Create an employee directory in Access using a multicolumn report

Don't you find that Microsoft Access' Report formats based on forms or single-column lists are usually inadequate when you want to create an employee or client directory? Then check out this tip to learn how to create a multicolumn report of directory listings.

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:

  1. Switch 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.
  2. Go to File | Page Setup.
  3. Click 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.
  4. Click OK.

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.

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