Why do I get a Page Break after each record?

[Randyw57]

I'm using Access 2007.
Here is what I do in the shortest form:
Create/Report Design
Property Sheet/Data/Record Source
Pick my table
Close Property Sheet
Print Preview
My print preview shows me 32 completely blank pages. I have 32 records in
the table.

This (the creation of a page for each record in the bound table) seems to
happen for any table/database that I try. If I add a Field to the Report I
get the same results - Page Break at each record.
If I create a similar, simple Report using Report Wizard from the same table
I get a Report that has multiple records per page.

Any advice or help would be appreciated.
My assumption is that the Page Breaks after each record are not to be
expected.

 

[Clifford Bass]

Hi,

If I follow your process, I get a page header of 0.25", a detail
section of 5.25" and a page footer of 0.25". I also get a top and bottom
margin of 0.50" each. That all adds up to 6.75". I notice that the Can Grow
and the Can Shrink properties of the detail section are both set to No. If
there are to be two records on the page it comes to 12.00", which is more
than my standard letter length of 11". So from that, I conclude I will also
get one record per page. If you want more records per page you will need to
change one or more of those properties.

Clifford Bass

 

[Randyw57]

Thanks, Clifford!
I did try toggling Can Grow and Can Shrink for the Detail section to Yes.
But I still got the multiple pages. I set them back to No.
Then I just shrunk the Detail section down to .5 inch.
That did the trick.
I then went back and looked at the report the Report Wizard had generated.
It had Can Grow and Can Shrink set to No.
But the Detail section was just .3 inches high.

Now that I see what is going on it is obvious why it was happening.

Thanks!

 

[Clifford Bass]

Hi Randy,

Glad to have helped clear it up.

As I am thinking on it, I think that the Can Shrink only works if there
are controls in the (detail) section that also can shrink. Without any
controls, there are none to shrink and therefore no shrinkage of the section
itself. And the section itself does not shrink up to the bottom of the
lowest control. Or if no controls, does not shrink down to nothing. This
last one you just verified.

Clifford Bass

 

[Randyw57]

Hi, Clifford!
Well, I tried 'Add Existing Field' for one of the fields in my table.
Adding that field to the Detail Section.
Plus turning Can Shrink and Can Grow to Yes.
I still got one page per record.
Only when I manually shrink down the height of the Detail section will I
start to get multiple records per page.

 

[Clifford Bass]

Hi Randy,

Were the contents of the field null? If not, it would not shrink; or
not shrink much. Unless you had sized it to more than one line of text in
height. So, it may not have shrunk enough to make a difference. If you are
of a mind to test it out further; try making it say three inches in height.
That should cause sufficient shrinkage. Maybe?

Clifford Bass

 

[Randyw57]

Hi, Clifford!
The contents of the field were not null.
I added a 'Customer Name' field from one of my tables.
So it had about 15 characters of data.

I think I am understanding the problem now.
When I do Report Design as soon as the initial, blank report is set up the
Detail section of the report is about 5 inches in heights. That happens
before I even add a field to the report. I thought that the Detail section
meant that was the area where any Detail records would go. But I think what
it means is that it is the area where One Detail record can go. So if I have
more than one record there is not enough space on the page for another
Detail. So what I did was just shrink the Detail section manually down to
about one half inch. Then I get multiple records on a page.

When I create a very simple report using Report Wizard the Detail section is
only about one half inch to begin with. I think that is why the reports from
the Wizard behave differently.

This is probably a 'duh' for anyone who has used Reports much at all. But
for a newbie creating my first reports this was puzzling.

Let me know if you think I'm pretty close on the way I recapped this, if you
don't mind. Thanks!

 

[Clifford Bass]

Hi Randy,

Your recap is right on! Glad to help; and you are welcome!

Clifford Bass