Microsoft KB Archive/139046

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ACC: Print Blank Line Every Nth Line in a Report (95/97)

Article ID: 139046

Article Last Modified on 1/19/2007


  • Microsoft Access 95 Standard Edition
  • Microsoft Access 97 Standard Edition

This article was previously published under Q139046


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

This article describes how to add blank lines between the printed lines on a report. You can use this method to add a blank line after a set number of lines. For example, you could use this method to add a blank line after every five lines of data in your report.

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


CAUTION: Following the steps in this example will modify the sample database Northwind.mdb. You may want to back up the Northwind.mdb file and perform these steps on a copy of the database.

To add a blank line after every five lines in a report, follow these steps:

  1. Open the sample database Northwind.mdb. Click the Reports tab, and then click New.
  2. In the New Report dialog box, click Report Wizard, choose the Employees Table, and then click OK.
  3. In the Available Fields box, select EmployeeID, and then click the ">" button. Repeat this step for the LastName, FirstName, and BirthDate fields, and then click Next.
  4. Select BirthDate as the primary group level, click the ">" button, and then click Next.
  5. Select LastName as the field to establish sort order in Field 1, and then click Next.
  6. On the "How would you like to lay out your report" screen, click Next.
  7. On the "What Style would you like?" screen, click Next.
  8. On the "What Title would you like for your report?" screen, type Employee Birthdays, and then click Finish.
  9. View the new report in Design view.
  10. On the View menu, click Code.
  11. Type the following lines in the module's Declarations section:

           Option Compare Database
           ' This code declares the cLines variable as an integer, and the
           ' cMaxLine constant as five. You can set the cMaxLine constant
           ' to insert a blank line after as many lines as you want. For
           ' example, to add a blank line after every eight lines in the
           ' report, set cMaxLine=8.
           Dim cLines As Integer
           Const cMaxLine=5
  12. In the Object box of the code module, select Report. In the Procedure box of the code module, select Open. Type the following procedure:

           Private Sub Report_Open (Cancel As Integer)
              'This code initializes the cLines variable to zero.
              cLines = 0
           End Sub
  13. In the Object box, select Detail. The Procedure box will change to Format. Type the following procedure:

           Private Sub Detail_Format (Cancel As Integer, FormatCount As _
           ' This code adds a blank line by setting the NextRecord and
           ' PrintSection properties.
             If cLines Mod (cMaxLine+1) = 0 Then
                Me.NextRecord = False
                Me.PrintSection = False
             End If
             cLines = cLines + 1
           End Sub
  14. Close the module, and then preview the report. Note that there is a blank line in the report after every five lines of detail.


For more information about the NextRecord or PrintSection properties, search for "NextRecord," and then "NextRecord property" using the Microsoft Access 97 Help Index.

Keywords: kbhowto KB139046