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Access 2010: The Missing Manual by Matthew MacDonald

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Filtering and Sorting a Report

Reports offer much the same filtering and sorting features that you learned to use with the datasheet in Chapter 3. In addition, you have options for grouping and subtotals, which you’ll explore in Chapter 11.

Filtering a Report

The ProductCatalog report presents all the records from the Products table. However, reports often need to filter out just an important subset of information. For example, you may want to analyze the sales of products in a specific category or the orders made by customers in a specific city. In the case of the ProductCatalog, it’s logical to leave out discontinued items. After all, there’s no reason for Boutique Fudge to advertise items it no longer sells.

You can pare down the results that are included in a report in two ways. You’ve already learned about one option: creating a query that extracts the results you want, and then using that query to build your report. This option is a good choice if you already have a query that fits the bill or you plan to use this subset of data for several purposes (reports, editing, other queries, and so on).

Another choice is to apply the filtering through report settings. The advantage of this technique is that you can change the filter settings quickly and repeatedly. If you plan to use the same report to print several different subsets of data, this approach is best. For example, you could filter out the products in one category, print them, and then adjust the filtering to select products ...

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