Print labels from 1975 grad year forward

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Guest

I have an alumni database and want to create address labels for 1975
graduates going forward. How do I pull just those specific dates? I have a
column of data containing graduate year.

Thanks.
 
I have an alumni database and want to create address labels for 1975
graduates going forward. How do I pull just those specific dates? I have a
column of data containing graduate year.

Thanks.

Use a criterion
= [Enter graduate year:]

on the query.

John W. Vinson [MVP]
 
Since I am a new user I may not totally understand your reply, but I don't
want to have to put in EACH graduate year from 1975 through 2007. I want the
program to do that work for me. Isn't there a way for me to stipulate
STARTING with grad year 1975, but then have the program find the years AFTER
that also?

John W. Vinson said:
I have an alumni database and want to create address labels for 1975
graduates going forward. How do I pull just those specific dates? I have a
column of data containing graduate year.

Thanks.

Use a criterion
= [Enter graduate year:]

on the query.

John W. Vinson [MVP]
 
Since I am a new user I may not totally understand your reply, but I don't
want to have to put in EACH graduate year from 1975 through 2007. I want the
program to do that work for me. Isn't there a way for me to stipulate
STARTING with grad year 1975, but then have the program find the years AFTER
that also?

Did you try my suggestion?

That's exactly what it does. The criteron was
= [Enter start year:]

The "greater than or equal" operator >= will return 1975, 1976, 1999, 3125...
any year greater than or equal to the year that is typed in response to the
prompt.

John W. Vinson [MVP]
 
I tried what you stated in SQL Statement: Query Builder. I used the
following:
Field: Graduating Class Year
Table: Contacts
Sort: Ascending
Show: checked
Criteria: >=[1976]

When I try to RUN this it keeps popping up with:
Enter Parameter Value
1976
and then the cursor blinks in an empty box.

What am I doing wrong?

John W. Vinson said:
Since I am a new user I may not totally understand your reply, but I don't
want to have to put in EACH graduate year from 1975 through 2007. I want the
program to do that work for me. Isn't there a way for me to stipulate
STARTING with grad year 1975, but then have the program find the years AFTER
that also?

Did you try my suggestion?

That's exactly what it does. The criteron was
= [Enter start year:]

The "greater than or equal" operator >= will return 1975, 1976, 1999, 3125...
any year greater than or equal to the year that is typed in response to the
prompt.

John W. Vinson [MVP]
 
Now I see what I did wrong. I put in the EXACT wording and, when prompted, I
put in 1976. But, all the report gave me was the column GRADUATING CLASS
YEAR with the years 1976 (listed many times...as many contacts there are for
that year), 1977 (listed many times) and so on. It didn't give the contacts
and their addresses. What did I leave out?

tjsmags said:
I tried what you stated in SQL Statement: Query Builder. I used the
following:
Field: Graduating Class Year
Table: Contacts
Sort: Ascending
Show: checked
Criteria: >=[1976]

When I try to RUN this it keeps popping up with:
Enter Parameter Value
1976
and then the cursor blinks in an empty box.

What am I doing wrong?

John W. Vinson said:
Since I am a new user I may not totally understand your reply, but I don't
want to have to put in EACH graduate year from 1975 through 2007. I want the
program to do that work for me. Isn't there a way for me to stipulate
STARTING with grad year 1975, but then have the program find the years AFTER
that also?

Did you try my suggestion?

That's exactly what it does. The criteron was
= [Enter start year:]

The "greater than or equal" operator >= will return 1975, 1976, 1999, 3125...
any year greater than or equal to the year that is typed in response to the
prompt.

John W. Vinson [MVP]
 
Lose the brackets around 1976.

tjsmags said:
Now I see what I did wrong. I put in the EXACT wording and, when
prompted, I
put in 1976. But, all the report gave me was the column GRADUATING CLASS
YEAR with the years 1976 (listed many times...as many contacts there are
for
that year), 1977 (listed many times) and so on. It didn't give the
contacts
and their addresses. What did I leave out?

tjsmags said:
I tried what you stated in SQL Statement: Query Builder. I used the
following:
Field: Graduating Class Year
Table: Contacts
Sort: Ascending
Show: checked
Criteria: >=[1976]

When I try to RUN this it keeps popping up with:
Enter Parameter Value
1976
and then the cursor blinks in an empty box.

What am I doing wrong?

John W. Vinson said:
On Tue, 24 Apr 2007 06:46:01 -0700, tjsmags

Since I am a new user I may not totally understand your reply, but I
don't
want to have to put in EACH graduate year from 1975 through 2007. I
want the
program to do that work for me. Isn't there a way for me to stipulate
STARTING with grad year 1975, but then have the program find the years
AFTER
that also?

Did you try my suggestion?

That's exactly what it does. The criteron was

= [Enter start year:]

The "greater than or equal" operator >= will return 1975, 1976, 1999,
3125...
any year greater than or equal to the year that is typed in response to
the
prompt.

John W. Vinson [MVP]
 
Now I see what I did wrong. I put in the EXACT wording and, when prompted, I
put in 1976. But, all the report gave me was the column GRADUATING CLASS
YEAR with the years 1976 (listed many times...as many contacts there are for
that year), 1977 (listed many times) and so on. It didn't give the contacts
and their addresses. What did I leave out?

If you want to see the values of fields in the Query... *include those fields
in the query*. A Query lets you select any or all of the fields from a table
(or from two or more joined tables), and apply criteria - in this case [Enter
Graduation Class], or any other prompt that you like - to one or more of the
fields. Access will search the table for records which meet those criteria,
and display the values of the fields that you have selected.

Typically one would not need to open the Query as a datasheet. Instead, you
can base a Form (to see the information on sceen) or Report (to print them on
paper, e.g. mailing labels) on the Query, and simply open that Form or print
that Report. The query datasheet is handy for debugging and making sure that
you have the query set up correctly, though.

You might want to take a look at some of the introductions to Access in Jeff
Conrad's "Database Design 101" links:

Jeff Conrad's resources page:
http://www.accessmvp.com/JConrad/accessjunkie/resources.html

The Access Web resources page:
http://www.mvps.org/access/resources/index.html

John W. Vinson [MVP]
 
Seeing that I previously created an address label REPORT using this database
(it prints ALL alumni/contacts (except empty addresses)), I copied THAT
report and pasted it and renamed it. While in DESIGN view you can see the
layout of the address label. The properties for this REPORT follows:

Record Source: Contacts
Filter: (((Contacts.[Home Street Address]) Is Not Null))
Filter On: Yes
Order By: Contacts.[Graduating Class Year], Contacts.[Last/Maiden Name],
Contacts.FirstName
Order By On: Yes
Caption: empty
Record Locks: No Locks
Auto Resize: Yes
Auto Center: No
Page Header: All Pages
Page Footer: All Pages
Date Grouping: Use System Settings
Grp Keep Together: Per Column
Pop Up: No
Modal: No
Border Style: Sizable
Control Box: Yes
Min Max Buttons: Both Enabled
Close Button: Yes
Width: 2.625"
Picture: (none)
Picture Type: Embedded
Picture Size Mode: Clip
Picture Alignment: Center
Picture Tiling: No
Picture Pages: All Pages
Menu Bar: empty

....and so forth...

How do I have this REPORT just pick class years 1976 and forward (as you
stated previously I do not need to do a query)? Also, can I add clipart or
text along the left margin of EACH address label? I don't want alumni
throwing the info out thinking it's donation requests, so I want to put the
word "celebrate" or something along the left side of their address label.

Thank you.
John W. Vinson said:
Now I see what I did wrong. I put in the EXACT wording and, when prompted, I
put in 1976. But, all the report gave me was the column GRADUATING CLASS
YEAR with the years 1976 (listed many times...as many contacts there are for
that year), 1977 (listed many times) and so on. It didn't give the contacts
and their addresses. What did I leave out?

If you want to see the values of fields in the Query... *include those fields
in the query*. A Query lets you select any or all of the fields from a table
(or from two or more joined tables), and apply criteria - in this case [Enter
Graduation Class], or any other prompt that you like - to one or more of the
fields. Access will search the table for records which meet those criteria,
and display the values of the fields that you have selected.

Typically one would not need to open the Query as a datasheet. Instead, you
can base a Form (to see the information on sceen) or Report (to print them on
paper, e.g. mailing labels) on the Query, and simply open that Form or print
that Report. The query datasheet is handy for debugging and making sure that
you have the query set up correctly, though.

You might want to take a look at some of the introductions to Access in Jeff
Conrad's "Database Design 101" links:

Jeff Conrad's resources page:
http://www.accessmvp.com/JConrad/accessjunkie/resources.html

The Access Web resources page:
http://www.mvps.org/access/resources/index.html

John W. Vinson [MVP]
 
How do I have this REPORT just pick class years 1976 and forward (as you
stated previously I do not need to do a query)? Also, can I add clipart or
text along the left margin of EACH address label? I don't want alumni
throwing the info out thinking it's donation requests, so I want to put the
word "celebrate" or something along the left side of their address label.

Create the Query as I suggested.

Open the Report in design view and change the Record Source property from
Contacts to the name of the query.

Put a Label control on the left of the label, saying whatever you want, using
the Report Design toolbox. You may need to move some of the existing controls
around.

Save the Report (probably under a different name than your existing report!).

Run the Report; it will prompt you for a year.

Seriously: Access is a very powerful program, but it's correspondingly a
complex program. It is NOT like Word where you can open the program and start
typing - it has a learning curve to use anything beyond the very basic
pre-programmed wizards. You need to do things that are beyond those wizards.
You'll need to either spend some effort reading some of the references that I
posted yesterday, or get help onsite from someone who knows how to use Access.


John W. Vinson [MVP]
 
While in the REPORT DESIGN for the labels, I already have the label design
set up. Within the PROPERTIES I went into RECORD SOURCE and clicked on the 3
dots to create a query. I listed grad year, first name, last name, street
address, etc. When I RUN the query it just shows the data in column form,
not in the label design layout I did. What am I leaving out?
 
While in the REPORT DESIGN for the labels, I already have the label design
set up. Within the PROPERTIES I went into RECORD SOURCE and clicked on the 3
dots to create a query. I listed grad year, first name, last name, street
address, etc. When I RUN the query it just shows the data in column form,
not in the label design layout I did. What am I leaving out?

Don't RUN the query.

The REPORT will run the query (whatever query or table is specified in its
Recordsource) when you open the report.

Just open the Report with the new recordsource.

John W. Vinson [MVP]
 
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