Microsoft Access - Print Preview different from Report View

Question

I am constructing a Microsoft Access program and had constructed a report with a sub-report inserted inside it. I desire to hide the sub-report to show the report results.

The following scenarios are noted:

1) When the sub-report is hidden, the data appears fine in Report View, but the data all becomes zero in Print Preview.

2) When the sub-report is not hidden, the data appears fine in Print Preview, but the data all becomes zero in Report View. Another drawback is that there are several blank line items between each data lines, and also when the report is exported to excel, the undesired sub-report data is exported to excel too and need to be manually removed to get the desired results.

It's really very strange since it is actually one report but the results for Print Preview is different from Report View. Can anyone help? Much appreciated!

Answer 1

In Report View, Access may not use the actual data from the record source. It shows how a report looks like with dummy data filled in. You only should use Print Preview to see how the report works. Report View is not really a useful feature of Access.

Matthias Kläy, Kläy Computing AG

Answer 2

Hi. Pardon me, but I really don't like to disagree. However, I think there are times when Report View is useful. For example, if you want to embed a report in a form or if you want to have interactive reports. Also, Report View should use the real data and not dummy data to show on the report.

Regarding the posted issue, if you're using code to manipulate the report, then it depends on which event(s) you're using because certain events fire depending on which view you're using.

Just my 2 cents...

Answer 3

Ok I admit that just because I never found a use for the Report View, nobody else has either.

I tried to find some official documentation on the Report View, but besides a short entry in the "what's new" article in Access 2007 I found nothing.

Do you know the place where the Report View is documented?

Matthias Kläy, Kläy Computing AG  

Answer 4

Hi Matthias. This link mentions some of the reasons when you might use Report View or Layout View. For example, you can manually filter the data before printing the report or copy the data on the report to the clipboard. If I find a better reference, I'll let you know. Cheers!

Answer 5

Thanks for all.

I finally resolved the problem by replacing 2 sub-sub-reports embedded in the sub-report by 2 queries. Originally the report is supported by 1 sub-report, which is further supported by 2 sub-sub-report.

Maybe due to the reports have 3 layers of structure, Access cannot recognise the data properly in print review mode. The above method reduced the report structure to 2 layers, and the issue is resolved now.

Answer 6

Hi. Congratulations on finding a solution that works for you. Good luck with your project.

Answer 7

 Report View should use the real data and not dummy data to show on the report.

Maybe a better term would be "sample data" since the data is what exists in the table, but it might not be complete or in the same order as the preview.

I use report view when I want to tweak the design. Having real data in the view makes it easier to properly size the controls. That said, I never allow report view in my client's version of the database.

---

Bill Mosca
www.thatlldoit.com
http://tech.groups.yahoo.com/group/MS_Access_Professionals