KB154508 - Works 3.0 FAQ: Database Reporting Questions

Article ID: 154508

Article Last Modified on 9/25/2003

APPLIES TO

Microsoft Works 3.0 Standard Edition
Microsoft Works 3.0a
Microsoft Works 3.0b

This article was previously published under Q154508

SUMMARY

This article provides answers to frequently asked Works Database reporting questions.

MORE INFORMATION

Q. How do I add Summary calculations to a database report?

A. You can use summary statistics in your database report to perform calculations such as finding the number of records included in the report, or finding the sum of a field.

You should specify the summary statistics in the Report Statistics dialog box when you create the report.

For more information about using summary statistics in a database report, please see the following article in the Microsoft Knowledge Base:
77606 Performing Summary Calculations in Works Database Report
Q. How do I print only selected records from a report?

A. If you have many records in your database, you may only want some of them to appear when you print the report. To select specific records to print, you can use one of the following methods:
- Perform a query to show only those records which match criteria you specify.
- Hide unwanted records using the Hide Record command from the View menu.
- Hide the records you want then use the Switch Hidden Records command from the View menu.
For more information about printing specific records in a database report, please see the following article in the Microsoft Knowledge Base:
93047 Works: Printing Only Selected Records from a Database
Q. How do I group my records together in a report? For example, how do I group them by state or company division?

A. When you produce a database report, it may be useful to group all related records into a certain category. For example, you may want to group all records from the month of January, or all records from Washington state. To do this, follow the steps below:
1. On the Tools menu, while you are at the report definition window, click Sort Records.
2. Select the field you want to group. Place a check in the Break box.
3. Click OK.
4. If Works inserts summary statistics for the groups that you don't want, you can remove them by selecting them and pressing DELETE.
Q. In a report, how do I print each group on a separate page?

A. To correctly print each group on a separate page, you need to add a Summ(fieldname) row and place the page break on that row, following these steps:
1. On the Insert menu, click Row/Column.
2. Select the Summ(fieldname) row type, and then click OK.
3. Click your mouse on the second Summ(fieldname) row.
4. On the Insert menu, click Page Break.
Q. How do I print gridlines in my database report?

A. Unlike List view, Report view does not include a menu option for printing gridlines. To print gridlines in the report, do the following:
1. Select the rows and columns in the database report definition screen.
2. On the Format menu, click Border.
3. Click Top, Bottom, Left, and Right, and then click OK.
Q. How do I print my data in side-by-side columns in a report?

A. The database report only prints data from a single record on a line, or record row in the report. To print the data in adjacent columns, you need to copy the data into either the Word Processor or the spreadsheet.

If you copy data into the word processor, you can then give the word processor file a multiple-column format and organize your data in multiple columns. To do this, you may need to format some of the data. If you bring it into the spreadsheet, you can manipulate the data in the spreadsheet cells as you would with other data.

To move the data from the database report, do the following:
1. On the Edit menu of the report definition screen, click Copy Report Output.
2. On the File menu, click Create New File.
3. Select either a new word processor or a new spreadsheet document.
4. On the Edit menu, click Paste.
The data is now copied into the new document and can be manipulated or reformatted as needed.

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