Microsoft

Number report records in Access

To improve readability, number records in an Access report. It's as simple as dropping in a text box and setting a few properties.

Numbering records in a report can be helpful to the reader. You could add an AutoNumber field to the underlying recordset, but that's unnecessary and could have some unexpected results. If the report is based on a single table that already has an AutoNumber field, don't depend on it either. When you depend on how the underlying query or report filters records, there's no guarantee the AutoNumber values will consecutively number your report's records correctly. In fact, it's almost a sure bet that they won't! To consecutively number records in a report, do the following:

  1. Open the report in Design view.
  2. Add a text box to the Detail section, where you want the number to appear — usually, that's just to the left of the record.
  3. With the text box selected, click Properties to open the control's properties sheet.
  4. Enter the expression =1 as the Control Source property.
  5. Change the Running Sum property to Over All. If you're numbering records in a grouped report and you want to number each group separately, choose Over Group.

About Susan Harkins

Susan Sales Harkins is an IT consultant, specializing in desktop solutions. Previously, she was editor in chief for The Cobb Group, the world's largest publisher of technical journals.

Editor's Picks

Free Newsletters, In your Inbox