Inserting Page Breaks

This tip Inserting Page Breaks will step you through how to add a page break to your report.

If you have successfully tackled the process of grouping in a report; then you may wish to have all the relevant information for one group on one page and the next grouping on the following page, etc. To do this in Microsoft Access 2003 or earlier:

  • Open the report in Design View;
  • Click on the Grouping and Sorting Button;
  • Make sure the field you have grouped is selected and change group footer to ‘Yes’. This creates a group footer;
  • Close the sorting and grouping window;
  • Right Click on the Group Footer Divider and click on ‘Properties’ to open the properties window;
  • Click on the ‘Format’ tab;
  • Select ‘After Section’ for the ‘Force New Page’ property;
  • Close the properties window, and check the new layout by print previewing your report.

To do this in Microsoft Access 2007 or later:

The groupng and sorting has changed a bit in Microsoft Access 2007, the Group and Sort button can be found in the Design section of the ribbon.

Once you click on this button, the Add Group and Add Sort options appear towards the bottom of your window.

  • Click on 'More'
  • Then change the 'without a footer section' to 'with a footer section'

The rest about inserting page breaks is the same as for Microsoft Access 2003 or earlier:

  • Right Click on the Group Footer Divider and click on ‘Properties’ to open the properties window;
  • Click on the ‘Format’ tab;
  • Select ‘After Section’ for the ‘Force New Page’ property;
  • Close the properties window, and check the new layout by print previewing your report.

The above example of putting a page break in the footer of the grouped data, is the most common page break used as it forces a new page after the data relating to that grouping changes.

You can also put a page break in the header of the groupings, but this does not make much sense as you woud have the grouping header, then the data on the next page.  Although there maybe occassions when you wish this to occur.