
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    5. How do I create customized mailing labels in Access?
        
    In Microsoft Access you will use the report wizard. When creating custom labels you will need a ruler, because the wizard will ask you for the following measurements.

    • Top Margin

    • Side Margins

    • Vertical Pitch

    • Label Height

    • Label Width

    • Number of Labels across

    • Number of Labels down

    To create custom labels open your Microsoft Access Database, click the "F11" function key. This will bring your database window forward.

    • Now click the "Report" tab
    • Click ?New?, a ?New Report? dialog box will appear.

    • Choose ?Label Wizard?
    • After arriving opening the label wizard, instead of choosing an Avery number as directed above, click the ?customize? button.

       
    • This will bring up a new dialog box called ?New Label Size?. You will have to name your new label here. Click the ?New? button.

    • Now the ?New Label? dialog box will appear. Type in the name of your custom labels here. Then type in all the measurements asked for. There are data entry boxes next to double pronged arrows in the label template. The double pronged arrows show which measurements the wizard wants. The data entry boxes will have 0.00s in them. This is where you type the measurements.

    • After you have typed in all measurements, click ?OK?. You?ll end up back at the ?New Label Size? dialog box. Make sure your custom label is highlighted and click ?Close?.

    • Now you are back at the regular ?Label Wizard?, make sure your custom label is highlighted, click ?Next? and proceed through the wizard as instructed above.
     
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