Microsoft KB Archive/98790

= ACC: How to Print a Line Number for Each Record or Group on Report =

Article ID: 98790

Article Last Modified on 1/18/2007

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APPLIES TO


 * Microsoft Access 1.0 Standard Edition
 * Microsoft Access 1.1 Standard Edition
 * Microsoft Access 2.0 Standard Edition
 * Microsoft Access 95 Standard Edition
 * Microsoft Access 97 Standard Edition

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This article was previously published under Q98790



Moderate: Requires basic macro, coding, and interoperability skills.



SUMMARY
You can add a text box control that prints a sequential number for each record to the detail section of a report. This number can be reset so that a separate set of numbers is printed for each group of records. This article explains these procedures by modifying a report in the sample database Northwind.mdb (or NWIND.MDB in Microsoft Access 2.0 or earlier).

NOTE: This article explains a technique demonstrated in the sample files, RptSampl.exe (for Microsoft Access for Windows 95 version 7.0) and RptSmp97.exe (for Microsoft Access 97). For information about how to obtain these sample files, please see the following articles in the Microsoft Knowledge Base:

145777 ACC95: Microsoft Access Sample Reports Available in Download Center

175072 ACC97: Microsoft Access 97 Sample Reports Available in Download Center



MORE INFORMATION
If you want to print an incremental counter for each record in a report group, add an unbound text box control to the detail section of the report. To begin the sequence with the number 1, set the ControlSource property to =1, and then set the RunningSum property to Over Group.

To print an incremental counter for each record in a report group, follow these steps:

 In the Database window, open the Products By Category report (or List Of Products By Category report in Microsoft Access 2.0 or earlier) in Design view.  Add the following text box control before the Product Name control in the detail section:

     Object: Text Box --     Name: MyLineNumber ControlSource: =1 RunningSum: Over Group

NOTE: In Microsoft Access 1.x, the Name property is called ControlName.  Preview the report. Note that each group's records are sequentially numbered, beginning with the number 1.

You can also increment the counter number for each group in the report by changing the RunningSum property to Over All. To do this, replace step 2 above with the following step:

  Add the following text box control before the Category Name control in   the Category Name Header section:

Object: Text Box Name: MyLineNumber2 ControlSource: =1 RunningSum: Over All

Repeat step 3 above. Note that each individual record now prints a unique sequential number.

