Adding Groups to Reports and Formatting Sections



  1. Begin by opening an existing report using the Open button.


    Click the Open button.

    Step 1
  2. Use the Open dialog box to browse and select a report from the list.

    Step 2
  3. In this example, you will open the CUSTOMER_INFORMATION.rpt report.


    Click the CUSTOMER_INFORMATION.rpt list item.

    Step 3
  4. Click the Open button.

    Step 4
  5. Use the Preview window to preview the results of reports.

    Step 5
  6. Click the Design tab.

    Step 6
  7. Use the Design window to create professional looking reports.

    Step 7
  8. Use the Insert Group button to sort your data and break it into groups. For example, you could group the information in a customer list into state or zip codes.


    Alternatively, select Insert, Group on the menu bar.

    Step 8
  9. In this example, you will insert group based on the CUSTOMER_TYPE column.


    Click in the CUSTOMER_TYPE field.

    Step 9
  10. Click the Insert menu.

    Step 10
  11. Click the Group list item.

    Step 11
  12. Use the Insert Group dialog box to select group fields, and to select ascending or descending order.

    Step 12
  13. Click the down arrow next to the in ascending order field.

    Step 13
  14. Click the in descending order list item.

    Step 14
  15. Click the OK button.

    Step 15
  16. Use the Save button to save reports.


    Alternatively, select File, Save on the menu bar.

    Step 16
  17. In this example, you will save the report using the Save button.


    Click the Save button.

    Step 17
  18. Use the Section Expert button to access the Section Expert dialog box, where you can make formatting changes that affect entire sections of your report.


    Alternatively, select Report, Section Expert on the menu bar.

    Step 18
  19. In this example, you will format report sections using the Section Expert button.


    Click the Section Expert button.

    Step 19
  20. Use the Section Expert dialog box to format entire sections of the report.

    Step 20
  21. Use the Sections list to view all of the sections in the active report. When you highlight a section in this list, the program sets the dialog box buttons to indicate the actions you can take and the properties you can set for the selected section.

    Step 21
  22. In this example, you will select the TRAINING.CUSTOMER_TYPE field in the Group Footer #1 section to format.


    Click in the TRAINING.CUSTOMER_TYPE field.

    Step 22
  23. Select the Free Form Placement option if you want to place fields anywhere within the section.

    Step 23
  24. Select the Print at Bottom of Page option if you want to print this section only at the bottom of the report.


    This option is useful for printing invoices and other reports where you want a single group.

    Step 24
  25. Select the New Page After option if you want to start a new group on a new page.


    For example, in an employee list that is grouped by department, you would use New Page Before with Group Headers or New Page After with Group Footers so that each department is listed on its own page.

    Step 25
  26. Select the Keep Together option if you want to keep all the lines within a section together.


    This option is used with long description fields.

    Step 26
  27. Select the Suppress Blank Section option if you want to hide a section if it contains no data.

    Step 27
  28. Select the Read-only option if you want to lock the format and position of all of the report objects in the section.

    Step 28
  29. In this example, you select the New Page After option.


    Click the New Page After option.

    Step 29
  30. Click the OK button.

    Step 30
  31. Click the Save button.

    Step 31
  32. Click the Preview tab.

    Step 32
  33. The CUSTOMER INFORMATION report is grouped by customer type, with each customer type is listed in its own page.

    Step 33
  34. You can use this customer type list to access the list of customer that is sorted by type.

    Step 34
  35. Click the Next button to view a list of the next customer type in the CUSTOMER INFORMATION report.


    Click the Next button.

    Step 35
  36. Click the Next button.

    Step 36

You have successfully added groups to a report and formatted its sections.

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