When you want to create an employee or client directory in
Microsoft Access, the usual Report formats based on forms or single-column
lists are usually inadequate. For directory reports, Access lets you convert a single-column list to a multicolumn format.
Let’s say you want to create a directory that lists each
employee’s name, telephone number, and e-mail address. You can use the report
wizard to create this report by selecting the name, telephone number, and e-mail
address fields from an Employee database table. (Note: Be sure to choose the
columnar layout.) When you preview the report, there will be only one column of
records down the page.
To change to a multicolumn format, follow these steps:
to Design view and note the measurements of the data in the Detail section.
For example, data for one record might be 3.5 inches wide and 1 inch high.
- Go to
File | Page Setup.
on the Columns tab and enter 2 in the Number of Columns text box. Enter
the data measurements in the Column Size section: 3.5 in the Width text
box and 1 in the Height text box. In the Column Layout section, choose
Down, and then Across.
The report now lists two columns of data across the page.
Using the page setup box you can experiment with different
settings to get the most attractive format for your directory.
Help users increase productivity by automatically signing up for TechRepublic’s free Microsoft Office Suite newsletter, featuring Word, Excel, and Access tips, delivered each Wednesday.