my report ignores my sort criteria

[Guest]

I have a database for a nonprofit organization. I want a report that shows
only volunteers, the year they contributed, their full name and home address.
The database is set up with all this pertinent information. When I create my
report using the report wizard I get extra information(example Board
members, Churches..). Can you please help me.? Also can I sort using two of
the above fields in the same report??

Thank you for your assistance,
Confused

 

[Rick B]

Open the report in design view and remove the extra fields. Not sure why the wizard would have added them unless you told it to do so. I've never had it add extra data in my reports.



While in design-view you can click the "grouping and sorting" button on the toolbar and enter one or more sorting options.

 

[BruceM]

Remove from the report any controls bound to fields you do not want
displayed.
You have not mentioned what sort criteria you are using or how you are
attempting to apply it, so it is not possible to comment on why it is not
working as expected. The best way to sort a report is usually to open the
report in design view, then click View > Sorting and Grouping. Select the
sort fields in the order you want them applied.

 

[Guest]

Thank you Bruce M. I shall try this today. What I am trying to do is pull a
report that lists by Volunteer name then by the year that they contributed. I
also have requested their home address by this is not a sort criteria. In our
database under the heading Membership you have choices of volunteer,
individual,community, church, board. I want only volunteers in this report
then later in the month I shall need individual. When specifying for ex
Volunteer, I do get volunteer but I also get some but not all of the choices
under that heading. I hope that I have explained better. Thanks,Grateful

 

[BruceM]

Grouping is the other part of that Sorting and Grouping dialog. You can
group by name, then sort by date. Group by name by adding a group header or
footer. A likely choice is to add a group header containing the name. You
can put each name on its own page, or keep a running list.
You may do well to base the report on a query. Make a query from the table,
adding all of the fields you need, and creating new fields as suits you.
For instance, you can combine FirstName and LastName into a single query
field. In the query design grid, click at the top of a blank column and
add:
FullName: [FirstName] & " " & [LastName]
You can select only those individuals who are volunteer, community, etc. as
the basis for your report. How are you storing that information? Can
somebody be in two or more categories? I'm not sure what you mean by "When
specifying for ex Volunteer, I do get volunteer but I also get some but not
all of the choices under that heading". How are you specifying Volunteer?
Do you mean that not all Volunteers are showing up on the list?

 

[Guest]

Dear BruceM, thanks again for the help. What I have done is create a query
from the master table specifying name, address, years they donated ,
membership type and the contact person and this query is sorted by Contact
person which works just fine. But when I go to the reports selection to print
labels using the label wizard and the query table that I created as my source
of information I am picking up other membership types for example (board
members, advisory ,which I had not specified in the Query) I wanted the
individuals or volunteers. Also the labels are not printing in the order of
the contact person (in the label wizard I used contact person and last name
as a sort for printing). The information is our Master Table and I create and
save these Query and reports in access for future information. Hope this
explains it better. Thanks again would appreciate more help, I think the
problem is a sorting issue and I have no training on access so it is a little
difficult to figure things out without a book also. Thanks again and have a
nice weekend, hope you can point me in the right direction. Grateful

Grouping is the other part of that Sorting and Grouping dialog. You can
group by name, then sort by date. Group by name by adding a group header or
footer. A likely choice is to add a group header containing the name. You
can put each name on its own page, or keep a running list.
You may do well to base the report on a query. Make a query from the table,
adding all of the fields you need, and creating new fields as suits you.
For instance, you can combine FirstName and LastName into a single query
field. In the query design grid, click at the top of a blank column and
add:
FullName: [FirstName] & " " & [LastName]
You can select only those individuals who are volunteer, community, etc. as
the basis for your report. How are you storing that information? Can
somebody be in two or more categories? I'm not sure what you mean by "When
specifying for ex Volunteer, I do get volunteer but I also get some but not
all of the choices under that heading". How are you specifying Volunteer?
Do you mean that not all Volunteers are showing up on the list?

Thank you Bruce M. I shall try this today. What I am trying to do is pull
a
report that lists by Volunteer name then by the year that they
contributed. I
also have requested their home address by this is not a sort criteria. In
our
database under the heading Membership you have choices of volunteer,
individual,community, church, board. I want only volunteers in this report
then later in the month I shall need individual. When specifying for ex
Volunteer, I do get volunteer but I also get some but not all of the
choices
under that heading. I hope that I have explained better. Thanks,Grateful

 

[BruceM]

I have not used the label wizard, so cannot really comment on it, especially
since I don't know in what order the labels are sorted. You can modify
something created by a wizard, so go ahead and check the Sorting and
Grouping dialog. Contact Person should be first, followed by LastName,
FirstName, and whatever else you need. Also, try File > Page Setup. Click
the Columns tab and choose Down, Then Across or Across, Then Down as needed.
To limit membership types you could add something like the following to the
Criteria row in the query design view: [Membership Type]. This will prompt
you for the membership type when you open a report based on the query.
Just need to mention that you save query, form, and report designs, but
tables are the only place where data are saved.

Dear BruceM, thanks again for the help. What I have done is create a query
from the master table specifying name, address, years they donated ,
membership type and the contact person and this query is sorted by Contact
person which works just fine. But when I go to the reports selection to
print
labels using the label wizard and the query table that I created as my
source
of information I am picking up other membership types for example (board
members, advisory ,which I had not specified in the Query) I wanted the
individuals or volunteers. Also the labels are not printing in the order
of
the contact person (in the label wizard I used contact person and last
name
as a sort for printing). The information is our Master Table and I create
and
save these Query and reports in access for future information. Hope this
explains it better. Thanks again would appreciate more help, I think the
problem is a sorting issue and I have no training on access so it is a
little
difficult to figure things out without a book also. Thanks again and have
a
nice weekend, hope you can point me in the right direction. Grateful

Grouping is the other part of that Sorting and Grouping dialog. You can
group by name, then sort by date. Group by name by adding a group header
or
footer. A likely choice is to add a group header containing the name.
You
can put each name on its own page, or keep a running list.
You may do well to base the report on a query. Make a query from the
table,
adding all of the fields you need, and creating new fields as suits you.
For instance, you can combine FirstName and LastName into a single query
field. In the query design grid, click at the top of a blank column and
add:
FullName: [FirstName] & " " & [LastName]
You can select only those individuals who are volunteer, community, etc.
as
the basis for your report. How are you storing that information? Can
somebody be in two or more categories? I'm not sure what you mean by
"When
specifying for ex Volunteer, I do get volunteer but I also get some but
not
all of the choices under that heading". How are you specifying
Volunteer?
Do you mean that not all Volunteers are showing up on the list?

Thank you Bruce M. I shall try this today. What I am trying to do is
pull
a
report that lists by Volunteer name then by the year that they
contributed. I
also have requested their home address by this is not a sort criteria.
In
our
database under the heading Membership you have choices of volunteer,
individual,community, church, board. I want only volunteers in this
report
then later in the month I shall need individual. When specifying for ex
Volunteer, I do get volunteer but I also get some but not all of the
choices
under that heading. I hope that I have explained better.
Thanks,Grateful

:

Remove from the report any controls bound to fields you do not want
displayed.
You have not mentioned what sort criteria you are using or how you are
attempting to apply it, so it is not possible to comment on why it is
not
working as expected. The best way to sort a report is usually to open
the
report in design view, then click View > Sorting and Grouping. Select
the
sort fields in the order you want them applied.

I have a database for a nonprofit organization. I want a report that
shows
only volunteers, the year they contributed, their full name and home
address.
The database is set up with all this pertinent information. When I
create
my
report using the report wizard I get extra information(example
Board
members, Churches..). Can you please help me.? Also can I sort using
two
of
the above fields in the same report??

Thank you for your assistance,
Confused

 

[Guest]

Dear Bruce M.
Thanks again and this worked just fine. I also wanted to add that I use the
label wizard all the time and it is great and very simple to use,
instructions are simple, direct and you can view or cancel at any step. Hope
that you have a great day. Grateful

I have not used the label wizard, so cannot really comment on it, especially
since I don't know in what order the labels are sorted. You can modify
something created by a wizard, so go ahead and check the Sorting and
Grouping dialog. Contact Person should be first, followed by LastName,
FirstName, and whatever else you need. Also, try File > Page Setup. Click
the Columns tab and choose Down, Then Across or Across, Then Down as needed.
To limit membership types you could add something like the following to the
Criteria row in the query design view: [Membership Type]. This will prompt
you for the membership type when you open a report based on the query.
Just need to mention that you save query, form, and report designs, but
tables are the only place where data are saved.

Dear BruceM, thanks again for the help. What I have done is create a query
from the master table specifying name, address, years they donated ,
membership type and the contact person and this query is sorted by Contact
person which works just fine. But when I go to the reports selection to
print
labels using the label wizard and the query table that I created as my
source
of information I am picking up other membership types for example (board
members, advisory ,which I had not specified in the Query) I wanted the
individuals or volunteers. Also the labels are not printing in the order
of
the contact person (in the label wizard I used contact person and last
name
as a sort for printing). The information is our Master Table and I create
and
save these Query and reports in access for future information. Hope this
explains it better. Thanks again would appreciate more help, I think the
problem is a sorting issue and I have no training on access so it is a
little
difficult to figure things out without a book also. Thanks again and have
a
nice weekend, hope you can point me in the right direction. Grateful

Grouping is the other part of that Sorting and Grouping dialog. You can
group by name, then sort by date. Group by name by adding a group header
or
footer. A likely choice is to add a group header containing the name.
You
can put each name on its own page, or keep a running list.
You may do well to base the report on a query. Make a query from the
table,
adding all of the fields you need, and creating new fields as suits you.
For instance, you can combine FirstName and LastName into a single query
field. In the query design grid, click at the top of a blank column and
add:
FullName: [FirstName] & " " & [LastName]
You can select only those individuals who are volunteer, community, etc.
as
the basis for your report. How are you storing that information? Can
somebody be in two or more categories? I'm not sure what you mean by
"When
specifying for ex Volunteer, I do get volunteer but I also get some but
not
all of the choices under that heading". How are you specifying
Volunteer?
Do you mean that not all Volunteers are showing up on the list?

Thank you Bruce M. I shall try this today. What I am trying to do is
pull
a
report that lists by Volunteer name then by the year that they
contributed. I
also have requested their home address by this is not a sort criteria.
In
our
database under the heading Membership you have choices of volunteer,
individual,community, church, board. I want only volunteers in this
report
then later in the month I shall need individual. When specifying for ex
Volunteer, I do get volunteer but I also get some but not all of the
choices
under that heading. I hope that I have explained better.
Thanks,Grateful

:

Remove from the report any controls bound to fields you do not want
displayed.
You have not mentioned what sort criteria you are using or how you are
attempting to apply it, so it is not possible to comment on why it is
not
working as expected. The best way to sort a report is usually to open
the
report in design view, then click View > Sorting and Grouping. Select
the
sort fields in the order you want them applied.

I have a database for a nonprofit organization. I want a report that
shows
only volunteers, the year they contributed, their full name and home
address.
The database is set up with all this pertinent information. When I
create
my
report using the report wizard I get extra information(example
Board
members, Churches..). Can you please help me.? Also can I sort using
two
of
the above fields in the same report??

Thank you for your assistance,
Confused

 

[BruceM]

That's good to know about the wizard, in case I need to set up something
some day. Glad to know the project is working out OK.

Dear Bruce M.
Thanks again and this worked just fine. I also wanted to add that I use
the
label wizard all the time and it is great and very simple to use,
instructions are simple, direct and you can view or cancel at any step.
Hope
that you have a great day. Grateful

I have not used the label wizard, so cannot really comment on it,
especially
since I don't know in what order the labels are sorted. You can modify
something created by a wizard, so go ahead and check the Sorting and
Grouping dialog. Contact Person should be first, followed by LastName,
FirstName, and whatever else you need. Also, try File > Page Setup.
Click
the Columns tab and choose Down, Then Across or Across, Then Down as
needed.
To limit membership types you could add something like the following to
the
Criteria row in the query design view: [Membership Type]. This will
prompt
you for the membership type when you open a report based on the query.
Just need to mention that you save query, form, and report designs, but
tables are the only place where data are saved.

Dear BruceM, thanks again for the help. What I have done is create a
query
from the master table specifying name, address, years they donated ,
membership type and the contact person and this query is sorted by
Contact
person which works just fine. But when I go to the reports selection to
print
labels using the label wizard and the query table that I created as my
source
of information I am picking up other membership types for example
(board
members, advisory ,which I had not specified in the Query) I wanted the
individuals or volunteers. Also the labels are not printing in the
order
of
the contact person (in the label wizard I used contact person and last
name
as a sort for printing). The information is our Master Table and I
create
and
save these Query and reports in access for future information. Hope
this
explains it better. Thanks again would appreciate more help, I think
the
problem is a sorting issue and I have no training on access so it is a
little
difficult to figure things out without a book also. Thanks again and
have
a
nice weekend, hope you can point me in the right direction. Grateful

:

Grouping is the other part of that Sorting and Grouping dialog. You
can
group by name, then sort by date. Group by name by adding a group
header
or
footer. A likely choice is to add a group header containing the name.
You
can put each name on its own page, or keep a running list.
You may do well to base the report on a query. Make a query from the
table,
adding all of the fields you need, and creating new fields as suits
you.
For instance, you can combine FirstName and LastName into a single
query
field. In the query design grid, click at the top of a blank column
and
add:
FullName: [FirstName] & " " & [LastName]
You can select only those individuals who are volunteer, community,
etc.
as
the basis for your report. How are you storing that information? Can
somebody be in two or more categories? I'm not sure what you mean by
"When
specifying for ex Volunteer, I do get volunteer but I also get some
but
not
all of the choices under that heading". How are you specifying
Volunteer?
Do you mean that not all Volunteers are showing up on the list?

Thank you Bruce M. I shall try this today. What I am trying to do is
pull
a
report that lists by Volunteer name then by the year that they
contributed. I
also have requested their home address by this is not a sort
criteria.
In
our
database under the heading Membership you have choices of volunteer,
individual,community, church, board. I want only volunteers in this
report
then later in the month I shall need individual. When specifying for
ex
Volunteer, I do get volunteer but I also get some but not all of the
choices
under that heading. I hope that I have explained better.
Thanks,Grateful

:

Remove from the report any controls bound to fields you do not want
displayed.
You have not mentioned what sort criteria you are using or how you
are
attempting to apply it, so it is not possible to comment on why it
is
not
working as expected. The best way to sort a report is usually to
open
the
report in design view, then click View > Sorting and Grouping.
Select
the
sort fields in the order you want them applied.

I have a database for a nonprofit organization. I want a report
that
shows
only volunteers, the year they contributed, their full name and
home
address.
The database is set up with all this pertinent information. When
I
create
my
report using the report wizard I get extra information(example
Board
members, Churches..). Can you please help me.? Also can I sort
using
two
of
the above fields in the same report??

Thank you for your assistance,
Confused