Report Setup

[bfence]

Hi! I'm trying to create an Access report that looks much like a mail
merge. I've got a letter that needs to go to school districts (one
letter per district) that lists the schools in the district. The
report will also contain mailing data - district name, administrator
name, and address - while later in the letter it will list the county
the district is in, the school district and the respective schools.
I'm having trouble getting the sorting right so that I only get one
letter per district regardless of the number of schools in the
district. Any thoughts?

Thanks,
Betsy

 

[John W. Vinson]

Hi! I'm trying to create an Access report that looks much like a mail
merge. I've got a letter that needs to go to school districts (one
letter per district) that lists the schools in the district. The
report will also contain mailing data - district name, administrator
name, and address - while later in the letter it will list the county
the district is in, the school district and the respective schools.
I'm having trouble getting the sorting right so that I only get one
letter per district regardless of the number of schools in the
district. Any thoughts?

Thanks,
Betsy

Not without knowing a lot more about the nature of the problem.

What's the Recordsource for the report? Please post the SQL.

What is in the Report's Sorting and Grouping dialog?

Where (which Grouping level's header) are you putting the data in the Report?

John W. Vinson [MVP]

 

[Larry Daugherty]

Lotsa' them. First and foremost being that it would be a good idea
for you to tell us what paths toward a solution you've investigated
and how you've found them to be less than satisfactory.

HTH

 

[bfence]

Not without knowing a lot more about the nature of the problem.

What's the Recordsource for the report? Please post the SQL.

What is in the Report's Sorting and Grouping dialog?

Where (which Grouping level's header) are you putting the data in the Report?

John W. Vinson [MVP]

Here's the select query's SQL:
SELECT [Schools 8-26-05].[County Name], [Schools 8-26-05].[Facility
Name], [Schools 8-26-05].Administrator, [Schools 8-26-05].Address,
[Schools 8-26-05].City, [Schools 8-26-05].[Zip Code], [Schools
8-26-05].Telephone, [Pub Distr 8-26-05].[Facility Name], [Pub Distr
8-26-05].Administrator, [Pub Distr 8-26-05].Address, [Pub Distr
8-26-05].City, [Pub Distr 8-26-05].[Zip Code], [Pub Distr
8-26-05].Telephone
FROM ([Pub Distr 8-26-05] INNER JOIN [Schools 8-26-05] ON [Pub Distr
8-26-05].[Region-2 County-3 District-4] = [Schools 8-26-05].[Region-2
County-3 District-4]) INNER JOIN tblSiteMaster ON ([Schools
8-26-05].School = tblSiteMaster.RCDS) AND ([Schools 8-26-05].[Region-2
County-3 District-4] = tblSiteMaster.NewRCDS);


I've tried this query, I've tried using a MakeTable query too.

As for the Sorting and Grouping, I tried Grouping on Pub Distr
8-26-05.Facility Name and I also tried doing the same on Schools
8-26-05.Facility Name. After setting up the grouping, I tried putting
the relevant data fields in the respective grouping sections but
couldn't get it to work.

I appreciate your help! Thanks!