Need help setting up multiple columns in landscape report

[creolejazz]

Hi. I'm looking for help on how to lay out a report containing data about
classes at a school and would like it to look like this...

http://www.south-haven.org/classroomexample

I've got a table containing these fields:

- Grade (there are seven grades -- Kindergarten, 1st, 2nd, 3rd, 4th, 5th, &
6th)
- Classroom # (there are ten classrooms for each grade)
- Teacher (there are two teachers in each classroom)
- Student (there are ten students in each classroom)

I need to print a seven-page report on 11x17" paper, landscape orientation.
The first page should show all ten Kindergarten classes, their classroom #s,
their teachers, and their students in ten "columns". The second page would
show all the 1st grade data in ten columns. The third page would have all ten
2nd grade classroom data in columns, etc.

I would like each page to display ten (one for each class in that grade)
columns, each column showing:

Grade, then under that...
Classroom #, then under that...
The two teachers in that room, then under that...
The ten students in that room.

....so that there are ten short columns displaying the data for the ten
classes in that grade. On the first page, the tops of all ten "columns" would
read, "Kindergarten". The tops of all ten on the second page would read, "1st
grade", etc.

Ideally, there would be five classes on a top row of the page and the other
five directly under them forming a second row of classes as indicated on this
page:

http://www.south-haven.org/classroomexample

I am using Access 2007 and have learned the basics of queries, reports, etc.
but I need some help setting up this report in the this format.

Can anyone tell me how to go about laying out my report so that it looks
similar to this? Any help appreciated. Thanks.

 

[Marshall Barton]

Hi. I'm looking for help on how to lay out a report containing data about
classes at a school and would like it to look like this...

http://www.south-haven.org/classroomexample

I've got a table containing these fields:

- Grade (there are seven grades -- Kindergarten, 1st, 2nd, 3rd, 4th, 5th, &
6th)
- Classroom # (there are ten classrooms for each grade)
- Teacher (there are two teachers in each classroom)
- Student (there are ten students in each classroom)

I need to print a seven-page report on 11x17" paper, landscape orientation.
The first page should show all ten Kindergarten classes, their classroom #s,
their teachers, and their students in ten "columns". The second page would
show all the 1st grade data in ten columns. The third page would have all ten
2nd grade classroom data in columns, etc.

I would like each page to display ten (one for each class in that grade)
columns, each column showing:

Grade, then under that...
Classroom #, then under that...
The two teachers in that room, then under that...
The ten students in that room.

...so that there are ten short columns displaying the data for the ten
classes in that grade. On the first page, the tops of all ten "columns" would
read, "Kindergarten". The tops of all ten on the second page would read, "1st
grade", etc.

Ideally, there would be five classes on a top row of the page and the other
five directly under them forming a second row of classes as indicated on this
page:

http://www.south-haven.org/classroomexample

I am using Access 2007 and have learned the basics of queries, reports, etc.
but I need some help setting up this report in the this format.

Try using this kind of arrangement:

Create a query to retrieve one record for each
grade/student/class/teacher combination. Use this query as
the record source for the report.

In the report, use Sorting and Grouping to create a group
with header for the grade field. Make this group header
section invisible and set its ForceNewPage property to
Before Section.

Create another group with header for the class field.
Specify Whole Group in the **group** KeepTogether property.
Set this group header section's NewRowOrColumn property to
Before Section. Place the grade, class and teacher text
boxes in the class group header (one above the other) and
put the student text box in the detail section. Be sure to
adjust the report width to about 2 inches.

Use the File - Page Setup menu item to specify the paper
size, landscape, 5 columns and Across then Down snaking.

 

[creolejazz]

Thanks, Marsh. Your reply gives me encouragement that "it can be done". I
need a little clarification on your first paragraph. What do you mean by,
"Create a query to retrieve one record for each grade/student/class/teacher
combination."?

Thanks.

 

[Marshall Barton]

After reviewing your original question, I see that your
table already has all the needed fields, so you should be
able to use it instead of a query. The reason I made the
knee jerk suggestion to create a query is that it is very
common for this kind of data to be normalized into several
tables.

 

[creolejazz]

OK, thanks. I will dive and and try this and let you know how it goes. (Or
plead for more help, as the case may be.) I appreciate your assistance, Marsh.

Dave

After reviewing your original question, I see that your
table already has all the needed fields, so you should be
able to use it instead of a query. The reason I made the
knee jerk suggestion to create a query is that it is very
common for this kind of data to be normalized into several
tables.
--
Marsh
MVP [MS Access]

Thanks, Marsh. Your reply gives me encouragement that "it can be done". I
need a little clarification on your first paragraph. What do you mean by,
"Create a query to retrieve one record for each grade/student/class/teacher
combination."?

 

[Marshall Barton]

Go for it, but maybe you should jump in with both feet
instead of diving in. The water is a little shallow here
and I wouldn't want you to hurt yourself by being too
enthusiastic ;-)

 

[creolejazz]

Hey, Marsh. Next question: In my report design view, I'm trying to put my
"grade, class, and teacher text boxes" one above the other as you suggested.
But they seem to be locked together in a horizontal row. How to I unlock them
to free them up so I can place them where I want to (in a vertical
configuration)? Thanks.

Go for it, but maybe you should jump in with both feet
instead of diving in. The water is a little shallow here
and I wouldn't want you to hurt yourself by being too
enthusiastic ;-)
--
Marsh
MVP [MS Access]

OK, thanks. I will dive and and try this and let you know how it goes. (Or
plead for more help, as the case may be.) I appreciate your assistance, Marsh.

 

[Marshall Barton]

Hey, Marsh. Next question: In my report design view, I'm trying to put my
"grade, class, and teacher text boxes" one above the other as you suggested.
But they seem to be locked together in a horizontal row. How to I unlock them
to free them up so I can place them where I want to (in a vertical
configuration)?

Text boxes are not "tied" to one another. They may appear
to be tied together if you drag a selection box over several
of them.

(Note that a label is often attached to a text box.)

To move a text box just put the cursor over a text box and
drag it to where you want it. If the detail section isn't
tall enough for you to drop the control where you want it,
drag the section's bottom edge down a ways first.

An alternative is to set a text box's Top and Left
properties to the exact position you want.