Sorting & Grouping Question

[Lindsay]

I'm sure this is simple, but can't think how to do this. I have a report
that prints out a list of student names, student id's and awards. There are
multiple
records (students) with the same last name, but they are in fact different
contacts. When I group by last name, the report of course puts the detail
information for the all the records with the same last name together, rather
than as separate contacts. When I group on the ID field it separates each
record, but then sorts by ID and not by last name. How can I group
the students by ID, but sort them by Last Name? I don't want them sirted by
ID and then by last name- only last name.

Thanks in advance!

 

[Marshall Barton]

I'm sure this is simple, but can't think how to do this. I have a report
that prints out a list of student names, student id's and awards. There are
multiple
records (students) with the same last name, but they are in fact different
contacts. When I group by last name, the report of course puts the detail
information for the all the records with the same last name together, rather
than as separate contacts. When I group on the ID field it separates each
record, but then sorts by ID and not by last name. How can I group
the students by ID, but sort them by Last Name? I don't want them sirted by
ID and then by last name- only last name.

You can use two sort levels:

Last Name (no header/footer)
ID (with group header/footer)

 

[Lindsay]

Marshall-

Thank you- this is much better. However, with just the sort on last name,
people are listed twice. Is there anything I can do to list the name only
once if there are students with multiple awards (records)?

Lindsay

 

[Marshall Barton]

You should put the people data (name, address, etc) in the
ID group header section.

 

[Klatuu]

You can use the Last Name and First name in one group by using an = and
concatenting the fields:

=[LastName] & [FirstName]

That will create a group for each individual sorted by last name then by
first name, so Alfonso Smith would be before Zelda Smith who would be after
Quincy Smith, and.... oh, well, you get it.

 

[Lindsay]

Thank you both for your help- I think I've got it now.

You can use the Last Name and First name in one group by using an = and
concatenting the fields:

=[LastName] & [FirstName]

That will create a group for each individual sorted by last name then by
first name, so Alfonso Smith would be before Zelda Smith who would be after
Quincy Smith, and.... oh, well, you get it.

--
Dave Hargis, Microsoft Access MVP

Marshall-

Thank you- this is much better. However, with just the sort on last name,
people are listed twice. Is there anything I can do to list the name only
once if there are students with multiple awards (records)?

Lindsay

 

[Marshall Barton]

You can use the Last Name and First name in one group by using an = and
concatenting the fields:

=[LastName] & [FirstName]

That will create a group for each individual sorted by last name then by
first name, so Alfonso Smith would be before Zelda Smith who would be after
Quincy Smith, and.... oh, well, you get it.

I think grouping on the ID field would take care of that as
well as separating two people named John Smith.