Microsoft KB Archive/42376

= Microsoft Knowledge Base =

File: Printing Unique Entries in First Sorted Report Field
Last reviewed: October 27, 1994

Article ID: Q42376

Summary:

In Microsoft File, only unique field entries will appear in a report if the field is the farthest to the left in the sorted area of the report.

If a field is the first field (from left to right) in the sorted area of a report and the information in that field is repeated in two or more records, the report prints a value for the field the first time only. The field is then left blank until the value changes.

For example, in records sorted alphabetically by last name and then by first name, there may be several Smiths. The name Smith appears in the listing of the record for Adam Smith, but no last name would be printed for Bradley Smith or Charlotte Smith. The last name column of the report remains blank until a record with another last name is encountered as follows:

LastName           FirstName -

Smith              Adam Bradley Charlotte More Information:

A report can be formatted to print repeated items from sorted fields, as follows:


 * 1) While viewing the data file, choose Sort from the Organize menu.
 * 2) Sort the data file in the same format as is wanted in the report.
 * 3) From the Organize menu, choose Report.
 * 4) Make sure all fields to be printed are in the Not Sorted area.

The records will retain the sorting, and the field data will print out repeatedly.