Downsizing database

[Guest]

I have recently created a database and have been running reports off queries
created so as to print off required information - for the purpose of
Personnel files.

I cannot print the form view of my database so find the reports the best way.

However my manager has now asked me if it could be possible to downsize the
amount of pages that these reports print off -

* can I simply alter the form view of my database - by downsizing the content
* or do I need to alter the design of the reports I am creating

Either way - but as I am slightly still new to access I wanted to make sure
there isn't something I've missed.

 

[BruceM]

Reports are the best way of printing from Access, so you found the best
practice.
If you are going to reduce the number of pages you will need some
combination of reduced information and compact format. Without knowing more
about your project it is not really possible to suggest anything specific.
Is there redundant or unneeded information? Is the information scattered
around the page so that there is wasted space? Is each record printed on
its own page?
Did you use the report wizard to create the report? The wizard makes some
default "choices" that are not appropriate to every project.

 

[Guest]

I did use the wizard, at the moment I am trying to modify a report - making
the fields smaller etc but it is very very time consuming!!

My database is for HR purposes and records all relevant personnel details.

I'll try to create a new one in design then...

 

[Jeff Boyce]

If the printed-out size of the reports is too large, modify the report to
"pack" the data closer together (or use a smaller font, or ...).

--
Regards

Jeff Boyce
www.InformationFutures.net

Microsoft Office/Access MVP


Microsoft IT Academy Program Mentor
http://microsoftitacademy.com/

 

[BruceM]

If the report created by the wizard is close you can modify it rather than
creating a new report from scratch. Is the request to modify the reports
accompanied by any suggestion as to what choices should be made? You say
you need all the data, but on the other hand it does not fit, or takes up
too much room, or something.
Getting some terminology straightened out may help you communicate future
questions, and understand the responses. Tables contain fields. So do
queries based on the tables. Forms and reports contain controls, which is
the general name for pretty much anything you can see on a form or report:
text boxes, labels, lines, and so forth. Some controls such as text boxes,
combo boxes (forms only), check boxes, and a few others may be bound, which
is to say the control is linked to a record in the form's or report's
underlying table or query (the Record Source).
From another angle, a bound form or report is associated with a table or
query (the Record Source). Controls on the form or report may be associated
with fields in the Record Source. Such controls are said to be bound; the
field to which they are bound is the Control Source.
You can change the size of controls, or change the formatting so that they
use a smaller font. You can drag controls around so that they are next to
each other rather than one above the other, and so forth.

Since you are relatively new to Access, here is a link to some basic
information that may help you understand Access better:
http://allenbrowne.com/tips.html
Check out the Tips for Casual Users, particularly the Table Design to start.
Also, there is a "Links" link on the right side of the page with links to
more sites, tutorials, etc.
Allen Browne is one of several people who make such information and
instruction freely available. As you browse through the links and the
newsgroup postings you will no doubt find other sources of information.

If you have a specific question about your report design, post again with as
much detail as is needed to describe clearly what you wish to accomplish.
A general question can only elicit very general responses.