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Article ID: 131588 - Last Review: January 19, 2007 - Revision: 2.3
ACC: How to Create a Table of Contents or Index for a Report
This article was previously published under Q131588
SUMMARY
Moderate: Requires basic macro, coding, and interoperability skills.
This article shows you how to create a table of contents or an index for a
report.
This article assumes that you are familiar with Visual Basic for
Applications and with creating Microsoft Access applications using the
programming tools provided with Microsoft Access. For more information
about Visual Basic for Applications, please refer to your version of the
"Building Applications with Microsoft Access" manual.
NOTE: Visual Basic for Applications is called Access Basic in Microsoft
Access versions 1.x and 2.0. For more information about Access Basic,
please refer to the "Introduction to Programming" manual in Microsoft
Access version 1.x or the "Building Applications" manual in Microsoft
Access version 2.0
NOTE: This article explains a technique demonstrated in the sample
files, RptSampl.exe (for Microsoft Access for Windows 95 version 7.0)
and RptSmp97.exe (for Microsoft Access 97). For information about how
to obtain these sample files, please see the following articles in the
Microsoft Knowledge Base:
145777Â
(http://kbalertz.com/Feedback.aspx?kbNumber=145777/EN-US/
)
Microsoft Access Sample Reports Available in Download Center
175072Â
(http://kbalertz.com/Feedback.aspx?kbNumber=175072/EN-US/
)
Microsoft Access 97 Sample Reports Available in Download Center
MORE INFORMATION
Microsoft Access does not have a table-of-contents feature or an index
feature for reports. However, you can use a table to store descriptions
and page numbers, and then create a report based on that table to use as a
Table of Contents report. You can use the same method to create an index.
To create a report that generates a table of contents, follow these steps.
CAUTION: Following the steps in this example will modify the sample
database Northwind. mdb (or NWIND.MDB in version 2.0 or earlier). You may
want to back up the Northwind.mdb (or NWIND.MDB) file and perform these
steps on a copy of the database.
- Open the sample database Northwind.mdb (or NWIND.MDB in version 2.0 or earlier).
- Create the following table and save it as Table Of Contents:
Table: Table Of Contents
-------------------------------
Field Name: Description
Data Type: Text
Field Size: 15
Indexed: Yes (No Duplicates)
Field Name: Page Number
Data Type: Number
Field Size: Long Integer
Indexed: No
- Create a module and type the following lines in the Declarations
section.
In Microsoft Access 2.0, 7.0, and 97:
Option Explicit
Dim db As Database
Dim toctable As Recordset
Option Explicit
Dim db As Database
Dim toctable As Table
- Create the following procedure.
NOTE: In the following sample code, an underscore (_) at the end of a
line is used as a line-continuation character. Remove the underscore
from the end of the line when re-creating this code in Access Basic.
In Microsoft Access 2.0, 7.0, and 97:
Function InitToc ()
' Called from the OnOpen property of the report.
' Opens the database and the table for the report.
Dim qd As QueryDef
Set db = CurrentDb()
' Delete all previous entries in Table of Contents table.
Set qd = db.CreateQueryDef _
("", "Delete * From [Table of Contents]")
qd.Execute
qd.Close
' Open the table.
Set toctable = db.OpenRecordset("Table Of Contents", _
DB_Open_table)
toctable.index = "Description"
End Function
Function InitToc ()
' Called from the OnOpen property of the report.
' Opens the database and the table for the report.
Dim qd As QueryDef
Set db = CurrentDB()
' Delete all previous entries in the Table of Contents table.
Set qd = db.CreateQueryDef("Delete TOC Entries", "Delete * _
From [Table of Contents]")
qd.Execute
qd.Close
' Open the table.
Set toctable = db.OpenTable("Table Of Contents")
toctable.index = "Description"
Exit Function
End Function
Function UpdateToc (tocentry As String, Rpt As Report)
' Call from the OnPrint property of the section containing
' the Table Of Contents Description field. Updates the Table Of
' Contents table.
toctable.Seek "=", tocentry
If toctable.nomatch Then
toctable.AddNew
toctable!description = tocentry
toctable![page number] = Rpt.page
toctable.Update
End If
End Function
- Open the Products By Category (or List Of Products By Category in
version 2.0 or earlier) report in Design view and set the report's
OnOpen property as follows:
- Select the CategoryNameheader and set the header's OnPrint property as follows:
=UpdateToc([CategoryName],Report)
Note that when you preview or print the report, the Table Of Contents
table is updated. The Table Of Contents table records the page on which
each new category begins.
NOTE: If you are previewing the report, page through all the pages
of the report to ensure that the Print event is triggered for all
records.
- Create another report based on the Table Of Contents table to print
the table of contents.
To print the table of contents, print the Products By Category (or List
Of Products By Category in version 2.0 or earlier) report first, and then
print the Table Of Contents report.
APPLIES TO
- Microsoft Access 1.0 Standard Edition
- Microsoft Access 1.1 Standard Edition
- Microsoft Access 2.0 Standard Edition
- Microsoft Access 95 Standard Edition
- Microsoft Access 97 Standard Edition
| kbhowto kbprogramming kbusage KB131588 |
Retired KB Content DisclaimerThis article was written about products for which Microsoft no longer offers support. Therefore, this article is offered "as is" and will no longer be updated.
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