Works FAQ: Database Reporting Questions (141997)

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1. 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. Use the Summary tab of the ReportCreator dialog box to specify your summary statistics.
   
   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

2. 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 filter to show only those records which match criteria you specify.
   • Hide unwanted records using the Hide Record command from the Record menu.
   • Hide the records you want then use the Show Hidden Records command from the Record menu.
   • Mark specific records by putting check marks in the boxes next to the record number in List view. Then, on the Record menu, select Show Marked Records.
   
   
   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

3. 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 Sorting tab of the ReportCreator, select the field you want to group.
   2. On the Grouping tab of the ReportCreator, select When Contents Change. Select any other grouping options you want.
   3. Finish creating the report. You can select other options on other tabs of the ReportCreator, or you can click Done to go to the report definition.NOTE: These commands can also be accessed after creating the report. On the Tools menu of the report definition screen select Report Sorting or Report Grouping.
4. Q. In a report, how do I print each group on a separate page?
   
   A. To specify groups to print on a separate page, do the following:
   
   
   1. Start ReportCreator.
   2. On the Grouping tab, select Start Each Group On A New Page.
5. 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.
6. 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 New.
   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.