Crystal Reports Help

Support Q & A	Glossary	Quick Start Guide

 How to use Crystal Reports

Help topic index (by topic)

Help topic index (alpha)

Creating a report

Creating specific reports

Working with graphics

 Reference

Report Editing Tools

Menu commands

Error messages

International Technical Support


TOPICAL INDEX TO CRYSTAL REPORTS HELP

Crystal Reports has many extensive capabilities and has been designed to provide you with the most possible flexibility in designing reports. The following index offers major topics concerning report design with Crystal Reports.  Select the topic of interest from the choices below:

Step--by--step instructions

Changing default settings

Understanding the Help System

Creating a report

Creating a CrossTab report

Creating invoices/orders/statements

Creating summary reports

Creating tables

Creating mailing labels and label--type items

Creating labels with borders

Creating round labels

Creating multi--column "telephone book" reports

Creating reports that identify "top" groups

Creating subtotals within group reports

Quick Start guide to Crystal Reports

Crystal Reports Components

The Crystal Reports Window

The Expression Builder

The Menu Bar

The SpeedBar

The Status Bar

The Format Bar

The Cursors

The Report Designer

The Print Window

Right mouse--button menus

Graphics Concepts

Bit--mapped graphics concepts

Inserting, moving, and deleting graphics (See Personal Trainer)

Sizing and scaling graphics (See Personal Trainer)

Cropping graphics (See Personal Trainer)

Creating, moving, and formatting lines (See Personal Trainer)

Creating, moving, and formatting boxes (See Personal Trainer)

Using boxes to highlight data (See Personal Trainer)

Graphic elements and the Status Bar (See Personal Trainer)

Using the Status Bar when positioning a graphic element (See Personal Trainer)

Object Linking and Embedding (OLE) (See Personal Trainer)

Sorting

How data types are sorted

Multiple field sorts

Miscellaneous topics

Crystal Reports data types

Paper size (See Personal Trainer)

Support Questions and Answers

Using memo fields with Crystal Reports


Alphabetical Index to Crystal Reports Help
ALPHABETICAL INDEX TO INSTRUCTION TOPICS

The following major topics are listed in alphabetical order. Choose a letter from the SpeedBar below to jump to a spot in the index, and then choose the topic of interest from the list.

A

Adding, copying, deleting, and editing text

Aligning text with fields (See Personal Trainer)

Avoiding problems with clipped text

B

Bit--mapped graphics concepts

The SpeedBar

C

Centering text, fields (See Personal Trainer)

Changing default settings

Changing fonts

Changing the format for an entire report section

Changing the format for individual fields

Copying text

Creating a report

Creating group headers (See Personal Trainer)

Creating invoices/orders/statements

Creating labels with borders

Creating mailing labels and label--type items

Creating margins (See Personal Trainer)

Creating, moving, and formatting boxes (See Personal Trainer)

Creating, moving, and formatting lines (See Personal Trainer)

Creating multi--column "telephone book" reports

Creating reports that identify "top" groups

Creating round labels

Creating subtotals within group reports

Creating summary reports

Creating tables

Cropping graphics (See Personal Trainer)

CrossTab reports

Crystal Reports data types

The Crystal Reports Window

Cursors

D

Deleting

Blank lines

Text

Report sections

E

Editing

Text

Expressions

Editing, deleting, moving, and sorting data

Expressions, building

F

Format Bar

Formatting report data

G

Graphic elements and the Status Bar (See Personal Trainer)

Grouping data (See Personal Trainer)

H

Hiding blank lines, zeros, and duplicate values (See Personal Trainer)

How data types are sorted

How to identify the "Top" groups

I

Inserting blank lines (See Personal Trainer)

Inserting fields

Inserting, moving, and deleting graphics (See Personal Trainer)

Inserting page headers and footers (See Personal Trainer)

Inserting page numbers/other special fields (See Personal Trainer)

Inserting text (titles, labels, etc.) (See Personal Trainer)

M

Memo fields, using with Crystal Reports

Menu Bar

Moving

Text

Fields

Multiple field sorts

O

Object Linking and Embedding (OLE) (See Personal Trainer)

P

Paper size (See Personal Trainer)

Printing your report

Print Window

Q

Quick Start guide to Crystal Reports

R

Report Designer

Right mouse--button capabilities

S

Selecting a database

Sizing and scaling graphics (See Personal Trainer)

Specifying records/groups to be included (See Personal Trainer)

Sorting

By record (See Personal Trainer)

By group (See Personal Trainer)

Spacing fields (See Personal Trainer)

Status Bar

Support Questions and Answers

T

The SpeedBar

The Crystal Reports Window

The Cursors

The Format Bar

The Menu Bar

The Print Window

The Report Designer

The Status Bar

U

Understanding the Help System

Understanding the invisible grid

Using boxes to highlight data (See Personal Trainer)

Using the Status Bar when positioning a graphic element (See Personal Trainer)

Using memo fields with Crystal Reports


Creating A Report

Crystal Reports is quick and easy to learn. It requires very little time before you will be designing interesting and informative reports for your needs. The following is a list of topics covering step-by-step instructions for creating any report in Crystal Reports.

Selecting a database

Understanding the invisible grid

Creating margins (See Personal Trainer)

Inserting fields

Selecting fields to move, format, etc. (See Personal Trainer)

Spacing fields (See Personal Trainer)

Inserting text (titles, labels, etc.) (See Personal Trainer)

Selecting text (to delete, change the font, etc.) (See Personal Trainer)

Aligning text with fields (See Personal Trainer)

Inserting blank lines (See Personal Trainer)

Deleting blank lines

Changing field and text fonts (See Personal Trainer)

Highlighting fields with borders and drop shadows (See Personal Trainer)

Centering text, fields (See Personal Trainer)

Inserting page headers and footers (See Personal Trainer)

Inserting page numbers/other special fields (See Personal Trainer)

Grouping data (See Personal Trainer)

Summarizing grouped data (See Personal Trainer)

Creating group headers (See Personal Trainer)

Identifying the "top" groups

Manipulating text and data

Formatting the report

Hiding blank lines, zeros, and duplicate values (See Personal Trainer)

Specifying records/groups to be included (See Personal Trainer)

Printing your report

Creating a CrossTab report


Report Editing Tools

SpeedBar

The Status Bar

The Menu Bar

The Format Bar

The Cursors


Formatting report data

How-to format fonts and styles for fields and text.

Changing fonts

Changing the format for individual fields

Changing the format for an entire report section


Manipulating text and data

How-to edit, delete, sort, and change text and fields.

Copying

Text

Editing

Text

Deleting

Text

Report sections

Moving

Text

Fields

Sorting

By record (See Personal Trainer)

By group (See Personal Trainer)


Creating specific kinds of reports

Creating CrossTab reports

Creating invoices/orders/statements

Creating summary reports

Creating tables

Creating mailing labels and label--type items

Creating labels with borders

Creating round labels

Creating multi--column "telephone book" reports

Creating reports that identify "top" groups

Creating subtotals within group reports


Working with graphics

Bit--mapped graphics concepts

Inserting, moving, and deleting graphics (See Personal Trainer)

Sizing and scaling graphics (See Personal Trainer)

Cropping graphics (See Personal Trainer)

Creating, moving, and formatting lines (See Personal Trainer)

Creating, moving, and formatting boxes (See Personal Trainer)

Using boxes to highlight data (See Personal Trainer)

Creating tables using lines and boxes

Graphic elements and the Status Bar (See Personal Trainer)

Using the Status Bar when positioning a graphic element (See Personal Trainer)

Object Linking and Embedding (OLE) (See Personal Trainer)


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International Technical Support


Commands Index (By Menu)
MENU COMMANDS INDEX (BY MENU)

Menu commands are the tools you use to create, customize, print, and save your reports. Each Crystal Reports menu contains commands that are related by function. Select the command of interest from the following list:

File Menu

New|Report

New|CrossTab

New|Mailing Label

Open

Save

Save As

Close

Print

Print|Printer

Print|Window

Print|File

Print|Report Definition

Printer Setup

Page Margins

Set Label Layout

Options

Exit

Edit Menu

Cut

Copy

Paste

Paste Special

Clear

Select Fields

Formula

Text Field

Summary Operation

Show / Hide Sections

Group Section

Delete Section

Browse Field Data

Show Field Names

Object

Links

Insert Menu

Database Field

Text Field

Formula Field

Summary Field|Summary

Summary Field|Subtotal

Summary Field|Grand Total

Line

Box

Graphic

Object

Special Field

Special Field|Date

Special Field|Page Number

Special Field|Record Number

Special Field|Group Number

Group Section

Format Menu

Font

Field

Border and Colors

Graphic

Line

Box

Section

Report Title

Send Behind Others

Database Menu

File Location

Verify Database

Verify Before Printing

Report Menu

Record Selection Formula

Record Sort Order

Group Selection Formula

Group Sort Order

Refresh Report Data

Save Data with Closed Report

Set Print Date

Window Menu

Tile Vertically

Tile Horizontally

Cascade

Arrange Icons

Close All

Help Menu

Contents

Search

Using Help

Personal Trainer

Register/Change Address

Technical Support Request

Crystal Library

About Crystal Reports for dBASE


FILE MENU COMMANDS INDEX

The File menu includes commands you can use to open, close, and save files, to save files under a different file name, print the file to a printer, and create new report files. It also includes a command you can use to exit Crystal Reports and a command for making Mailing Labels. Additionally it contains a command that allows you to configure Crystal Reports to your specifications. Select the command of interest from the following list:

New|Report

New|CrossTab

New|Mailing Label

Open

Save

Save As

Close

Print

Print|Printer

Print|Window

Print|File

Print|Report Definition

Printer Setup

Page Margins

Set Label Layout

Options

Exit


EDIT MENU COMMANDS INDEX

The Edit menu allows you to modify aspects of your report. The menu includes commands you can use to edit text fields and summary operations, to review field data, to change the position of items in a stack, or to delete group sections. It also contains commands for cutting, copying, and pasting text.

Select the command of interest from the following list:

Cut

Copy

Paste

Paste Special

Clear

Select Fields

Formula

Text Field

Summary Operation

Show / Hide Sections

Group Section

Delete Section

Browse Field Data

Show Field Names

Object

Links


INSERT MENU COMMANDS INDEX

The Insert menu is the central menu you use for creating reports. The menu includes commands you can use to insert database and text fields; subtotals, grand totals, summaries (counts, averages, etc.), and group sections; date, page number, record number and group number fields; and graphics, lines, and boxes.

Select the command of interest from the following list:

Database Field

Text Field

Formula Field

Summary Field|Summary

Summary Field|Subtotal

Summary Field|Grand Total

Line

Box

Graphic

Object

Special Field

Special Field|Date

Special Field|Page Number

Special Field|Record Number

Special Field|Group Number

Group Section


FORMAT MENU COMMANDS INDEX

The Format menu includes commands for changing the look of the elements in your report. It includes commands for changing fonts, adding borders and colors and formatting fields, graphics, lines, and boxes. It also includes a command for formatting report sections.

Select the command of interest from the following list:

Font

Field

Border and Colors

Graphic

Line

Box

Section

Report Title

Send Behind Others


DATABASE MENU COMMANDS INDEX

The Database menu has a command, File Location, for directing Crystal Reports to look for databases in new locations. Additionally, the menu contains commands that adapt your reports to changed database structures.

Select the command of interest from the following list:

File Location

Verify Database

Verify Before Printing


REPORT MENU COMMANDS INDEX

The Report menu includes commands that let you select the records or groups to be included in your report and select the order in which report data is to be sorted (by record or by group). In addition, you can change the report title or the Print Date that is printed on your report.

Select the command of interest from the following list:

Record Selection Formula

Record Sort Order

Group Selection Formula

Group Sort Order

Refresh Report Data

Save Data with Closed Report

Set Print Date


WINDOW MENU COMMANDS INDEX

The Window menu includes commands that let you rearrange icons and windows. It also lists the report windows that are open and includes a command that lets you close all report windows at once, if desired.

Select the command of interest from the following list:

Tile Vertically

Tile Horizontally

Cascade

Arrange Icons

Close All


HELP MENU COMMANDS INDEX

The Help menu includes a command that takes you to Crystal Reports' main help index, a command to search for a topic in Help, and a command that will give you information about the Crystal Reports version you are using. Additionally it contains commands for registering Crystal Reports and for preparing a technical support request.

Select the command of interest from the following list:

Contents

Search

Using Help

Personal Trainer

Register/Change Address

Technical Support Request

Crystal Library

About Crystal Reports


Report command (File|New)

Use Report to create a new report from scratch. When you use the Report command while using another report, Crystal Reports creates a new report window and opens the new report in that window. The report you were working on remains unchanged in its own window.

To use Report

1.	Select File|New|Report, the Choose Database File dialog box appears. This dialog box lists databases.

Dialog box options

File Name edit box

This box displays the current database specification. By default, Crystal Reports uses a wild card character in place of the name, and .dbf as the extension (*.dbf):

If you know the name of the table or other file you want to activate, type the name in this edit box. Include the path if different than the path currently displayed in the Directories heading.

If you don't know the name of the table or file you want to activate, but you do know the kind of file it is (e.g. *.QBE, *.DBF, etc.), type in the new specification or select the database type from the List Files of Type scroll box. This will change the current database specification to the database type of your choice.

If you want to display all files, type in *.*

File Name scroll box

This scroll box displays a list of those files in the selected directory that match the specification in the File Name edit box.

NOTE: You can tailor the list to fit your needs by setting a default Database selector in the Options dialog box.

If you haven't typed a database name in the File Name edit box, or if you are uncertain of the file name, select the database you want from the list of databases that Crystal Reports displays in this scroll box.

.db files

To activate a Paradox .db file, select the file.

.dbf files

To activate a dBASE .dbf file, select the file.

Crystal Reports works with the following indexes:

.ndx

.mdx

.ntx

.idx, .ctx

List Files of Type scroll box

The List Files of Type scroll box enables you to specify the kind of files you want to appear on the list in the File Name scroll box. When you Click the scroll arrow on the List Files of Type scroll box, several options appear. User Default is the most important option because you can tailor the list of files that appear to fit your needs.

User default enters the specification you set up in the File|Options dialog box. If you have certain kinds of files that you want to appear, you can set up that specification using the Database selector in the Database section of the Options dialog box. A list based on those specifications will appear automatically whenever you open this dialog box.

Select the option of interest. Crystal Reports places your specification in the File Name edit box and displays those files in the File Name scroll box that match your specification.

2.	Select OK when finished and the Report Designer appears. The Designer is a window that is ready for you to enter fields. The program assigns the window the name Untitled Report #N.

NOTE: File|New|Report is also available as the first button on the SpeedBar [image]. Clicking the button takes you directly to the Choose Database File dialog box. Once there, follow the remaining steps described above.

NOTE: File|New|Report is also available as the first button on the SpeedBar. When you Click this button, Crystal Reports takes you to the Choose Database File dialog box. Follow the instructions above from this point.


CrossTab command (File|New)

Use File|New|CrossTab to create a crosstab report. Crosstabs are reports that present summarized data in a row versus column structure similar to that of a spreadsheet. These reports are easy to read, and they are particularly useful for making rapid comparisons or identifying trends.

To build a cross [image] tab report

The following instructions assume that you are building a crosstab report using a database file as your data source.

1.	Select File|New|CrossTab. The Choose Database File dialog box appears.

2.	Select the database from which you want to create a cross [image] tab report, and Click OK when finished. The Cross [image] Tab dialog box appears.

Dialog box overview

The Cross [image] Tab dialog box makes it easy for you to set up sophisticated cross [image] tab reports in a hurry. To use this dialog box:

you select the field(s) that you want to appear as column headings and place them in the Columns box,

you select the field(s) that you want to appear as row headings and place them in the Rows box, and

you select the field that you want summarized and place it in the Summarized Field box. (A summarized field is the field whose value you want to appear at the row/column intersections and to be totalled at the end of each row and at the bottom of each column.)

NOTE: In order to print a cross [image] tab report, you must enter at least a summarized field in the Cross [image] Tab dialog box. That is the only field that is required.

NOTE:  You can have only one summarized field per cross [image] tab report.

NOTE: There is no practical limit on the number of row/column headings you can have in a Crystal cross [image] tab report. When you have selected more than one heading for a row or column, the heading at the top of the list becomes the outmost heading, the next heading on the list  falls just inside the first heading, etc. For example, if your list in the Columns box has Item at the top and Color just below it, your report will display data broken down first by item, and then, for each item, the data will be broken down by color.

Selecting, placing, and removing fields

3.	From the Fields box, select the field you want summarized and drag it into the Summarized Field box.

4.	Again from the Fields box, select whatever fields you want for row headings and drag them into the Row box.

5.	Again from the Fields box, select whatever fields you want for Column headings and drag them into the Column box.

6.	Click OK to exit the Cross [image] Tab dialog box and move to the Cross [image] Tab Designer. Once in the Designer, you can format fields, group your data, etc. to get the report the way you want it.

7.	Print your report using one of the File|Print options.

NOTE:  To add or delete report fields, you must be in the Cross [image] Tab dialog box.

NOTE: When you have multiple row headings or multiple column headings in a report, the program summarizes the data in the order in which the headings appear in their respective boxes. For example, if the top field in the Row box is State and the next field is City, the report will summarize by state and then within each state, by city.

Inverting your crosstab report

Inverting a cross [image] tab report means to exchange the headings on the horizontal and vertical axes of the report. What were column headings become row headings, and vice [image] versa. There are many reasons you might want to do this, but the most common reason is to get the report to fit better on a page.

To invert your cross [image] tab report:

1.	With your cross [image] tab report set up, Click the right mouse button in the gray Cross [image] tab area to the left of the Cross [image] Tab Designer edit box. A SpeedMenu appears.

2.	Select Invert Cross [image] Tab and the program inverts the report for you.

3.	Repeat the process if you want to return the report to its original format.

Grouping data in your cross [image] tab report

You can group data in your cross [image] tab report just as you do in any other report. You select a row or a column heading as your sort and group by field and the program breaks the report into a series of mini cross [image] tab reports, each one showing a single group.

To group data in your cross [image] tab report.

1.	In the Cross [image] Tab Designer, select the row or column field you want to use as your sort and group by field

2.	Select Insert|Group Section. The Insert Group Section dialog box appears.

3.	Select the sort and group by field you want to use and the sort direction and Click OK when finished. The program groups your cross [image] tab to your specifications.

Using date and Boolean fields as summarized fields

When you use date or Boolean fields as summarized fields, the program handles them differently than it does when you use them as row or column headings.

When used as row or column headings, the program prints the actual field values. (In a date field, it prints the first or last date in the period specified.)

When used as summarized field, however, the program summarizes the values and prints a count of values (or, if you specify, some other summary), not the actual field value.

NOTE: For more complete information on creating crosstab reports, please see the CrossTab Reports topic.


Mailing Label command (File|New)

Use the Mailing Label command to create mailing labels. When you use the Mailing Label command while using another report, Crystal Reports creates a new report window and opens the new report in that window. The report you were working on remains unchanged in its own window.

To use Mailing Label

1.	Select File|New|Mailing Label. The Choose Database File dialog box appears.

2.	Select the database from which you want to create mailing labels, and Click OK when finished. The Mailing Labels dialog box appears.

The Mailing Labels dialog box is a powerful control panel. The dialog box enables you to print your data on virtually any labels that are commercially available for line printers (dot matrix) or page printers (laser, ink jet). Using the dialog box settings and Crystal Reports formatting commands, you can fine tune your printing so your labels come out just the way you want them.

The Mailing Labels dialog box offers two ways to set up labels:

1.	automatically, by Avery label number, and

2.	manually.

Automatically, by Avery label number

To make your work easier, Crystal Reports has come with preset templates for the most popular Avery labels. Those labels are listed, by number, in the Choose Mailing Label Type scroll box.

To set up Avery labels automatically

Click the scroll arrow on the Choose Mailing Label Type scroll box and scroll down to see if the Avery Label you're using is listed.

If it is, select the number and Crystal Reports will automatically set up the specifications for that label.

Click OK and the program takes you directly to the Label Designer.

Manually

If your label isn't on the Choose Mailing Label Type scroll list, you will need to set up the label manually using the various settings in the Mailing Labels dialog box. Select User Defined Label and then change the remaining dialog box settings to conform to the label you're going to use.

Dialog box options

Besides the Choose Mailing Label Type box, the Mailing Labels dialog box contains five smaller boxes:

Printing direction

The Printing direction box enables you to specify the path Crystal Reports follows when printing the data on your labels.

--  Across then Down

Prints data left to right across the first row of labels, then across the second row, etc..

--  Down then Across

Prints data down the first column of labels, then down the second column, etc.

Numbers of Labels

The Number of Labels box displays the maximum number of labels that can print across the page and the maximum number that can print down the page based on your settings in the Page Margins, Label Size, and Gap Between Labels boxes.

NOTE: The program displays only the number of complete labels it can print. For example, if it determines that there is space available to print 2.75 labels across the page, it displays 2 as the Across Page setting and prints only two labels across the page.

NOTE: If you want to print fewer labels across than the number calculated (fewer columns), increase the size of the right margin until the calculation changes to the number across that you want.

Page Margins box

The Page Margins box enables you to set the top, bottom, left, and right margins of your page.

--  Measure the margins and enter the values in the respective edit boxes.

NOTE: All margins are figured from the edge of the paper. For example, a setting of .5 inches sets a half--inch margin.

NOTE: The margin settings that appear when you first open the dialog box represent the non--printing region defined for the default printer. While you can set margins that fall inside the non--printing areas, parts of your report may be clipped off if you do.

NOTE: You cannot use page margin settings to set the paper size; you must set the paper size via the Paper Size scroll box in the Print Setup dialog box. You can call up that dialog box by selecting File|Printer Setup or via the Printers icon in the Windows control panel. To specify a new, user--defined paper size, use the Printers facility in the Windows Control Panel.

Label Size

The Label Size box enables you to specify the dimensions (height and width) of one label. This information can usually be found on the box or folder the labels come in.

--  Enter the height and width values in the respective edit boxes.

Gap Between Labels

The Gap Between Labels box enables you to specify the empty area (gap, gutter, etc.) between labels. Horizontal = the gaps between labels going across the page, Vertical = the gaps between labels going down the page. One--up (one across) labels don't have any horizontal gaps.

--  Measure the gaps and then enter the horizontal and vertical values in the respective edit boxes.

NOTE: Alternately, on labels that come two, three, or more across the page you can:

measure the distance from the left edge of one label to the left edge of the next (including any intervening gap) , enter your measurement as the width setting in the label size box, and leave the horizontal gap setting at 0, and

measure the distance from the top of one label to the top of the next (including any intervening gap), enter your measurement as the height setting in the label size box, and leave the vertical gap setting at 0.

This procedure shouldn't cause you any problems unless there are large gaps between the labels.

NOTE: The unit of measurement used in the dialog box (inches or centimeters) is based on the Measurement setting in the International section of the Windows Control Panel (English = inches, Metric = Centimeters).

NOTE: For more information, see instructions for setting up labels with borders and setting up round labels.

3.	When you have completed setting up your labels, Click OK. Crystal Reports takes you to the Label Designer which displays only the Details section of your report, adapted to your label specifications, and the Insert Database Field dialog box. (Since headers and footers aren't used with labels, the Page Header and Page Footer sections don't appear.)

The Details section has been expanded sufficiently to display an outline of your label. Using the outline as a guide, enter the fields you want to include on your labels. (See the dialog box options for the Insert Database Field command for instructions on entering fields using the Insert Database Field dialog box.)

NOTE: Place fields only on the first (left) label. Crystal Reports uses that one label as an example of how you want your labels printed and it prints your data on all the labels following that example. If you enter fields on more than one label, you will get overprinting and other unsatisfactory results.

NOTE: Keep all fields within the label outline. If a field extends beyond a label outline, you may find the program printing in gaps or extending the printing of a single field onto an adjacent label. If a field is too big to fit, resize the field or use a smaller font. (For information on resizing fields, see the discussion under Spacing Fields (See Personal Trainer). For information on changing font size, see the Format|Font command.

NOTE: The label displayed contains as many usable lines as your label specifications allow, based on the default font for the Details section. Any crosshatching at the bottom of the label represents non--usable areas. Place your fields only in usable areas of the label.

NOTE: If you need to adjust the page margins, use the File|Page Margins command and reset the margins to your new specifications..

NOTE: If you need to adjust the label dimensions, the gaps, the number of labels across or down the page, or the printing direction, select Format|Section, select the Details section from the Format Section/Sections dialog box, and Click the Label Layout button in the Format Section/Formatting dialog box. This returns you to the Mailing Labels dialog box where you can make the changes you want.

4.	Print your labels when finished.

NOTE: When printing your labels to the printer, you may find it helpful to print two pages of labels to test printer/field alignment. To do so:

select Pages in the Print Range section of the Print dialog box,

enter 1 as the From value and 2 as the To value in that dialog box. With these settings, Crystal Reports will print the first two pages of labels and stop when finished.

make the necessary printer or field adjustments and print two pages again, if you wish, to test your results.

print all your labels when you're getting the results you seek.


Open command (File menu)

Use Open to open an existing report. When you select File|Open, the File Open dialog box appears. Use this dialog box to select the report file you wish to open.

File Open dialog box options

File Name edit box

This box displays the current report specification. By default, Crystal Reports uses three wild card names with the extensions *.rpt (report file), *.rpl (label report file), and *.rpc (Crosstab report file).

If you know the name of the report you want to open, type the name in this edit box. Include the path if different than the path currently displayed in the Directories heading.

File Name scroll box

This scroll box displays a list of those files in the selected directory that match the specification in the File Name edit box.

If you don't choose to type a report name in the File Name edit box, or if you are uncertain of the report name, select the report you want from the list of .rpt, .rpl, and .rpc files that Crystal Reports displays in this scroll box.

List Files of Type scroll box

The List Files of Type scroll box contains three entries, *.rpt (standard report files), *.rpl (label report files), and *.rpc (Crosstab report files). Select the type of report you are interested in.

Directories heading

This heading displays the current path.

Directories scroll box

This box displays a list of directories on the currently logged drive. If the report is saved in a different directory than the one displayed in the Directories heading, use this scroll box to select the correct directory.

Drives scroll box

This scroll box contains a list of your system drives. If the report is saved on a different drive than the one displayed in the Directories heading, use this scroll box to select the correct drive.

Click OK when finished.

NOTE:  Open is also available as the second button on the SpeedBar [image].  Clicking the button takes you directly to the File Open dialog box. Once there, follow the remaining steps described above.


Save command (File menu)

Use Save to save the active report to disk under its current name.

All changes you have made while working on the report will be saved.

The previous version of the report will be overwritten.

To use File|Save

Select File|Save. Crystal Reports saves the report under its current name and leaves the report displayed on screen.

If you are working with a new file that has not yet been assigned a name and saved, Crystal Reports displays the File Save As dialog box instead. Use the File Save As instructions for working with that box.

NOTE:  Save is also available as the third button on the SpeedBar [image].  Clicking the button does the same thing as selecting File|Save.


Save As command (File menu)

Use Save As to save the active report to disk under a new name. All changes you have made while working on the report will be saved to the new file. Your original report file will remain unchanged.

To use File|Save As:

1.	Select File|Save As; the File Save As dialog box appears.

Dialog box options

File Name edit box

This box displays the current report specification. The default extension displayed in this box depends on the type of report you are saving. Label report files use a .RPL extension. Crosstab report files use a .RPC extension. All other types of reports use a default .RPT extension.

  If you want to save the report under a new name, type the name in this edit box. Include the path if different than the path currently displayed in the Directories heading.

File Name scroll box

This scroll box displays a list of those files in the selected directory that match the specification in the File Name edit box.

  If you want to save the file under the name of an existing report (and you haven't typed a report name in the File Name edit box), select the report name you want to use from the list of files that Crystal Reports displays in this scroll box.

NOTE: Saving the report under the name of an existing report overwrites the contents of the existing report file.

List Files of Type scroll box

The List Files of Type scroll box contains three entries for the three types of reports you can create in Crystal Reports: *.rpt (standard report file), *.rpl (label report file), and *.rpc (Crosstab report file). Use this scroll box to select the type of report you are saving.

Directories heading

This heading displays the current path.

Directories scroll box

This box displays a list of directories on the currently logged drive. If you want to save the report in a different directory than the one displayed in the Directories heading, use this scroll box to select the correct directory.

Drives scroll box

This scroll box contains a list of your system drives. If you want to save the report on a different drive than the one displayed in the Directories heading, use this scroll box to select the correct drive.

2.	Select OK when finished. Crystal Reports saves the report file using the name and path selected and changes the title for the active window.


Close command (File menu)

Use Close to close out a report while remaining in the Crystal Reports program or to close an active print window.

When you select File|Close:

If you have already saved your work, Crystal Reports closes out the report.

If you have not yet saved your work on the report, Crystal Reports asks you if you want to save your changes before closing.

--	If you choose Yes and you have already given your report a name, Crystal Reports saves your changes and closes out the report.

--	If you choose Yes and haven't already given your report a name, the File Save As dialog box appears. Assign a report name following the instructions for the File|Save As command. When finished, Crystal Reports saves your changes and closes out the report.

--	If you choose No, Crystal Reports closes out the report. All of your changes since you last saved the report are lost.

--	If you choose Cancel, Crystal Reports cancels the close request and returns you to the report.


Window command (File|Print)

Use File|Print|Window to see what your report will look like before you print it and to fine tune the report while working with the actual data.

To use File|Print|Window

Select File|Print|Window. Crystal Reports displays the Print Window and prints your report in that window. As Crystal Reports is preparing your report, it displays a window that shows the number of records being read and sorted, and the percentage of the total that has already been processed. For a discussion of the various Record Counter values, see Records Counter.

The arrow buttons at the bottom of the print window (similar in design to VCR buttons) enable you to move backwards and forwards in your report. Those buttons are activated only if you have a multi--page report. Following is a list of all of the buttons in the Print Window:

Returns you to the first page of the report.

Returns you to the previous page of the report.

Takes you to the next page of the report.

Takes you to the last page of the report.

Stops running the report.

Shows three different magnifications of the report.

Rereads your data from the database.

Sends the report to a printer.

Exports the report to a file.

Exports the report to E [image] mail.

Closes the Print Window and returns you to the Designer.

NOTE:  You can also use the keyboard to move around in the Print Window. Ctrl+Home moves you to the first page, Pg Up moves you to the previous page, Pg Dn moves you to the next page, Ctrl+End moves you to the last page, and Esc closes the Print Window.

NOTE: You can also use the scroll bars to move around individual pages of the report.

Page counter

Use the page counter between the arrow buttons to determine the number of the current page and the number of pages in the report. The notation 2 of 7, for example, indicates that you are on Page 2 of a 7 page report. The pages in report figure increases as the program formats and prints the report, and it remains constant once the report has finished running.

Cancel

Use the Cancel button to stop running the report. A partial report is available, based on the records already run. Note that items that depend on the entire report being run (grand totals, etc.) will not be included.

Zoom

Use the magnifying glass button to rotate through the three different zoom magnifications for your report. The three magnifications are:

Enhanced page size

Enhanced page size allows you to view your report at the highest magnification for easy reading. The page is larger than a standard VGA Print Window. When you resize the Print Window, the report size remains unchanged.  All that changes is the amount of the report you can view at one time. You may need to use scroll bars to see all sections of your report.

Actual page size

Actual page size allows you to see your report at full size, just as it will print. As with the Enhanced Page size, the report size remains unchanged when you resize the window. Again, you may need to use scroll bars to see all sections of your report.

Full page size

Full page size lets you see a full page of your report, reduced in size to fit in the Print Window.  When you resize the Print Window (within realistic limits), the program resizes the page image as well. Thus, if you want to see a larger image, you can expand the window.

NOTE: All of the functions available in the Print Window are available at every magnification.

New Report Data

Use the lightning bolt button to rerun your report and retrieve new report data.

Print

Use the printer button to send the report to the printer to print a hard copy. Using the Print|Window option and this button together, you can first review your report on screen, and, if it's the way you want it, print it out.

Export

Use the export (suitcase) button to save your report as a disk file for use in other applications. When you Click the button the program takes you to the Export dialog box. See File|Print|File for instructions on using that dialog box.

Mail

Use the mail button to export your report directly to the E [image] mail destination specified in File|Options.

Close

Use Close to close the Print Window and return to the Report Designer. This has the same effect as Double [image] Clicking the Control menu box for the window.

NOTE: File|Print|Window is also available as the fourth button on the SpeedBar [image]. Clicking this button has the same effect as selecting the File|Print|Window command.

See also:

The Print Window


Print command (File menu)

Use File|Print to select a printing option. When you select File|Print, a submenu appears listing the Printer, Window, File, and Report Definition options.


Printer command (File|Print)

Use File|Print|Printer to print a hard copy of your report.

To use File|Print|Printer

1.	Select File|Print|Printer. The Print dialog box appears.

Dialog box options

Print Range Options

All

Select All if you want Crystal Reports to print your entire report.

Pages

Select Pages if you want Crystal Reports to print a partial report.

When you select Pages the insertion point moves to the From edit box. Enter the first page you want to print in the From edit box and the last page you want to print in the To edit box. Crystal Reports prints the pages specified plus all the pages in between.

NOTE: To print a single page, enter the number of the page you want to print in both boxes.

Other Options

Copies

Specify the number of copies you want to print. The default is one (1) copy.

Collate copies

Leave this check box empty if you want to print multiple copies of a multiple page report in the following page order: 1,1,1,2,2,2,3,3,3, etc.

Activate this check box if you want to print multiple copies of a multiple page report in the following page order: 1,2,3...,1,2,3..., etc.

2.	Make your dialog box selections and Click OK when finished. Crystal Reports sends your report to the selected printer following your specifications. As Crystal Reports is preparing your report, it displays a Records Counter window that shows the number of records being read and sorted, and the percentage of the total that has already been processed.

NOTE:  File|Print|Printer is also available as the fifth button on the SpeedBar [image]. Clicking the button has the same effect as selecting File|Print|Printer.


File command (File|Print)

The File command enables you to export (or print) your report to an electronic file in a format that can be read by another software application. For example, you could export your report in a spreadsheet application format and then open it as a normal spreadsheet file in the application.

The Print|File exporting facility supports several popular word processing, database, and spreadsheet formats and a number of standard data interchange formats as well.

Your format choices are:

Word processor specific formats

Word for Windows

Word for DOS

Word Perfect

Rich Text Format (RTF)

Spreadsheet specific formats

Lotus 123 (WKS)

Lotus 123 (WK1)

Excel 2.1 (XLS)

Excel 3.0 (XLS)

Excel 4.0 (XLS)

Common data interchange formats

Comma separated values (CSV)

Encloses alphanumeric field data in quotes and separates fields with commas.

Tab separated values

Presents data in tabular form. Encloses alphanumeric field data in quotes and separates fields with tabs.

Character separated values

Encloses alphanumeric field data in quotes and separates fields with the character of your choice. When you make this selection, select your destination, and Click OK, the Character Separated Values dialog box appears. Enter your Separator and Quote selections in the respective edit boxes.

Separator

Specifies the character you want to use to separate the fields in the Character separated value format.

Quote

Specifies double or single quotation marks to enclose alphanumeric field data in the Character separated value format.

Text style

Saves the data in ASCII text format with all values separated by spaces. This style looks most like the printed page.

Tab separated text style

Saves the data in ASCII text format with all values separated by tabs.

DIF style

Saves the data in DIF (data interchange format) format. This format is often used for the transfer of data between different spreadsheet programs.

If Crystal Reports does not export directly to your application's native format, it more than likely exports to a format your application can read nonetheless. For example, many applications can read data saved in an ASCII or text format. Even though your application isn't on the list of supported formats, you may be able to export to a text file and then have your application read in the data (import it) from that format. Check your application's documentation to see which formats it can import.

Crystal Reports also allows you to attach an exported file to a message sent via an electronic mail system. The message displays an icon that indicates a report is attached. The person who receives the message Double Clicks the icon and the report appears on screen.

To use the Print|File command:

1.	With the report active that you want to export, select the File|Print|File command. The Export dialog box appears.

2.	The dialog box is broken into two sections, a Format section and a Destination section.

3.	In the Format dropdown list box, select the format in which you would like to export the report. For example, if you would like to convert the report to a spreadsheet's native format, choose the name of the spreadsheet from the list.

4.	In the Destination dropdown list box select a destination for your file.

If you would like to save the report to a disk file, select Disk file.

If you would like to attach the report to an electronic mail document, select the appropriate Mail application.

5.	Click OK. The Number and Date Format Dialog box appears.

6.	Select the appropriate checkbox if you want number or date fields to be exported in the same format that they appear in your report.

7.	Click OK. Crystal Reports exports the report according to your specifications.

Exporting to a disk file

When you export a report to a disk file:

1.	The Choose Export File dialog box opens.

2.	Use the Drives, Directories, and File List and File text boxes to select a path and filename for your file.

NOTE: While the program assigns the native extension to all files you export in a specific word processor, database, or spreadsheet format, it automatically assigns the extension .txt for all files you export in one of the common data interchange formats. The program you want to use the data in, however, may look for specific extensions other than .txt. Consult the manual for that program to determine the correct file extension, and change the extension accordingly in the File name edit box.

3.	Click OK. The program exports the report to a disk file in the format you've selected.

Exporting to a mailbox

Since the E [image] mail systems supported by the Print|File facility each operate a little differently, the following instructions are generic in nature.

1.	When you export to E [image] mail, the program asks you to log onto your system. Log on in the normal way.

2.	Select the individual(s) to whom you are going to send the report.

3.	When the message screen appears, the system displays an icon indicating that a report is attached. The icon will vary, depending on the format you used to export the report.

4.	Type in any message that you want to include with the report.

5.	Send the message. A Record Counter appears so you can monitor the progress of your export.

6.	When the export is finished, the message you sent will appear in the addressee's mailbox. The recipient opens the message in the normal way and Double [image] Clicks the icon to call up the report.

NOTE: If you have questions regarding the operation of your electronic mail system, please refer to the documentation that came with the system.

NOTE: File|Print|File is also available as the 6th button on the SpeedBar [image]. Clicking the button takes you directly to the Export dialog box. Once there, follow the remaining steps described above.

Export to an E [image] mail mailbox is available as the 7th button on the SpeedBar [image]. When you Click this button, the program asks you to log on to your system. Log on and follow the procedure for exporting to a mailbox above.


Report Definition command (File|Print)

A report definition is a report on a report; it identifies the components of the report, and it provides important information about each of the components. Report Definition prints a copy of the report definition to the printer for the active report.

To print the report definition

1.	Make sure the report for which you want to print the definition is active, that is, in the active window.

2.	Select File|Print|Report Definition. The report definition is printed to the active printer.

Understanding the report definition

The report definition is divided into a number of sections, and some of those sections are further divided into subsections. Each section is numbered N.0, and each subsection includes both the number of the section and the number of the subsection: N.1, N.2, etc.

Report definition sections are as follow:

File Information

File Information contains report--wide information including the following:

Report file	The name and path of the report

Last edited	The day the report was last edited and saved

Version	The version number of Crystal Reports used to create the report

Data file(s)	The database(s) used to prepare the report

Record Sort Fields

Record Sort Fields identifies the record sort field(s) selected (if any) and the sort direction (A for Ascending, D for Descending) for each sort field.

Group Sort Fields

Group Sort Fields identifies the group sort field(s) selected (if any) and the sort direction (A for Ascending, D for Descending) for each sort field.

Sectional Information

Sectional information is information on the content and formatting of each of the report sections. Report sections are identified in the following manner:

Name in definition	Corresponding section in Report Designer

Header Section	Page header section

Detail Section	Details section

Footer Section	Page footer section

Start group #n	Group header section for group #n

End group #n	Group footer section for group #n

Grand Total Section	Grand Total section

Section--wide settings

The first data appearing in each section identifies the settings in the Format Section dialog box for that section. These settings affect the section as a whole. Possible listings are:

Definition text	Corresponding Format Section setting

visible/hidden	Hide section, unchecked = visible, checked = hidden

new page before	New Page Before (if checked)

new page after	New Page After (if checked)

keep together	Keep Section Together (if checked)

suppress blank lines	Suppress Blank Lines (if checked)

reset page number after	Reset Page Number After (if checked)

print at page bottom	Print at bottom of page (if checked)

Individual field settings

Following the section--wide settings, the report definition lists the name and field format settings for each of the fields that appears in the section. Format settings correspond to the settings in the Field Format dialog box, and in the Format String, Format Number, Format Date, Format Memo, and Format Boolean dialog boxes (depending on the data type of the field).

For each of the fields, the following information is given:

Definition text	Corresponding Field Format dialog box setting

suppress duplicate	Suppress if Duplicated (if checked)

hidden	Hide when Printing (if checked

Data type

text	data type = text

numeric	data type = numeric

date	data type = date

boolean	data type = boolean

Alignment

default align	Alignment = default

left align	Alignment = left

center align	Alignment = centered

right align	Alignment = right

Number settings

The following is a list of those report definition entries that are used with numeric fields.

Definition text	Corresponding Format Number setting

suppress zeros	Suppress if Zero (if checked)

Rounding

no rounding 	Rounding = none

round to .1 	Rounding = 0.1

round to 1 	Rounding = 1

round to 10 	Rounding = 10

round to 100 	Rounding = 100

round to 1,000 	Rounding = 1,000

round to 10,000 	Rounding = 10,000

round to 100,000 	Rounding = 100,000

round to 1,000,000 	Rounding = 1,000,000

Leading Zero

no text	Leading Zero = 0.17

no leading zero	Leading Zero = .17

Decimals

0 dec places	Decimals = 1.

1 dec places	Decimals = 1.0

2 dec places	Decimals = 1.00

3 dec places	Decimals = 1.000

4 dec places	Decimals = 1.0000

5 dec places	Decimals = 1.00000

decimal symbol:	= value in Decimal Separator text box

Thousands separator

no text	Thousands Separator = 1,000.00

no thousands separator	Thousands Separator = 1000.00

thousands symbol:	= value in Thousand's Separator text box

Negatives

bracketed 	Negatives = (345.00)

leading minus 	Negatives = --345.00

trailing minus	Negatives = 345.00--

Date settings

A representative date is printed, showing the format (order and style of date elements) as set in the Format Date dialog box.

Boolean settings

The following is a list of report definition entries that are used with Boolean fields:

true/false	Boolean Text = True or False

t/f	Boolean Text = T or F

yes/no	Boolean Text = Yes or No

y/n	Boolean Text = Y or N

1/0)	Boolean Text = 1 or 0


 Printer Setup command (File menu)

Use Printer Setup to select the printer you want to use to print the report. If you don't select a printer, Crystal Reports will print to the Windows default printer.

To select a printer:

1.	Select File|Printer Setup. The Print Setup dialog box appears.

2.	The dialog box is divided into three boxes:

Printer

--  Allows you to specify whether Crystal Reports is to use the Default Printer to print the active report or one of the other printers you have set up in windows.

Orientation

--  Allows you to specify whether the program is to print in Portrait or Landscape orientation.

Paper

--  Allows you to select the paper size and source (from among those available for the printer). The sizes and sources available depend on the printer you have selected and they change when you change printers.

3.	Select the printer of interest from the Printer box, the orientation from the Orientation box, and the paper size and source from the Paper box.

4.	If you want to review and/or use other options available for your printer, Click the Options button. This takes you to the Options dialog box. The Options dialog box is a Windows dialog box that changes with the printer selected. For a complete explanation of dialog box options, Click the Help button in the Options dialog box.


Page Margins command (File menu)

Use Page Margins to set page margins for your report. Margins define the white space between your report and the edges of the page.

To set printer margins

1.	Select File|Page Margins. The Printer Margins dialog box appears with the current margin settings displayed and the Use Default Margins checkbox checked.

2.	Accept the default margins or enter your new margins.

To accept the default margins, Click OK and the program returns you to the Report Designer.

To change the margins, enter your new margins in the Top, Left, Bottom, and/or Right Margin edit boxes. When you change any of the default margins, the program turns the Use Default Margins checkbox Off.

To restore changed margins to their default settings, Click the Use Default Margins checkbox.

3.	Click OK when finished. Crystal Reports returns you to the Report/Label Designer with your new margins in place.

For additional information on setting margins, see Creating Margins (See Personal Trainer).

NOTE: Crystal Reports uses the non--printing areas established for your printer as default printer margins. Those margin settings appear in the Printer Margins dialog box. While you can set margins that fall inside the non--printing areas, parts of your report may be clipped off if you do.

NOTE: Page Margins is not available if you are working with a Mailing Labels Report. Instead, it is replaced by File|Set Label Layout. By using this command, you can set up margins for printing mailing labels.


Set Label Layout command (File menu)

The Set Label Layout command is available on the File menu whenever you are working on mailing labels or other label-type items. The command returns you to the Mailing Labels dialog box, the dialog box you used to set your label specifications when you used the File|New|Mailing Label command. Using the Mailing Labels dialog box, you can adjust the label dimensions, the gaps between labels, the page margins, and/or the label printing direction.

To use Set Label Layout

Select File|Set Label Layout. The Mailing Labels dialog box appears. For complete information on using this dialog box, see the File|New|Mailing Label command.

NOTE: Set Label Layout is only available if you are working with a Mailing Labels Report. If you are working with a normal report, you can use File|Page Margins to change the page margins of your report or the Multi--Column Layout dialog box via the Format Section dialog box to set column widths and margins.


Options command (File menu)

Use Options to change default settings for new reports. Using this command you can preselect the way Crystal Reports will display and print many of the elements in your report.

NOTE:  Crystal Reports stores your default options in the file CRW.INI, located in the Windows directory.

To use File|Options

Select File|Options. Crystal Reports displays the Options dialog box. This dialog box serves as a control panel for configuring Crystal Reports in a number of different areas.

Dialog box options

The dialog box is dynamic: its content changes as you select different configuration categories.

You select those categories using the buttons in the Category box on the left.

As you change categories, the configuration options change in the options box at the right.

Click the category of interest from the following list:

General options,

Database options,

Format options, and

Font options.


General options

General options let you control the "look and feel" of the program and let you set up some preferences that match the way you work. When you Click the General button, your options appear in the options box. By default, General options appear when you first select File|Options. General (configuration) options include the following:

Display SpeedBar checkbox

Display Format Bar checkbox

Display Status Bar checkbox

Use Short Section Names checkbox

Show Field Names checkbox

Insert Detail Field Titles checkbox

Refresh Data On Every Print

Save Data With Closed Report

Report Directory edit box

Mail Destination selector


Database options

Database options let you set up database and index shortcuts and specify the way the program displays and processes data. When you Click the Database button, your Database options appear in the options box. Database (configuration) options include the following:

Data Directory edit box

Database Selectors edit box

Index Selector edit box

Use Indexes For Speed checkbox

Translate DOS Strings checkbox

Translate DOS Memos checkbox


Data Directory box
The Data Directory edit box

You use the Data Directory edit box to set the default directory that Crystal Reports should use in searching for and displaying databases. If you set the directory pointer in this box to the Samples directory, for example, Crystal Reports will display only files from that directory when it displays the Choose Database File dialog box and other boxes that offer you database selection options.

If you know the name of the directory, you can type it into the Data Directory text box.

If you don't know the name of the directory, Click the Browse button and select the directory from the list that appears in the Set Directory dialog box.


Report Directory box
The Report Directory edit box

You use the Report Directory edit box to set the default directory that Crystal Reports should use in searching for and displaying existing reports. This box (and the Browse button) work the same way as the Data Directory box.


Database Selector
The Database Selectors edit box

You use the Database Selectors edit box to set the file specifications that Crystal Reports should use in searching for and displaying databases. If you set the specifications in the Database Selector text box, for example, to Paradox specifications (*.db), Crystal Reports will display only files with that specification in the Choose Database File dialog box and other boxes that offer you database options.

NOTE: If you want to set multiple specifications, separate them with semicolons (*.db; *.dbf; etc.)


Index Selector
The Index Selector edit box

You use the Index Selector edit box to set the file specifications that Crystal Reports should use in searching for and displaying indexes to tables. To change the selections already listed, type your new selection over the existing selection, and delete any old characters that remain.


Display SpeedBar checkbox

The Display SpeedBar checkbox is simply a toggle. When you toggle the check mark on, Crystal Reports displays the SpeedBar. If the check is absent, Crystal Reports won't display the SpeedBar. By default, the Display SpeedBar checkbox is toggled to on.


Show Field Names checkbox

The Show Field Names checkbox is a toggle.

When you toggle the check mark on, Crystal Reports displays the field name for each field on the report instead of characters that symbolize the data type of the field (XXXX, 5555, etc.).

When the check mark is toggled off,  Crystal Reports displays symbolic characters instead of the field name for each field.

By default, the Show Field Names checkbox is unchecked (toggled off).


Font options

By default, any text, data field, or dBASE Expression result entered anywhere on the report is displayed and printed in the Windows default font. The Font options button allows you to change the default fonts for any and all sections of your report. It allows you:

to specify different fonts for different sections of your report, and

to specify a different font for text elements than is used for fields within a given section.

For new reports, once the defaults are changed, Crystal Reports looks at the section in which each new text element is placed and formats it with the text font specified for that section. It also looks at the section in which each new data field or expression result element is placed and formats it with the field font specified for that section.

For existing reports, the default font for text in a section stays the same. New reports will get the new default.

For example, you can specify one field font for all group values (subtotals, summary fields, etc.) and a completely different text font for the text labels you use to identify each of the group values. Crystal Reports automatically formats all group values with the default field font, and it formats any label you type in the group section with the default text font.

NOTE:  The Font options button gives you the opportunity to customize the Crystal Reports Report Editor to best fit your needs. When you make changes via this button, Crystal Reports simply changes the defaults so the fonts used in each section appear in the format you typically want them in. These default changes don't in any way limit the fonts available for use in any section of your report, however. You still have the ability to reformat text or field elements individually if you wish.

When you Click the Fonts button, two columns of buttons (your Default Font options) appear in the Options dialog box:

the column on the left for changing the default fonts for fields, and

the column on the right for changing the default fonts for text strings.

The buttons in each of the columns match sections of your report. Your options are:

Page Header

The Page Header Section, typically the part of your report that contains the report title, the date, and other identifying information.

Start of Group

The Group Header section. Of the two sections created each time you set up a group field (subtotal, summary field), this is the top section, the section that appears above the Details section.

Detail

The Details section, typically the body of your report.

End of Group

The Group section that displays or prints the group value. Of the two sections created each time you set up a group field (subtotal, summary field), this is the bottom section, the section that appears below the Details section.

Grand Total

The Grand Total section that typically appears at the end of the report.

Page Footer

The Page Footer section, typically the part of your report that contains the page number, words like (continued), and other identifying information.

To change the font for a specific section:

determine first if you want to change the font for text or the font for fields and expressions. This tells you which list to use.

determine the section for which you want to change the default.

Click the button that matches the element and section for which you want to change defaults, and

change the default font using the Font dialog box.


Format options

The Format button (File|Options command) allows you to change the default formats Crystal Reports uses when displaying and printing data fields and expression results. Format refers to the way field values are displayed or printed, apart from the font used.

The changes you make via the Formats button apply only to elements that you insert after you make the changes. Elements that you entered before you changed the default retain their previous format.

When you Click the Format button, Field Format options appear in the Options dialog box. Your options in this box correspond to the five Crystal Reports data types: string, number, date, and boolean. All five data types allow you to:

  change the alignment of a text value within the space allotted for the field in the report,

  suppress the value so it doesn't print if it's identical to the value that preceded it, and

  cause the value to hide when printing.

NOTE: For detailed instructions on these activities, see Format|Field.

In addition, all data types other than text offer considerable additional formatting flexibility as described below:

String

String here refers to text strings drawn directly from a database, or expressions that result in text strings. It does not refer to text strings typed directly into the Report Editor. For string fields you can configure the program to print the fields on multiple lines if necessary and you can specify the maximum number of lines on which it can print.

Number

Number refers to number fields drawn directly from a database, and expressions that, as an end result, return a number. For number fields you can:

  suppress its value if it is a zero,

  round the value,

  insert or exclude a zero before the decimal point in a fractional number,

  specify the number of decimal places, and the character used to separate decimals from whole numbers,

  insert or exclude thousands separators, and specify the character used as that separator,

  specify the way negative numbers should be displayed,

  specify whether the symbol appears in a fixed position or floats with the length of the value,

  specify whether the symbol appears before or after the value, and

For detailed information on number formatting options, see the Format Number button under Format|Field.

Date

Date refers to date fields drawn directly from a database, expressions that result in dates, and dates placed via the Insert|Special Field|Date command. For date fields you can:

  set the order of the date elements (month [image] day [image] year, military date order, etc.),

  specify the separators (commas, hyphens, etc.), if any, between the elements, and

  set the style of the date elements (month as a number, month spelled out, abbreviated year, etc.).

Boolean

Boolean refers to boolean (Yes/No) fields drawn directly from a database and expressions that return a boolean value. For boolean fields you can:

  specify the display of field values as True or False, T or F, Yes or No, etc.

To change the default field format, Click the button that represents the field data type you want to change. Crystal Reports takes you to a dialog box that contains formatting options for the type of field you have selected.

NOTE:  This Formats button gives you the opportunity to customize the Crystal Reports Report Designer to best fit your needs. When you make changes via this button, Crystal Reports simply changes the defaults so that each new data type appears in the format you typically want it in. These default changes don't in any way limit the formats available for use in your report, however. You still have the ability to reformat elements individually if you wish.

See also:

Format Number

Format Date

Format Boolean

Format String


Use Indexes For Speed checkbox

The Use Indexes For Speed option is a toggle.

When you toggle the check mark on, Crystal Reports uses available indexes to speed the record selection process.

When you toggle the check mark off, Crystal Reports selects records without the use of indexes (a much slower process). By default, the Use Indexes For Speed checkbox is toggled on.


Translate DOS Memos checkbox

When you insert special characters in dBASE memo fields, you use the upper ASCII character set (those characters with decimal values between 128 and 255). When you insert special characters into Windows programs, you use ANSI codes to do so. If you include upper ASCII characters in dBASE memo fields and then use those fields to create a report in Crystal Reports for Windows, the program would read the codes and assume they were ANSI codes were it not for the Translate DOS Memos option.

When Translate DOS Memos is activated (a check in the checkbox), the program assumes that any character code it finds is an ASCII code and it translates that code to a corresponding ANSI value so the same character that appears in dBASE appears in your report.

When the option is not checked, the program assumes that any character code it finds is already an ANSI code and it does no further translation.

NOTE: If this checkbox is toggled OFF and you have used upper ASCII characters in your dBASE memo fields, the special characters will not be the same in your report as they are in the dBASE memo field.

By default, the Translate DOS Memos checkbox is toggled On.


Display Status Bar checkbox

The display Status Bar checkbox is also a toggle. When you toggle the check mark on, Crystal Reports displays the Status Bar. If you toggle the check mark off, the program won't display the Status Bar. By default, the Display Status Bar checkbox is toggled on.


Use Short Section Names checkbox

The Use Short Section Names checkbox is also a toggle. When you toggle the check mark on, Crystal Reports abbreviates the section names that appear in the gray area on the left side of the Report Designer and narrows the gray area at the same time. This adds extra width to the white working area, and it allows you to work with more of your report on screen at one time. When you toggle the check mark off, Crystal Reports displays full section names and a narrower working area. By default, the Short Section Names checkbox is toggled off.


Insert Detail Field Titles checkbox

Insert Detail Field Titles is a toggle.

When you toggle the check mark on, Crystal Reports automatically enters a default field title in the Page Header section whenever you insert a field in the Details section of the Report Designer. The default title is the name of the field, underlined.

When you toggle the check mark off, field titles no longer appear automatically.

By default, the Insert Detail Field Titles checkbox is toggled on.


Display Format Bar checkbox

This checkbox is a toggle. When you toggle the check mark on, Crystal Reports displays the Format Bar. If you toggle the check mark off, Crystal Reports won't display the Format Bar. By default, the Display Format Bar checkbox is toggled on.


Refresh data on every print checkbox

This checkbox is a toggle. When you toggle the check mark on, the program automatically retrieves new data every time you print. When you toggle the check mark off, the program will use existing data unless you make changes that force it to retrieve additional data. By default the Refresh data on every print checkbox is toggled off.

Things to consider

If you toggle this option on, the program will refresh your data every time you print. If, for example, you use File|Print|Window to review your report and then export the report via E-Mail, the program will refresh when it prints to the Print Window and again when it prints to export the report. If the data has changed between the time you called up the report in the Print Window and the time you exported the report, the data in the exported report will reflect the changes.

If you toggle this option off, the program will retrieve the data the first time you print and continue to use that same data for each additional print. Following our example, if you use File|Print|Window to review and then you export, the program will retrieve data when you call up the Print Window and it will use that same data when it exports the report. If the data has changed after you call up the Print Window, the data in the exported report will not reflect the changes.


Save Data with Closed Report checkbox
The Save Data with Closed Report checkbox

This checkbox is a toggle. When you toggle the check mark on, the program automatically saves database data with your report. When you toggle the check mark on, the program saves the report itself, but it will need to retrieve the report data once again the next time you run the report.

Discussion

Typically, when you save a report, Crystal Report saves only the report definition. The definition contains all of the information needed for printing your report, but it doesn't include the required data. When you print the report, export it, or work with it in the Print Window, the program has to run the report and retrieve the data first. Depending on the complexity of your report and the amount of data involved, this can take anywhere from a few moments to an hour or more. If you plan to work again with the report in the near future (fine tuning it, etc.) or if you plan to share the report with someone else who wouldn't have access to the original data, you can use the Save Data With ClosedReport option.

NOTE:When the program saves data with the report, it compresses the data to take up less disk space. It decompresses the data when it opens the report.

There are some things to consider before using the Save Data With Closed Report option:

If you save only the definition:

your report will require somewhat less disk space (enough for the template only), but

you will need to rerun the report before you print it.

If you save your data with the report:

your report will require somewhat more disk space (enough for the report template and the data), but

you won't need to rerun the report before you print it.

If you have enough disk space, and processing time or access to the raw data are major considerations, you may find Save Data With Closed Report to be a real convenience.

By default, the Save Data With Closed Report checkbox is toggled on.


Mail Destination selector

The Mail Destination selector lets you specify the destination you want the program to use when you export a report to E [image] mail. Click the arrow on the selector combo [image] box and Click a destination from the list that appears. Your choices are:

Mail via MAPI, and

possibly other mail destinations.

Once you've made a selection, when you open a mail [image] related dialog box in the program it will open with your specified destination already selected.

If you wish to change the current setting for any of the check boxes, Click the check box(es) of interest with the left mouse button.

See Also

File command(File|Print)


Translate DOS Strings checkbox

This option is like the Translate DOS Memos option. The only difference is that it is active for string fields instead of memo fields.

NOTE: If this checkbox is toggled OFF and you have used upper ASCII characters in your dBASE string fields, the special characters will not be the same in your report as they are in the dBASE string field.

By default, the Translate DOS Memos checkbox is toggled On.


Exit command (File menu)

Use Exit to end your Crystal Reports session and return to the Windows environment.

When you select File|Exit:

If you have already saved your active file(s), Crystal Reports closes itself down and returns you to Windows.

If you haven't already saved your active file(s), Crystal Reports asks you if you want to save before closing. Refer to File|Close for your options at this point.


Cut command (Edit menu)

Use the Cut command any time you wish to cut or delete selected text temporarily and hold it in the clipboard for later use.

To use Edit|Cut

1.	Select the text you wish to cut by dragging the I--beam cursor over it to highlight it.

2.	Select Edit|Cut. Crystal Reports cuts the text and holds it in the clipboard for later use or until it is overwritten when you cut or copy additional text. Cut text is deleted from your report.

NOTE:  Cut is also available as the eighth button on the SpeedBar [image].  Clicking the button has the same effect as selecting Edit|Cut.

NOTE:  The Cut command can be used in the Report Designer (for text) via the Windows keyboard command Shift--Delete.


Copy command (Edit menu)

Use the Copy command any time you wish to send a copy of text to the clipboard for later use without disturbing the text as it appears currently in the report.

To use Edit|Copy

1.	Select the text you wish to copy by dragging the I--beam cursor over it to highlight it.

2.	Select Edit|Copy. Crystal Reports makes a copy of the selected text and sends it to the clipboard for later use or until it is overwritten when you cut or copy additional text. The text you selected in the report remains in place, unchanged.

NOTE:  Copy is also available as the ninth button on the SpeedBar [image].  Clicking the button has the same effect as selecting Edit|Copy.

NOTE:  The Copy command can be used in the Report Designer (for text) via the Windows keyboard command Ctrl--Ins.


Paste command (Edit menu)

Use the Paste command any time you want to paste (insert) text from the clipboard into your report. You can use the Paste command:

with the Cut command to move text, or

with the Copy command to complete the copying process.

To use Edit|Paste

1.	Position the I--beam cursor where you want the text to appear and Click the left mouse button to set the text cursor.

2.	Select Edit|Paste. Crystal Reports pastes the text at the text cursor.

NOTE:  Paste is also available as the tenth button on the SpeedBar [image].  Clicking the button has the same effect as selecting Edit|Paste.

NOTE:  The Paste command can be used in the Report Designer (for text) via the Windows keyboard command Shift--Ins.


Paste Special command (Edit menu)

The Paste Special command allows you to paste an OLE object into your report from the Clipboard. Use the following procedure to paste an OLE object.

1.	Use an object application (an application that allows you to create OLE objects) to create the object you would like to paste into your report, or open an existing file in the object application. For example, if you would like to use part of the ARCHES bitmap, a standard bitmap that comes with Windows, open ARCHES.BMP in Paintbrush (the object application).

2.	Copy all or part of the object to the clipboard using the Edit|Copy command.

3.	Exit the object application.

4.	Open your report in Crystal Reports.

5.	Select Edit|Paste Special. The Paste Special dialog box appears.

6.	If you want to embed the object in your report, Click the Paste option button.

7.	If you want to insert a link to an object, Click the Paste Link option button.

8.	In the As type list box, select the type of object you want to link or embed. For example:

if you want to paste the ARCHES bitmap object from the Paintbrush application, select Paintbrush Picture Object.

if you want to paste a picture of your object (a picture that can't be edited via OLE), select Metafile or Bitmap.

9.	If you want the program to use an icon to represent the object in your report, Click the Display As Icon checkbox to turn it on.

10.Click OK and a placement rectangle appears.

11.Using the mouse, position the rectangle where you want the object to appear in your report and Click the left mouse button to place it. The object is now embedded (or linked) in your report.

See also:

Object Linking and Embedding (See Personal Trainer)

Edit|Object

Edit|Links

Insert|Object


Select Fields command (Edit menu)

Use Select Fields to activate the selection lasso. When the lasso is active, you can select any field or group of fields in your report simply by drawing a box around them.

To use Select Fields

1.	Select Edit|Select Fields. The cursor changes to crosshairs. You'll use these crosshairs to draw a lasso around the fields you want to select.

2.	You need to create a lasso large enough to surround all the fields of interest. Set the first corner of the lasso by clicking the left mouse button, and keep the button depressed.

3.	Drag the crosshairs towards the opposite corner. A rectangle appears to define your selection area as you drag the mouse.

4.	When the rectangle surrounds the fields of interest, release the left mouse button to complete the selection process. Handles appear on all the fields that you have selected.

NOTE: You can use Edit|Select Fields in both the Report Designer and the Print Window.

NOTE: You can also activate the selection lasso by clicking the lasso button, the 11th button on the SpeedBar [image].

NOTE: You can also Click a single field or Shift [image] Click a group of fields to select them. When you have several fields to select, however, you'll probably find the selection lasso to be a faster way to get the job done.

NOTE: When working in the Print Window, if you find yourself selecting fields that appear to fall outside the selection lasso, you probably have overlapping fields. Resize the fields so there is no overlap and try again.


Formula command (Edit menu)

Use Edit Formula to edit a formula expression once it has been entered in a Crystal Reports report.

To use Edit|Formula

1.	Select the expression you want to edit.

2.	Select Edit|Formula. The Expression Builder appears with the formula expression displayed in the Expression box.

3.	Edit your formula expression using the tools available in the Expression Builder. For more information on these tools, refer to the main dBASE Help file.

4.	Select OK when finished. Crystal Reports automatically updates your formula expression in the report.


Text Field command (Edit menu)

Use Edit Text Field to change the content of text fields that you entered via the Insert|Text Field command. You can add text, delete text, rearrange text, or change the spelling of text in any text field in your report.

 NOTE: The Windows Cut, Copy, and Paste commands are active in the Enter Text edit box.

To use Edit|Text Field

1.	Select the text field you wish to edit and select Edit|Text Field (or Click the right mouse button and then select Edit Text Field from the SpeedMenu that appears). The Edit Text Field dialog box appears.

2.	Change the text in the Enter Text edit box to suit your needs.

3.	Click Accept when finished, and Crystal Reports makes the specified changes to your text field.


Summary Operation command (Edit menu)

Edit|Summary Operation allows you to change the operation for the selected summary. This option, for example, can change a summing operation to one that determines the maximum (highest) value in the group.

To use Edit|Summary Operation

1.	Select the summary of interest.

2.	Select Edit|Summary Operation. The Summary Field dialog box appears.

--  For complete details on using this dialog box, see Insert|Summary Field|Summary.

3.	Select the new operation you want for the summary. When you Click OK, Crystal Reports changes the summary to conform to your new selection.


Browse Field Data command (Edit menu)

Use Browse Field Data any time you want to take a look at the values in a report field.

NOTE: This command is active only when you have selected a field on your report.

To use Edit|Browse Field Data

1.	Select a report field.

2.	Select Edit|Browse Field Data. A field data dialog box appears.

The source of the field and the field name appear as the title for the dialog box.

The data type for the field (string, number, etc.) appears just below the title.

A list of field values appears in the scroll box.

3.	When you're finished reviewing the field data, Click the Done button.

NOTE: A Browse Field Data option also appears on the right mouse button SpeedMenu whenever you select a report field, in the Insert Database Field dialog box, and in other dialog boxes in which reviewing field data might be useful.


Group Section command (Edit menu)

Use Edit|Group Section to change the sorting and grouping specifications (sort and group by field, sort direction, etc.) for any of the groups on your report.

To use Edit|Group Section

1.	Select Edit|Group Section. The Edit Group Section (sections) dialog box appears.

2.	Select the group section that you want to edit and Click OK when finished. The Edit Group Section (edit) dialog box appears.

The top scroll box displays the name of the current sort and group by field (the field that triggers a grouping whenever its value changes).

The next scroll box displays the current sort direction.

The scroll box at the bottom of the dialog box displays the grouping condition. This scroll box appears only if your sort and group by field is a date or Boolean field.

The Browse Field Data button displays a list of field values in the selected sort and group by field.

3.	Change the specification(s) you want to change by clicking the scroll arrow of the scroll box of interest and selecting your new specification from the list that appears.

4.	Click OK when finished to return to the Report Designer.

NOTE: For a more thorough explanation of sorting and grouping, the sort and group by field, the sort direction, and grouping conditions, see Insert|Summary Field|Subtotal.


Delete Section command (Edit menu)

Use Delete Section to remove group sections from your report. This command is active only if your report contains a group section.

To use Edit|Delete Section

1.	Select Edit|Delete Section. The Delete Section dialog box appears listing all the sections in the report.

2.	Select the section you want to delete. Crystal Reports deletes the entire section and all the elements it contains.


Object command (Edit menu)

Use Edit|Object to modify an OLE object that you have embedded in a report. The command is active only when you select an embedded object.

To edit an embedded OLE object

1.	Select the object.

2.	Select the Edit menu and then select the object of interest from the list that appears at the bottom of the menu box. A submenu appears with two or more options. These options are called Verbs in OLE and a Verb describes an action you can take on an object. For a Paintbrush object, for example, the Verbs are Edit and Convert. For a Sound Recorder object, the Verbs are Play, Edit, and Convert.

3.	Select the Verb that describes the action you want to perform. For example, if Edit is one of the Verbs and you select it, the application that created the object (the object application) opens with your object displayed. (We'll discuss Convert in depth further on in this section.)

NOTE: Sometimes both an Open and an Edit verb appear. These would seem to bring about the same action, but there is a fine distinction between them.

If your application supports OLE In Place Editing, the Edit Verb activates In Place Editing while the Open Verb activates editing in a separate window.

If your application does not support OLE In Place Editing, both the Edit verb and the Open verb do the same thing: activate editing in a separate window.

Crystal Reports does not support OLE In Place Editing. Thus, when an object has both an Open and an Edit verb, they perform the same function when used in a Crystal Report.

4.	Edit your object using the object application.

5.	When you're finished editing the object, you must update the object in the object application before the changes will be effective in your report.

To do this, select the File|Update command in the object application.

If you exit the object application without updating the object, a dialog box will ask you if you would like to update it.

  If you Click No, your changes will be lost.

  If you Click Yes, the object application will close, and you will be returned to Crystal Reports with your object updated.

The Convert dialog box

The Convert Verb appears on the Verb list. This verb enables you to convert an object's format in some cases, or the way it's displayed in the report.

When you choose Convert from the Edit|Object submenu, the Convert dialog box appears.

This dialog box allows you to change the data type of an object (in some cases) and the way an OLE object is displayed on your screen (as the object itself or as an icon representing the object).

Convert dialog box options

The Convert dialog box contains a number of objectrelated options.

Convert To option

The Convert To option lets you change an object's data type if necessary. This option is useful, for example, if the object was created with an earlier version of the object application, you now have a later version, and you want to change over. Another use is if you receive a document that contains an object created with an application that you don't have on your system ( a Whizbang 1 spreadsheet, for example), but you do have a competitive server application (a Whizbang 2 spreadsheet, for example). If the original object won't activate for editing, you can convert it to a Whizbang 2 object via the Convert To option, and do your editing in the Whizbang 2 application.

Object Type list box

The Object Type list box lists the applicable object types. The existing object type will appear on the list along with any other object types to which you can convert your object. For example, the List box may list Whizbang 1 and Whizbang 2 object types. If the object is currently a Whizbang 1 type, selecting Whizbang 1 does nothing. But if you select Whizbang 2, the object will be permanently converted to that object type.

Activate As option

The Activate As option converts an object temporarily so it can be edited in a competitive application, and then it converts it back to its original object type when you're finished editing.

Display As Icon checkbox

When you turn this checkbox on (an X in the box) the program uses an icon to represent the object in your report. When you turn the checkbox off, the program displays the object itself in your report.

When the Display As Icon checkbox is turned on, the icon to be used is displayed along with the Change Icon button. Click this button if you want to have a different icon represent your object than the one displayed. The Change Icon dialog box will appear.

Change Icon dialog box

In the Change Icon dialog box, the Icon box has three options: Current, Default, and From File.

The Current option shows you the icon currently being used in place of the object. Choose this option to keep the same icon that is already being used.

The Default option shows the icon that is normally used for the type of object selected. For example, an object created in Paintbrush will display the Paintbrush icon by default. Choose this option to use the default icon.

The From File option allows you to choose a new icon stored on disk. Type in the path and filename of the icon you want to use. After typing in the filename, press Enter. The program displays the selected icon in the box below the From File option. You can also use the Browse button and Browse dialog box to help you find an icon suitable for your object.

The Label text box lets you type in the label you want displayed with your object. The label should be clear and easy to understand, and should be related to the data in the OLE object.

Select the icon you would like to use and<F51P9MIC1> Click<F21W1> OK. The icon will be displayed in the Insert Object dialog box.

Result box

The Result box explains the results of your selections.

Make your selections as needed and Click OK when finished.


Links command (Edit menu)

Use Links to make changes in existing links. Using this command, you can change the source data for a link and the way a link is updated. This command is only active when you have a link in the report.

To use Links

1.	Select Edit|Links. The Links dialog box appears.

Dialog Box options

List box

The list box lists all the links you have established from the existing report. For each link, the program indicates the path, the object name, the object type, and whether the update is set to be automatic or manual. A status area at the bottom of the dialog box presents the same information for the highlighted link.

Several buttons appear at the right side of the dialog box:

Update Now button

Update Now causes the selected link(s) to hook up with their sources and to gather the most current information. This can be used, for example, to test a link after you have changed a source location using the Change Source button.

Open Source button

Open Source opens the object application (the source application) for the selected link. Once open, you can make any changes you want in the source application.

Change Source button

Change Source enables you to specify a different link source. This button can be used, for example, to specify a new location for an object file. When you Click this button, the Change Source dialog box appears. This dialog box looks and works much like the Choose Database File dialog box. Using this dialog box, select your new source. For example, if you have linked to Red.BMP and you have moved the bitmap from one directory to another, locate the new directory in this dialog box and select Red.BMP in that directory as your new source.

Break Link button

Break Link severs the selected link. The object remains in the report, but now as an unlinked, static object that cannot be edited via OLE.

Update

There are two update options:

Automatic

This is the default option. When this option is selected, the appearance of the object in the report changes whenever the object is changed in the object (source) application.

Manual

When you select this option, the linked object will update only when you request it using the Update Now command in the object application. Changes you make in the object (source) application won't affect the object in the report until you use the Update Now command.

2.	Select one or more links.

3.	Make the changes you want to make.

4.	When finished, select Close to return to the report.


Database Field command (Insert menu)

Use Insert|Database Field to place data fields from an active database on your report.

To use Insert|Database Field

1.	Select Insert|Database Field. The Insert Database Field dialog box appears listing all of the fields in the active database(s).

NOTE: To speed the report building process, this dialog box is set to remain on screen until you Click the Done button. The dialog box can be moved anywhere on screen that is convenient.

Dialog box overview

You use this dialog box to select the fields you want to include in your report.

The name of the current report appears at the top of the dialog box, just below the title bar.

The available fields are listed in the scroll box. Fields are grouped by database in the scroll box list, and each group is headed by the name of the table from which the fields come. You use the scroll box list to select (highlight) the field you want to insert in your report.

There are three buttons at the bottom of the dialog box:

Insert

Use the Insert button to insert the highlighted field. You can bypass the insert button by simply double clicking the field you want to insert.

Done

Use done to close out the dialog box when you are finished entering fields.

NOTE: If you Double--Click a file name in the scroll box, the list of fields from that file disappears and the Insert button changes to an Open button. If you highlight the file name and Click the Open button, the list of fields in that file reappears.

Browse Field Data

Use the Browse Field Data button to preview the data type, length, or content of any field on the list.

With the field of interest highlighted, Click the Browse Field Data button. A dialog box appears that has as its title the field you selected. The following field information is available in this dialog box:

Type

Type indicates the data type of the selected field (CHAR = character field, NUMBER = number field, DATE = Date field, MEMO = memo field.) Also see Crystal Reports data types.

Length

Length indicates the number of spaces allotted for the field in the originating database.

NOTE: Length does not appear with all data types.

Scroll box

The scroll box displays the values in the field selected.

Done button

The Done button returns you to the Insert Database Field dialog box when you are done previewing the field.

2.	Select the field of interest.

3.	Click the Insert button. Crystal Reports displays the field placement box.

4.	Move the box to the desired insertion point and Click the left mouse button to enter the field at that point.

5.	Repeat Steps 2 and 3 until you have inserted all the fields you want to insert.

6.	Click on Done when finished, and the dialog box disappears.

NOTE: For your convenience in setting up a report, the field placement box is sized to approximate the true field width of the field selected. If the automatic field heading is longer than the field name (for example, the heading State over a two character state abbreviation), the field box is sized for the width of the heading, not the field itself.

NOTE: Insert|Database Field is also available as the twelfth button on the SpeedBar [image]. Clicking the button takes you directly to the Insert Database Field dialog box. Once there, follow the remaining steps described above.

Dragging fields into your report

Crystal reports also provides a Drag and Drop method of adding fields to your report. The Drag and Drop method allows you to place several fields in your report at once. Once you are used to the drag and drop method, you may find it a faster and easier method of placing fields. To add fields to your report using the drag and drop method:

1.	Select one or more fields in the Insert Database Field dialog box to add to your report.

NOTE: You can use the Shift [image] Click method to select a contiguous group of fields from the Insert Database Field dialog box, or you can use the Ctrl [image] Click method to pick several individual fields.

2.	Click on one of the selected fields, and hold the mouse button down.

3.	Keeping the mouse button pressed, drag the fields onto the report. As the cursor moves, it will change to the Drag and Drop cursor when it is over a section of your report that you can place fields in.

4.	When the Drag and Drop cursor is positioned where you want the fields to appear, release the mouse button. Crystal Reports adds the fields to your report in the order that they appeared in the Insert Database Field dialog box.


Text Field command (Insert menu)

A text field is simply a field that holds text. It can hold a single character, a single word, entire sentences, or full paragraphs.

Use the Insert|Text Field command to insert text anywhere on your report. This is a useful command for adding labels, titles, footnotes, disclaimers, explanatory statements, seasonal comments, or any other kind of text you need.

NOTE: While the effective limit on text field size is 32K (including carriage return and line feed characters), it is recommended that text fields be used only for more manageable sized blocks of text.

Text Field considerations

A text field is treated just like any other field. That is, you can

--  move it,

--  delete it,

--  suppress it if duplicated,

--  hide it when printing,

--  align the text within the field, or

--  change the font, font style, font size or font effects.

Like any string field, you can also specify the number of lines on which the field is to print using the Format String dialog box.

A text field is different than freeform text entered directly on your report:

it uses the same grid that other fields use (making it easy to align titles perfectly with columns of data),

it prints starting at an absolute location on the report while freeform text always prints relative to the left edge of the report and can move around depending on what spaces and tabs are ahead of the fields,

it can be moved using a mouse (while freeform text must be moved using keyboard commands),  and

it can be formatted (suppressed, hidden, aligned) while freeform text cannot.

NOTE: You cannot copy text fields via the Windows Copy command, but you can copy freeform text using that command. That is about the only thing that you cannot do with text fields that you can do with freeform text.

Word wrap and return characters

Crystal Reports will word wrap within the space allotted if you have activated the Print on multiple lines option in the Format String dialog box. If you expand or narrow the field, word wrap will adjust to the available space (where possible), again, if the Print on multiple lines option is activated.

NOTE: If your text field includes return characters, Crystal Reports interprets them to provide the line breaks you specify in the text field (where possible).

How to insert text fields

To insert a text field:

1.	Select Insert|Text Field. The Edit Text Field dialog box appears.

2.	Enter your text in the Enter Text edit box, and Click Accept when finished. A field placement box appears.

3.	Position the box where you want the text field to appear and Click the left mouse button to place it.

NOTE: Insert|Text Field is also available as the thirteenth button on the SpeedBar [image]. Clicking the button takes you directly to the Edit Text Field dialog box. Once there, follow the remaining steps described above.

See also

Aligning text with fields (See Personal Trainer)

Centering text, fields (See Personal Trainer)

Inserting text (titles, labels, etc.) (See Personal Trainer)


Formula Field command (Insert menu)

Use Insert Formula Field to create a formula expression using the Expression Builder.

To use Insert|Formula Field

1.	Select Insert|Formula Field. The Insert Formula dialog box appears. Type in the name of the new formula expression you wish to build in the Formula name box, and Click OK.

Insert Formula Dialog box options

To insert a new formula, type in the name you want for the formula. The name can contain any combination of numbers, letters, symbols, and spaces. Click OK when finished.

To select an existing formula for inclusion, Click the name of the formula of interest, then Click OK to select it, or Double Click the name of the formula to select it.

To delete an existing formula, Click the name of the formula of interest,  Click Delete to delete it, and then Click Done to close out the dialog box.

NOTE: You must delete all uses of the formula in the report before you can use the delete command.

2.	If you have entered the name for a new formula and clicked OK, the Expression Builder appears. For a complete discussion of the elements in this dialog box, refer to the main dBASE Help file. Select OK when finished.

3.	Crystal Reports displays the field placement box. Move the box to the place you want to insert the formula expression in your report and Click your left mouse button to insert it.

NOTE: Insert|Formula Field is also available as the fourteenth button on the SpeedBar [image]. Clicking the button takes you directly to the Insert Formula dialog box. Once there, follow the remaining steps described above.


Special Field command (Insert menu)

Use Special Field to insert any of four special fields on your report. When you select Special Field, a sub [image] menu appears listing your special field options. Those options are:

Date

Page Number

Record Number

Group Number


Page Number command (Insert|Special Field)

Use Insert|Special Field|Page Number to insert a field that prints the current page number.

To use Insert|Special Field|Page Number

1.	Select Insert|Special Field|Page Number. Crystal Reports displays the field placement box.

2.	Move the box to the place in the report you want the page number to appear, and Click the left mouse button to enter the field at that point.

NOTE:  You can insert as many page number fields as you wish. Page numbers may appear in any section of the report.

NOTE:  The Format|Section command allows you to reset the page number for invoices, statements, etc.


Record Number command (Insert|Special Field)

Use Insert|Special Field|Record Number to have Crystal Reports number each record printed in the Details section of your report.

To use Insert|Special Field|Record Number

1.	Select Insert|Special Field|Record Number. Crystal Reports displays the field placement box.

2.	Move the box to the position you want each record number to appear, and Click the left mouse button to enter the field at that point. Crystal Reports numbers each record that it prints in the Details section of the report.

NOTE:  Crystal Reports assigns a number to each record that prints in the Details section as it processes the records for printing. The number assigned represents the number of the record as it is printed in the Details section. The records A, B, and C, for example, if sorted in ascending order (A to Z), will have the following record numbers: Record A = 1, Record B = 2, and Record C = 3. The same records, if sorted in descending order (Z to A), will have the following record numbers: Record C = 1, Record B = 2, and Record A = 3. The term record number thus refers to the record position in the report, not to the record position in the database from which it came; if a record changes its position in a report relative to other records, its record number changes as well.


Group Number command (Insert|Special Field)

Use Insert|Special Field|Group Number to have Crystal Reports number each group in your report. (A group is any grouping of data that occurs when you insert a subtotal or summary. For example, in an inventory report that subtotals inventory value by manufacturer, each group would contain data for a single manufacturer.)

To use Insert|Special Field|Group Number

1.	Select Insert|Special Field|Group Number. Crystal Reports displays the field placement box.

2.	Move the box to the position in which you want the group number to appear, and Click the left mouse button to enter the field at that point. Crystal Reports enters the group number as it prints the report.

NOTE:  Crystal Reports assigns a number to each group as it processes the records for printing. The number assigned represents the number of the group as it is printed. The groups A, B, and C, for example, if sorted in ascending order (A to Z), will have the following group numbers: Group A = 1, Group B = 2, Group C = 3. The same groups, if sorted in descending order (Z to A), will  have the following group numbers: Group C = 1, Group B = 2, Group A = 3. The term group number thus refers to the position of the group in the report, not to the data in the group; if a group of data changes its position in a report relative to other groups, its group number changes as well.

NOTE:  Only the innermost groups are numbered. For example, if the records are grouped first by city and then by state, a group field will refer only to the current city group number, not to the current state group number.


Date command (Insert|Special Field)

Use Insert|Special Field|Date to insert a field that prints whatever is the current date when the report prints.

To use Insert|Special Field|Date

1.	Select Insert|Special Field|Date. Crystal Reports displays the field placement box

2.	Move the box to the place in the report you want the date to appear, and Click the mouse to enter the field at that point.

You can insert a date field in any section of your report, and you can insert as many date fields as you wish.


Subtotal command (Insert|Summary Field)

Use Insert|Summary Field|Subtotal to insert a subtotal in your report. Crystal Reports allows you to set the conditions under which a subtotal will print.

To Use Insert|Summary Field|Subtotal

1.	Select the field that you want to subtotal

2.	Select Insert|Summary Field|Subtotal. The Insert Subtotal dialog box appears.

3.	You use this dialog box to set the conditions that trigger the printing of a subtotal.

Dialog box options

The top scroll box

The top scroll box contains a list of the fields and expressions being used in the report. Click the scroll arrow to reveal the list, and select from that list the field that you want the program to use for triggering subtotals.

The program will first sort report data based on this field.

Then it will go down the report and group and subtotal the data whenever the value in the field changes.

If you select a date or Boolean field, the program gives you the ability to further narrow your selection. See Date and Boolean conditions below.

The sort order scroll box

The next scroll box lists the two sort direction options, in Ascending order (1 to 9, A to Z) and in Descending order (9 to 1, Z to A). The default option is in ascending order. If you want to change the sort direction, Click the scroll arrow to reveal both options and make your selection from the list.

Date and Boolean conditions

When you subtotal based on changes in a Date or Boolean field, Crystal Reports displays another scroll box at the bottom of the dialog box. This scroll box enables you to further define your subtotal specification.

Date Conditions

This new scroll box contains a list of date ranges that define typical subtotaling periods.  When you select a date condition, Crystal Reports first sorts your data by date. Then it breaks the data into groups and prints a subtotal whenever the date condition that you select is met.

Click the scroll arrow to reveal the list of date conditions. Your options are:

for each day

Prints a subtotal whenever the date changes

weekly

Prints a subtotal at the change from one week to the next (a week runs from Sunday through Saturday).

for each two weeks

Prints a subtotal every two weeks (weeks run from Sunday through Saturday).

for each half month

Prints a subtotal twice a month

for each month

Prints a subtotal at the end of each month.

for each quarter

Prints a subtotal at the end of each calendar quarter.

for each half year

Prints a subtotal at the end of each calendar half year.

for each year

Prints a subtotal at the end of each year.

Boolean Conditions

When you subtotal based on changes in a Boolean field, Crystal Reports gives you a selection of Boolean conditions that can trigger a a subtotal. The program first sorts your data. Then it breaks the data into groups and prints a subtotal whenever the condition you select is met. Click the scroll arrow to reveal the list of Boolean conditions.

NOTE:  In the following conditions, Yes means Yes, True, or 1 (depending on the Boolean format you have selected for the field) and No means No, False, or 0).

Your options are:

on change to yes or no

Prints a subtotal whenever the value changes from Yes to No or from No to Yes.

Subtotal calculation with on change to yes or no condition

Yes

Yes

Subtotal

No

Subtotal

Yes

Subtotal

No

No

Subtotal

on change to Yes

Prints a subtotal whenever the value changes from No to Yes.

Subtotal calculation with on change to Yes condition

Yes

Yes

No

Subtotal

Yes

No

No

Subtotal

on change to No

Prints a subtotal whenever the value changes from Yes to No.

Subtotal calculation with on change to No condition

Yes

Yes

Subtotal

No

Yes

Subtotal

No

No

Subtotal

on every Yes

Prints a subtotal every time the value is Yes.

Subtotal calculation with on every Yes condition.

Yes

Subtotal

Yes

Subtotal

No

Yes

Subtotal

No

No

Subtotal

on every No

Prints a subtotal every time the value is No.

Subtotal calculation with on every No condition.

Yes

Yes

No

Subtotal

Yes

No

Subtotal

No

Subtotal

on next is Yes

Prints a subtotal whenever the next value is a Yes.

Subtotal calculation with on next is Yes condition.

Yes

Subtotal

Yes

No

Subtotal

Yes

No

No

Subtotal

on next is No

Prints a subtotal whenever the next value is a No.

Subtotal calculation with on next is No condition.

Yes

Yes

Subtotal

No

Yes

Subtotal

No

Subtotal

No

Subtotal

4.	Select OK when finished. Crystal Reports automatically inserts the subtotal in the group section of your report. If you have already set up other subtotals on the same field, Crystal Reports creates a new section for the new subtotal.


Grand Total command (Insert|Summary Field)

Use Insert|Summary Field|Grand Total to print a report total (or a report average, a report count, etc.) at the end of the report.

To use Insert|Summary Field|Grand Total

1.	Select the field you want totaled (or averaged, counted, etc.)

2.	Select Insert|Summary Field|Grand Total. The Insert Grand Total dialog box appears.

3.	Click the scroll arrow on the scroll box to reveal a list of possible grand total operations.

4.	Select the operation you want and Click OK to return to the Report Designer.

Crystal Reports calculates the grand total value, creates a Grand Total section for the report, and places the Grand Total value in that section.


Summary command (Insert|Summary Field)

Use Insert|Summary Field|Summary to summarize data and print the summary in your report. You can use summaries:

to count the number of values in a group,

to calculate the sum, average, standard deviation, or variance value in a group, and

to identify the minimum or maximum value in a group.

This command is active only after you have selected a field to summarize.

To use Insert|Summary Field|Summary:

1.	Select the field that you want to summarize.

2.	Select Insert|Summary Field|Summary. The Insert Summary dialog box appears.

The top scroll box contains a list of the available summary operations. Click the scroll arrow to reveal the list

You have nine options in the scroll box. (All nine options are available when summarizing numeric fields, but only four are available when summarizing non [image] numeric fields.)

Sum

Sum totals the values in the group. This is the same as a subtotal.

Average

Average calculates the average (mean) value in the group.

Maximum

Maximum identifies the highest value in the group.

Minimum

Minimum identifies the lowest value in the group.

Count

Count counts the number of values in the group.

Sample Variance

Sample Variance determines the variance of all values in a set of values that is typically a subset of an entire population. This can be used for projecting the variance for an entire population based on just a sample of that population. It uses (N--1) in its calculations.

Sample Standard Deviation

Sample Standard Deviation determines the standard deviation of all values in a set of values that is typically a subset of an entire population. This can be used for projecting the standard deviation for an entire population based on just a sample of that population. It uses (N--1) in its calculations.

Population Variance

Population Variance determines the variance of all values in an entire population. It uses (N) in its calculations.

Population Standard Deviation

Population Standard Deviation determines the standard deviation of all values in an entire population. It uses (N) in its calculations.

NOTE:  You can't sum or average a text, boolean, or date field.

3.	Select the option of interest.

4.	The second scroll box contains a list of the fields and expressions being used in the report. Click the scroll arrow to reveal the list, and select from that list the field that you want the program to use for triggering summaries.

The program will first sort report data based on this field.

Then it will go down the report and group and summarize the data whenever the value in the sort and group by field (the trigger field) changes.

If you select a date or Boolean field, the program gives you the ability to further narrow your selection. See Date and Boolean conditions below.

5.	The next scroll box lists the two sort direction options, in Ascending order (1 to 9, A to Z) and in Descending order (9 to 1, Z to A). The default option is in ascending order. If you want to change the sort direction, Click the scroll arrow to reveal both options and make your selection from the list.

Date and Boolean conditions

When you summarize based on changes in a Date or Boolean field, Crystal Reports displays another scroll box at the bottom of the dialog box. This scroll box enables you to further define your summary specification.

Date conditions

This scroll box contains a list of date ranges that define typical summarizing periods.  When you select a date condition, Crystal Reports first sorts your data by date. Then it breaks the data into groups and prints a summary whenever the date condition you select is met. Click the scroll arrow to reveal the list of date conditions and select the condition you want. For further information, see the discussion of Date field conditions.

Boolean conditions

When you subtotal based on changes in a Boolean field, Crystal Reports gives you a selection of Boolean conditions that can trigger a subtotal. The program sorts your data. Then it groups the data and prints a subtotal whenever the condition you select is met. Click the scroll arrow to reveal those conditions and select the condition you want.

For further information, see the discussion of Boolean field conditions.

6.	Select OK when finished. Crystal Reports sorts, groups, and summarizes your data and inserts the summary in the group section of your report. You can then move it into position, wherever you want it to print in that section.

NOTE:  Insert|Summary Field|Summary is also available as the fifteenth button on the SpeedBar [image]. Clicking the button takes you directly to the Summary Field dialog box. Once there, follow the remaining steps described above.


Group Section command (Insert menu)

Use Insert|Group Section to sort your data and break it into groups without creating a group value. This is a useful command, for example, for dividing a customer list into state or ZIP code groups. Crystal Reports allows you to set the conditions under which your data is grouped.

To use Insert|Group

1.	Select the field that you want to group.

2.	Select Insert|Group Section. The Insert Group Section dialog box appears.

3.	You use this dialog box to set the conditions under which data is to be grouped.

Dialog box options

4.	The top scroll box contains a list of the fields and expressions being used in the report. Click the scroll arrow to reveal the list, and select from that list the field that you want the program to use for triggering groups.

The program will first sort report data based on this field.

Then it will go down the report and group the data whenever the value in the field changes.

If you select a date or Boolean field, the program gives you the ability to further narrow your selection. See Date and Boolean conditions below.

5.	The next scroll box lists the two sort direction options, in Ascending order(1 to 9, A to Z) and in Descending order (9 to 1, Z to A). The default option is in ascending order. If you want to change the sort direction, Click the scroll arrow to reveal both options and make your selection from the list.

Date and Boolean conditions

When you group based on changes in a Date or Boolean field, Crystal Reports displays another scroll box at the bottom of the dialog box. This scroll box enables you to further define your grouping specification.

Date conditions

This new scroll box contains a list of date ranges that define typical grouping periods.  When you select a date condition, Crystal Reports sorts your data by date and breaks it into groups whenever the condition you select is met. Click the scroll arrow to reveal those conditions and select the condition you want. For further information, see the discussion of Date field conditions.

Boolean conditions

When you break data into groups based on changes in a Boolean field, Crystal Reports gives you a selection of Boolean conditions that can trigger a grouping. The program sorts your data and breaks it into groups whenever the condition you select is met. Click the scroll arrow to reveal those conditions and select the condition you want.

For further information, see the discussion of Boolean field conditions.

6.	Select OK when finished. Crystal Reports creates a group section in the Report Designer for this group, and groups your data according to the conditions you have specified.


Line command (Insert menu)

Use Insert|Line to draw horizontal and vertical lines anywhere on your report. You can use these lines to enclose field data or to create other graphic effects.

While you can create lines via the Format Border and Colors command, the lines you draw via the Insert|Line command differ in several important ways:

border lines cannot stand alone (they are always attached to a field or a graphic) whereas graphic lines can,

a border line can be as high as the line, as high as the data, as wide as the field or as wide as the data while a graphic line can be any length or height you wish, and

graphic lines don't increase the height of a text line (making for fewer lines per inch) whereas lines created as borders do, and

a border (field border) cannot span multiple sections whereas a graphic line can.

To draw a line in Crystal Reports

1.	Click Insert|Line. A pencil cursor appears.

2.	Set the tip of the cursor (the pointed end) where you want the line to begin and drag the cursor horizontally or vertically with the left mouse button depressed. The line appears as you drag the cursor.

3.	Release the mouse button when the line is the length you want it.

NOTE: To format the line (set line style, width, and line color), you use the Format|Line command.

NOTE: Insert|Line is also available as the 18th button on the SpeedBar [image]. Clicking the button activates the pencil cursor. Once that cursor appears, follow the remaining steps described above.


Box command (Insert menu)

Use Insert|Box to draw freeform boxes anywhere on your report. You can use these boxes to enclose field data or to create other graphic effects.

Boxes differ from borders in several important ways:

borders come in fixed sizes and shapes whereas boxes can be created in any size or shape you need,

a border can be used to enclose individual field values whereas a box, if it is placed around a field, encloses all the values in the field,

borders cannot stand alone (they must surround a field or a graphic) whereas boxes can,

boxes don't increase the height of a text line (making for fewer lines per inch) whereas borders do, and

a border (field border) cannot span multiple sections whereas a box can.

For further information on borders, see the Format Border and Colors command.

To draw a box in Crystal Reports

1.	Click Insert|Box. A pencil cursor appears.

2.	Set the tip of the cursor (the pointed end) where you want to anchor one corner of the box and drag the cursor towards the opposite corner with the left mouse button depressed. The box appears as you drag the cursor.

3.	Release the mouse button when the box is the size you want it.

NOTE: To format the box (set line style and width, line color, etc.), you use the Format|Box command.

NOTE: Insert|Box is also available as the 19th button on the SpeedBar [image]. Clicking the button activates the pencil cursor. Once that cursor appears, follow the remaining steps described above.


Graphic command (Insert menu)

Use Insert|Graphic to insert bit--mapped artwork (pictures, logos, etc.) in your report. Crystal Reports enables you to enhance the visual impact of your report using artwork in the following popular formats:

.bmp

The Windows bitmap format. Windows .bmp graphics can be generated by a number of popular programs, and they are available through commercial and public domain sources as well. Since this file format offers a great deal of compatibility between programs, it is suggested that, given a choice, you use graphics in this format.

.gif

The CompuServe format. Many free or inexpensive graphics can be downloaded in this format from CompuServe.

.pcx

The PC Paintbrush format. You can create your own graphics in PC Paintbrush for use in your reports, or you can use other graphics in compatible .pcx format.

.tif

The TIFF format. This is a popular format for scanned graphics. You can scan your logo or other graphic into this format for use in your report, or you can make use of the wide variety of .tif graphics available commercially and in the public domain.

.tga

The TARGA format. This is a popular format used with many scanners and with video capture devices.

To use Insert|Graphic

1.	Select Insert|Graphic. The Choose Graphic File dialog box appears.

Dialog box options

File Name edit box

This box displays the current graphic file specification. By default, Crystal Reports uses a wild card character in place of the name, and .bmp as the extension (*.bmp):

If you know the name of the graphics file you want to select, type the name in this edit box. Include the path if different than the path currently displayed in the Directories heading.

If you don't know the name of the graphics file you want to activate, but you do know the kind of file it is (.bmp, .gif, etc.), type in the new specification or select the file type from the List Files of Type scroll box. This will change the current file specification to the file type of your choice.

If you want to display all files, type in *.*

File Name scroll box

This scroll box displays a list of those files in the selected directory that match the specification in the File Name edit box.

If you haven't typed a file name in the File Name edit box, or if you are uncertain of the file name, select the file you want from the list of graphics files that Crystal Reports displays in this scroll box.

List Files of Type scroll box

The List Files of Type scroll box enables you to specify the kind of files you want to appear on the list in the File Name scroll box. When you Click the scroll arrow on the List Files of Type scroll box, the following options appear:

Windows (*.bmp)

Enters the specification for Windows bitmap files (*.bmp) in the File Name edit box. This causes only those files with the extension .bmp to appear in the File Name scroll box.

CompuServe (*.gif)

Enters the specification for CompuServe graphics files (*.gif) in the File Name edit box. This causes only those files with the extension .gif to appear in the File Name scroll box.

PC Paintbrush  (*.pcx)

Enters the specification for PC Paintbrush files (*.pcx) in the File Name edit box. This causes only those files with the extension .pcx to appear in the File Name scroll box.

TIFF (*.tif)

Enters the specification for TIFF files (*.tif) in the File Name edit box. This causes only those files with the extension .tif to appear in the File Name scroll box.

TARGA (*.tga)

Enters the specification for TARGA files (*.tga) in the File Name edit box. This causes only those files with the extension .tga to appear in the File Name scroll box.

Select the option of interest. Crystal Reports places your specification in the File Name edit box and displays those files in the File Name scroll box that match your specification.

Directories heading

This heading displays the current path.

Directories scroll box

This box displays a list of directories on the currently logged drive. If the report is saved in a different directory than the one displayed in the Directories heading, use this scroll box to select the correct directory.

Drives scroll box

This scroll box contains a list of your system drives. If the report is saved on a different drive than the one displayed in the Directories heading, use this scroll box to select the correct drive.

2.	Select OK when finished. An outline the size of your graphic appears. Position the outline where you want the graphic to appear and Click the left mouse button to place it.

NOTE: The position of the upper left hand corner of the graphic determines the section the graphic prints in, even if the outline appears to extend over two or more report sections. Crystal Reports automatically expands the selected section to accommodate the size of the graphic.

NOTE: For complete instructions on sizing, scaling, cropping, and fine tuning the placement of the graphic, see Format|Graphic.

NOTE: Insert|Graphic is also available as the 16th button on the SpeedBar [image]. Clicking the button takes you directly to the Choose Graphic File dialog box. Once there, follow the remaining steps described above.


Object command (Insert menu)

The Insert|Object command allows you to embed or link an OLE object in your report.

Crystal Reports is an OLE container application. As such, it can receive objects created in any object application that supports OLE. For more information on how OLE works, please see Object Linking and Embedding (See Personal Trainer).

To insert an OLE object:

1.	Open your report in Crystal Reports.

2.	Select Insert|Object. The Insert Object dialog box appears.

Insert Object dialog box options

Create New option

Click this option button if you want to create a new object and embed it in your report. When the Create New option is active, the Object Type list box is displayed.

Object Type list box

This box lists all of the object types available on your system.

NOTE: This list is based on the registration database. When OLE server applications are installed on your system, they are responsible for registering themselves with that database. If you have server applications on your system but they don't appear on this list, the applications may not have registered themselves properly.

Select the type of object you would like to embed in your report. For example, if you would like to create a bitmap in Paintbrush and embed it in your report, select Paintbrush Picture from the list.

Create from File option

Click this option button if you would like to embed or link an object that already exists. For example, if you have created and saved a spreadsheet file and you want to use it as an object, Click Create from File and then select the file name via the File text box.

The program displays the File text box as well as the Browse button and Link checkbox whenever you select Create from File.

File text box

Use this text box to type in the path and filename of the file you want to use as an OLE object. Be sure that the file you select can be used as an OLE object. If you are not sure, check the documentation for the application that was used to create the file to see if the application is an object application.

Browse button

If you are not sure of the path and filename of the object file, Click the Browse button. The Browse dialog box appears. Use the Drives, Directories, and File list boxes to locate the file you want to use. When you Click OK, the program automatically writes the path and filename into the File text box.

Link checkbox

If you want to create a link to the file listed in the File text box, Click the Link checkbox on (an X appears in the box). The program will link your OLE object to the original file.

If you want to embed the object in your report, make sure the Link checkbox is turned off (no X). The program will make a copy of the object file and embed it in your report.

Display As Icon checkbox

If you want an icon to appear in the report instead of the object itself, activate the Display As Icon checkbox (an X appears in the box). You can Double [image] Click the icon whenever you want to display the object in the object application.

If this checkbox is turned off (no X), the object itself appears in your report.

NOTE: Some object applications will only display objects as icons.

Result box

The Result box describes the type of object you will create, whether it will be embedded or linked, and how the object will be displayed in your report. The information in this box is designed to help you create your OLE object correctly. Always read over the information in this box before Clicking the OK button. If the description of the object is incorrect, make the appropriate changes in the dialog box to correct the problem.

3.	Click OK when you're finished making selections and the program returns you to the Report Designer. A rectangle approximating the size of the object or icon appears beneath the mouse cursor.

4.	Position the rectangle where you want the object to appear in your report and Click the left mouse button to place it.

If you have chosen to display your object as an icon, the icon will appear in your report.

If you have created your object from an existing file, the data from that file (or an icon) will be displayed in your report. You can edit that data if you wish by Double [image] Clicking the object or its icon.

If you are creating a new object, the object application for the object type that you chose will open, and you can begin creating your object. When finished, close or exit the application. Your object or its icon will be displayed in your report.

NOTE: Insert|Object is also available as the 17th button on the SpeedBar [image]. Clicking the button takes you directly to the Insert Object dialog box. Once there, follow the remaining steps described above.


Font command (Format menu)

Use Font to change the font, font size, style, effects, and/or color for selected elements on your report.

To use Format|Font

1.	After selecting the element for which you want to change the font, select Format|Font. The Font dialog box appears.

Font dialog box options

There are six boxes in the dialog box.

Font

The Font box lists all the fonts that are available for the printer you have selected. When the box first appears, the font already in use for the selected element is highlighted. Click the font you wish to use (if different from the highlighted font).

Font Style

The Font Style box lists the styles that you can assign to the font selected. Your choices will include some or all of the following:

Regular

The standard, unmodified style

Bold

Changes the font to boldface

Italic

Changes the font to italic

Bold Italic

Changes the font to Bold Italic

Click the style you wish to activate. Click another style if you wish to deactivate a style once you have selected it.

Size

The Size box lists common point sizes for the highlighted font. When the box first appears, the point size for the font already in use for the selected element is highlighted, and the highlighted point size appears in the small white box at the top. Click the point size you want (if different from the highlighted size). You can select directly from the list or type the new point size in the small box at the top (if you know that you have additional sizes installed for the currently selected printer).

Effects

The Effects box lists two additional options that you can use for highlighting the selected font.

Strikeout

Prints the strikeout character across the font

Underline

Underlines the font

You may select as many of the Effects as you wish.

Click the check box(es) next to the effects you wish to activate. Click a box a second time if you wish to deactivate a style once you have selected it.

Color

The Color box enables you to assign any of the 16 standard Windows colors to your font.

Click the color of interest. Click a different color if you decide to change it.

Samples

The Samples box displays a sample of the font you have selected. The sample shows the font, style, size, effects, and color you have specified. You can use this box to preview the results as you experiment with different formatting options.

2.	Select OK to apply the font changes to the selected report element, or select Cancel to cancel all font changes and leave the report unchanged.


Field command (Format menu)

Use Format|Field:

to suppress printing of duplicate data,

to hide/unhide a field when printing,

to set fields to conform to Windows' Default Format,

to change field alignment, and

to specify number, boolean, date, string, and memo field formatting.

To use Format|Field

1.	After highlighting the field you want to format, select Format|Field. A dialog box appears with formatting options specific to the data type of the selected field.

Options available for all fields

All of the dialog boxes contain the following common options:

Suppress if Duplicated

When activated, nothing is printed in a column of data if it duplicates data on the previous line; the data only prints once. For example, to print the customer number only once for each customer, activate the option for the customer number field. The value will print again on a new page.

Hide when printing

When activated, the selected field will not print. This is useful if, for example, you want to put a field on the report to be used in calculations or sorting, but do not want the field to print.

Alignment

Alignment refers to the placement of the field value within the space allotted for the field on the report. You have the following choices:

Default

Default restores the default alignment for the field values: text, dates, and boolean fields are left aligned, and number and dollar fields are right aligned.

Left

Left places all field values flush left in the space allotted. The first character in the value is flush against the left margin of the field box. Thus, when you select Left, the first character in each value is aligned.

Center

Center centers the field value within the space allotted by the field box.

Right

Right places all field values flush right in the space allotted. The last character in the value is flush against the right margin of the field. Thus, when you select Right, the last character in each value is aligned.

Option available only for number and date fields

The following option is available only with number and data fields

Use Windows Default Format

Uses the default date and number formats from the International dialog box in the Windows' Control Panel.

NOTE: When the Use Windows Default Format switch is activated, your options for formatting fields on the fly are limited. Several of the options for each data type are not selectable in the Format Number (Format Date, etc.) dialog boxes when the switch is toggled on. If you want to format on the fly and the options you need are not selectable, first toggle the Use Windows Default Format switch off, and then select the formatting options you need.

NOTE: When the Use Windows Default Format switch is toggled Off, Crystal Reports uses the format defaults as specified in the Options dialog box. You can override these defaults, however, to format individual fields on the fly via the Format|Field command.

Fieldspecific options

In addition to the above common options, there are a number of options specific to each data type. Select the dialog box you want from the following list to review those options:

Format String dialog box

Format Memo dialog box

Format Number dialog box

Format Date dialog box

Format Boolean dialog box


Border and Colors command (Format menu)

You can use Border and Colors to set up borders, background fill, and drop shadows for fields on your report. You can also use it to customize the border for a selected field. For example:

you can enclose the field in a box,

you can highlight the field with any portion of a box you want (only the top, only the left side, the top and bottom together with no sides, etc.),

you can add drop shadows that print below and to the right of the field value,

you can change the color of the border, text, and/or add a background fill color to a field, and

you can specify the border width (the full width allotted for the field or the width of the data only), and the border height (the full height allotted for the field or the height of the data only).

Using the border options, you can create a variety of striking effects that can enhance the look of your report and highlight important data.

To use Format|Border and Colors

1.	Select the field you want to format.

NOTE: The arrow cursor must be active before you can select a field.

2.	Select Format|Border and Colors (or Click the right mouse button and select Change Border and Colors from the SpeedMenu that appears). The Format Border and Colors dialog box appears:

Format Border and Colors dialog box options

The dialog box contains a variety of buttons and switches for formatting field text, the field fill (background), the field border, for adding drop shadows, and for controlling the size of the border box that encloses the selected field.

Text Color buttons

Use the Text Color buttons to specify the color you want for the text that appears in the selected field. You can choose from any of the 16 standard Windows colors.

 When you Click a Text Color button:

--  a black box appears around the button as a highlight (a white box appears around the color black), and

--  the program displays the name of the highlighted color to the right of the Text Color buttons.

NOTE: You can also change text color via the Format|Font command.

Fill Color buttons and checkbox

The Fill Color checkbox and the Fill Color buttons have somewhat different functions.

The Fill Color checkbox

Fill is the color (if any) that you want the program to use to fill the selected field. Use this checkbox to toggle fill on and off.

--  A check mark in the box means that fill is turned on.

--  No check mark means that fill is turned off.

You simply Click the checkbox to toggle fill on, and Click it again to toggle fill off. By default fill is toggled Off.

NOTE: Whenever you Click a Fill Color button, the program automatically toggles the Fill Color checkbox on (puts a check mark in the box). It assumes that if you want to specify the color, you want your box to be filled.

NOTE: When you toggle the Fill Color checkbox Off (no check mark), you turn fill off and the description None appears to the right of the Fill Color buttons. It is important that you specify a border when you turn the fill off. Otherwise there is no border or fill color to define your box and the box disappears.

Fill Color buttons

Use the Color buttons to specify the color you want to fill the selected field. You can choose from any of the 16 standard Windows colors.

When you Click a Fill Color button:

--  a black box appears around the button as a highlight (a white box appears around the color black), and

--  the program displays the name of the highlighted color to the right of the Fill Color buttons.

Border Color buttons and checkbox

The Border Color checkbox and the Border Color buttons have somewhat different functions.

The Border Color checkbox

Use this checkbox to toggle the border on and off.

--  A check mark in the box means the border is turned on.

--  No check mark means the border is turned off.

You simply Click the checkbox to toggle the border on, and Click it again to toggle the border off. By default the border is toggled Off.

NOTE: Whenever you Click a border Color or Style button (or a Sides checkbox), the program automatically toggles the Border Color checkbox on (puts a check mark in the box). It assumes that if you want to specify the color, style, or side, then you must want a border to appear.

NOTE: When you toggle the Border Color checkbox Off (no check mark), you turn the border off and the description None appears to the right of the Border Color buttons. It is important that you specify a fill color when you turn the border off, otherwise there is no border or color to define your box and the box disappears.

Border Color buttons

Use the Border Color buttons to specify the color for the border of the selected field. You can choose from any of the 16 standard Windows colors.

When you Click a Border Color button:

--  a black box appears around the button as a highlight (a white box appears around the color black), and

--  the program displays the name of the highlighted color to the right of the style buttons.

Style buttons

Use the Style buttons to specify the line style you want the program to use as a border for the selected field. When you Click a Style button:

--  a black box appears around the button as a highlight, and

--  the program displays a text description of the highlighted style to the right of the style buttons.

Your choices are:

Single line

Prints a single solid line.

Double line

Prints a double solid line

Dashed line

Prints a single dashed line.

Dotted line

Prints a single dotted line.

Sides checkboxes

Use the sides checkboxes to specify (put a check mark by) the sides of the field on which you want the border to appear (if you want a border but don't want it to fully enclose the field).

For example,

--  if you want a border (line) to appear only below a field, you check the Bottom check box and leave the other checkboxes empty,

--  if you want vertical lines to appear to the right and left of the field (with no lines above or below), you check the Left and Right checkboxes and leave the other checkboxes empty, or

Your choices are:

Left

Puts a border on the left side of the field.

Top

Puts a border on the top side of the field.

Right

Puts a border on the right side of the field.

Bottom

Puts a border on the bottom side of the field.

NOTE: When you check the Border checkbox, Crystal Reports automatically puts a check mark in each of the four Sides checkboxes. If you want to eliminate the border for one or more sides of the box, Click the Sides checkboxes for the sides that you want to deactivate and the check marks will disappear.

Drop Shadow checkbox

Put a check mark in this checkbox if you want to print a drop shadow below and to the right of the field value. When the checkbox is not active (no check mark), the program prints no drop shadow.

NOTE: The drop shadow will not print unless you have specified a border on at least one side of the field.

Width buttons

Use the width buttons to specify the width of the box (or horizontal border if an entire box isn't specified). You have two options:

Width of Field

This option prints a box with a size based on the number of characters allotted for the field in the database. For example, if a database allots ten characters for a field but the current field value is only five characters long, Crystal Reports still prints a box (or horizontal border) large enough to accommodate the full ten characters when this option is selected. Field boxes are all the same size, regardless of the size of the value they contain. Crystal Reports uses Width of Field as the default.

Width of Data

The option adjusts the size of the box to the actual size of the value in the field. For example, if a database allots ten characters for a field but the current field value is only five characters long, Crystal Reports prints a custom box (or horizontal border) just large enough to accommodate the five characters when this option is selected. Field boxes are different sizes to accommodate different sized field values.

Height buttons

When multiple fields appear in a given row on a report, Crystal Reports adjusts line spacing (the spacing between rows of data) to accommodate the largest font size used in that row. For example, if one field is formatted with a 12 point font and another field in the same row is formatted with a 36 point font, Crystal Reports expands the height allotted for the row to accommodate the 36 point font.

Use the Height buttons to set the size of boxes to the absolute height allotted for the row or to the actual height of the field data.

You have two options:

Height of Line

The Height of Line option prints a box based on the height allotted for the row, regardless of how big the data field data is. With this option, all boxes (and vertical borders) are the same height; box height is identical for fields formatted with small fonts and for fields formatted with large fonts. Crystal Reports uses Height of Line as the default.

Height of Font

This option bases the height of the box (or vertical border) on the font size of the value in the field. A field formatted with a large font will get a taller box while a field formatted with a small font will get a shorter box.

3.	Set up the text color, fill, border, and box sizes you want and Click OK when finished. Crystal Reports highlights the selected field to your specifications.

NOTE: All colors are fixed; they cannot be edited.


Graphic command (Format menu)

Use Format|Graphic to size, scale, crop, and fine tune the placement of a graphic.

To use Format|Graphic:

1.	Click (select) the graphic you want to format. Handles appear on the sides and corners of the graphic to indicate that it has been selected.

2.	Select Format|Graphic. The Graphic Format dialog box appears.

Dialog box options

The dialog box contains a number of smaller boxes, buttons, and checkboxes:

Cropping of original

Cropping refers to cutting away those portions of your graphic that you don't want to print (although you can use cropping to add white space between the graphic and the frame that surrounds it as well). Using the cropping box, specify the size of the piece you want to cut off the top, bottom, left, and/or right side of your graphic.

NOTE: All cropping activities begin at the outer edge of the graphic.

Positive numbers cut into the graphic the amount specified.

Negative numbers add the specified amount of white space between the outer edge of the graphic and the frame.

For an examination of the cropping process and a discussion about adding white space around a graphic, see Cropping graphics (See Personal Trainer).

Scaling

Scaling refers to the length and width of a graphic as a percentage of the original length and width. For example, if the original graphic is one inch wide, that width is automatically assigned a width scaling value of 100% by the program. To double the width of the graphic using the Scaling options, you would change Scaling Width to 200% (twice the size of the original). Likewise, to reduce the width of the graphic to one--half inch (half the size of the original), you would change Scaling Width to 50%. Scaling Height works in the same way.

If you want to resize the graphic as a percentage of the original height and width, enter the new scaling percentages.  For more information on these topics, see Sizing and scaling graphics (See Personal Trainer).

NOTE: Crystal Reports stores a copy of each graphic in its original size. All scaling settings refer back to that original size. For example, if you have a graphic that was originally a four inch square and you have resized it to a two inch square, the Scaling box will show settings of Width = 50% and Height = 50%. Those percentages refer back to the original. If you want to resize the graphic again to a one inch square, you will have to enter scaling values that again refer back to the original Width and Height, not the current values. Entering values of Width = 25% and Length = 25% will reduce the original four inch square to a one inch square.

Size

Size refers to the absolute (measured) length and width of a graphic. For example, if a graphic is originally a one inch square, each of the Size settings will initially be set at one inch. To double the length and width of the graphic (to make a two inch square), reset the Size settings to two inches each. To reduce the size of the graphic to a half inch square, reset the Size settings to a half inch each.

NOTE: When you change the Size settings, Crystal Reports automatically recalculates the Scaling settings, and when you change the Scaling settings, Crystal Reports automatically recalculates the Size settings. The recalculated settings appear when you next open the Graphic Format dialog box.

Original Size

The Original Size box displays the original dimensions of the graphic (its dimensions when first inserted into the report). Sizing, scaling, and cropping don't affect this figure nor can you change it directly; it is simply provided as a reference.

Hide when printing checkbox

Graphics contain masses of data that take time for computers and printers to process. It follows, then, that when you have graphics in your report, the report pages print more slowly than they would without graphics. While slower printing shouldn't be a problem on your final printing, it may be a bit of an annoyance when doing multiple test prints (to window or printer) while developing your report. This checkbox was provided to eliminate that annoyance.

When you Click the checkbox to activate it, Crystal Reports ignores all graphics when it prints. With the checkbox inactive, the program prints the graphics it finds.

A typical way to use the Hide when printing option is this:

--  Leave it inactive while you are placing, sizing, and cropping your graphic.

--  Once you have the graphic the way you want it, Click the checkbox so no graphics print when you make test prints.

--  When you're ready to print your final report, Click the checkbox off and print the report, graphics and all.

Position button

Use the Position button any time you want to reposition a graphic by specifying its absolute position within a section.

When you Click the Position button, the Graphic Position dialog box appears. The dialog box has two settings:

Left

--  Use Left to set the position of the left side of the graphic relative to the left edge of the section.

Top

--  Use Top to set the position of the top of the graphic relative to the top of the section.

NOTE: All settings are in either inches or centimeters, based on your settings in the International section of the Windows' Control Panel.

Insert your new settings and Click OK when finished to return to the Graphic Format dialog box.

NOTE: The numeric position of a graphic (as shown in the Graphic Position dialog box) is relative to the page margins you have set. For example, if you have set a left page margin of 1.00 inches and you place your graphic, numerically, with a Left setting of  0.5 inches, the graphic will print 1.5 inches in from the left edge of the paper, 0.5 inches in from the left margin.

NOTE: The settings displayed when you first call up this dialog box indicate the current position of the graphic in the section.

NOTE: A setting of Top = 0.00, Left = 0.00 positions the graphic flush in the upper left hand corner of the section.

NOTE: You can also reposition a graphic using a mouse if you want to determine its final position visually rather than by the numbers. For complete instructions on repositioning a graphic with a mouse, see Inserting, moving, and deleting graphics (See Personal Trainer).

3.	Enter the formatting instructions for your graphic. When you Click OK, Crystal Reports changes the graphic to conform to your new specifications.


Line command (Format menu)

Use Format|Line to change the style, width, and color of a graphic line.

To use Format|Line

1.	Select the line you want to format.

NOTE: The arrow cursor must be active before you can select a line. With extremely short lines, you may have to move the I--beam cursor slowly around the line with the mouse to find the point that activates the arrow cursor.

2.	Select Format|Line (or Double Click the line or Click the right mouse button and select Change Format from the SpeedMenu that appears). The Line Format dialog box appears:

Dialog box options

The dialog box contains three sets of formatting buttons and the standard OK, Cancel, and Help buttons.

Color buttons

Use the Color buttons to specify the color of the selected line. You can choose from any of the 16 standard Windows colors. When you Click a color button,

--  a black box appears around the button as a highlight (a white box appears around the color black), and

--  the program displays the name of the highlighted color to the right of the style buttons.

Width buttons

Use the Width buttons to specify the width (thickness) of the selected line. When you Click a width button,

--  a black box appears around the button as a highlight, and

--  the program displays a text description of the highlighted width to the right of the style buttons.

Your choices include hairline and a number of point sizes from 0.50 points to 3.50 points.

NOTE: A hairline is one pixel wide, based on the output device in use. For example, if your video output shows 70 pixels to the inch, a hairline will display as 1/70th of an inch wide. The same hairline, when printing on a 300 dpi laser printer will print as 1/300th of an inch wide.

NOTE: The program uses a black single line of hairline width as a default.

Style buttons

Use the Style buttons to specify the line style you want the program to use when displaying or printing the selected line. When you Click a Style button:

--  a black box appears around the button as a highlight, and

--  the program displays a text description of the highlighted style to the right of the style buttons.

Your choices are:

single line

--  Prints a single solid line.

dashed line

--  Prints a single dashed line.

dotted line

--  Prints a single dotted line.

3.	Select the line attributes you want and Click OK when finished to return to the Report Designer.


Box command (Format menu)

Use Format|Box to change the border and fill attributes for a box. Using this command, you can specify the fill color (if any) for the box, and the style, width, and color of the box border as well (if you want a border on the box).

NOTE: You can create an empty box with a border, a filled box with a border, or a filled box with no border. The border and fill colors are set independently so they can be different from one another.

To use Format|Box

1.	Select the box you want to format.

NOTE: The arrow cursor must be active before you can select a box. With extremely small boxes, you may have to move the I--beam cursor slowly around the box with the mouse to find the point that activates the arrow cursor.

2.	Select Format|Box (or Double Click the box or Click the right mouse button and select Change Format from the SpeedMenu that appears). The Box Format dialog box appears:

Dialog box options

The dialog box contains four rows of formatting buttons in addition to the standard OK, Cancel, and Help buttons.

Fill Color buttons and checkbox

The Fill Color checkbox and the Fill Color buttons have somewhat different functions.

The Fill Color checkbox

Fill is the color (if any) that you want the program to use to fill up the selected box. Use this checkbox to toggle fill on and off.

--  A check mark in the box means that Fill is turned on.

--  No check mark means that Fill is turned off.

You simply Click the checkbox to toggle Fill on, and Click it again to toggle Fill off. By default Fill is toggled Off.

NOTE: Whenever you Click a Fill Color button, the program automatically toggles the Fill Color checkbox on (puts a check mark in the box). It assumes that if you want to specify the color, you want your box to be filled.

NOTE: When you toggle the Fill Color checkbox Off (no check mark), you turn fill off and the description None appears to the right of the Fill Color buttons. It is important that you specify a border when you turn the fill off. Otherwise there is no border or fill color to define your box and the box disappears.

Fill Color buttons

Use the Color buttons to specify the color you want to fill the selected box. You can choose from any of the 16 standard Windows colors.

When you Click a Fill Color button:

--  a black box appears around the button as a highlight (a white box appears around the color black), and

--  the program displays the name of the highlighted color to the right of the Fill Color buttons.

Border Color buttons and checkbox

The Border Color checkbox and the Border Color buttons have somewhat different functions.

The Border Color checkbox

Use this checkbox to toggle the border on and off.

--  A check mark in the box means the border is turned on.

--  No check mark means the border is turned off.

You simply Click the checkbox to toggle the border off, and Click it again to toggle the border on. By default the border is toggled On.

NOTE: Whenever you Click a border Color, Width, or Style button, the program automatically toggles the Border Color checkbox on (puts a check mark in the box). It assumes that if you want to specify the color, width, or style, you want a border to appear.

NOTE: When you toggle the Border Color checkbox Off (no check mark), you turn the border off and the description None appears to the right of the Border Color buttons. It is important that you specify a fill color when you turn the border off, otherwise there is no border or color to define your box and the box disappears.

Border Color buttons

Use the Border Color buttons to specify the color for the border of the selected box. You can choose from any of the 16 standard Windows colors.

When you Click a Border Color button:

--  a black box appears around the button as a highlight (a white box appears around the color black), and

--  the program displays the name of the highlighted color to the right of the style buttons.

Width buttons

Use the Width buttons to specify the width (thickness) for the border of the selected box. When you Click a width button,

--  a black box appears around the button as a highlight, and

--  the program displays a text description of the highlighted width to the right of the style buttons.

Your choices include hairline and a number of point sizes from 0.50 points to 3.50 points.

NOTE: A hairline is one pixel wide, based on the output device in use. For example, if your video output shows 70 pixels to the inch, a hairline will display as 1/70th of an inch wide. The same hairline, when printing on a 300 dpi laser printer will print as 1/300th of an inch wide.

Style buttons

Use the Style buttons to specify the line style you want the program to use as a border for the selected box. When you Click a Style button:

--  a black box appears around the button as a highlight, and

--  the program displays a text description of the highlighted style to the right of the style buttons.

Your choices are:

single line

--  Prints a single solid line.

dashed line

--  Prints a single dashed line.

dotted line

--  Prints a single dotted line.

NOTE: All colors are fixed; they cannot be edited.

NOTE: While a box with a white fill looks no different than a box with no fill when the two boxes are standing alone, there is a major difference between them. The fill color white is a solid color and thus it can block out parts of boxes it overlaps. If you want a transparent box, toggle the Fill Color checkbox off (None).

NOTE: The program uses a transparent box (no fill) with a black single line border of hairline width as a default.

NOTE: Text always prints over the top of boxes, as if the boxes were on a separate, lower layer.

3.	Select the color, width, style, and/or fill color you want and Click OK when finished to return to the Report Designer.


Section command (Format menu)

Format|Section allows you to perform a number of functions that affect the formatting of an entire section of your report. This option allows you to:

hide a section (keep it from printing),

print subtotals or group values only at the bottom of the page,

insert a page break before the section is printed,

insert a page break after the section is printed,

reset the page number to one (1) after a group value prints,

prevent page breaks from spreading data from a single record over two pages, and

prevent blank lines from printing,

set up multi--column, "telephone book" style reports, and

format mailing labels and label type items.

To use Format|Section

1.	Select Format|Section.  The Format Section (sections) dialog box appears.

The Sections list in the dialog box lists all of the sections in the current report.

By default the Sections list contains three listings:

--  the Page header section,

--  the Details section, and

--  the Page footer section.

If you have added groups or subtotals, Crystal Reports creates a group header section (Group header #n) and a group footer section (Group footer #n) for each unique group.

If you have added summaries, Crystal Reports creates a group header section (Group header #n) and a group footer section (Group footer #n) for each summary.

NOTE: Group sections are numbered consecutively in the order created, and they appear on the list in the format:  Group header #n:file.triggerfieldname  or  Group footer #n:file.triggerfieldname

If you have added a grand total (sum, average, count, etc.), the program creates a Grand Total section to hold the value. Only one Grand Total section will appear on the list.

2.	Select the section you want to format. The Format Section (formatting) dialog box appears.

NOTE: You can also call up this dialog box directly by positioning the cursor in the section of interest in the gray area on the left side of the Report Designer, clicking the right mouse button, and selecting Format from the SpeedMenu.

The dialog box contains a series of check box options.

Your options are:

Hide Section

When you select Hide Section, Crystal Reports does not print the section.

Print at Bottom of Page

Print at Bottom of Page causes each group value to print only at the bottom of a page. (Details continue to print in their normal positions.) The command is useful for printing invoices and other reports where you want a single group (i.e. line items grouped by order number) to appear on a page and the value for that group (subtotal, summary, etc.) to print only at the bottom of the page.

New Page Before

New Page Before is an available format option for Group (header and footer), Grand Total, and Details sections. When you select this option, Crystal Reports inserts a page break before it prints the section. The page break thus comes before:

  the group (if you use the option with a Group footer section), or

  each report record (if you use the option with a Details section).

The Page Header and Page Footer appear on each page.

If you have a subtotal or summary field in a Group footer section, you can use the New Page Before option to put these values on pages following the value being totaled.

Use New Page Before in the Details section to print each report record on a separate page.

NOTE:  If you want to get all of the details in a group, plus the Group header and the Group footer sections, to start on a new page, there are two techniques you can use to accomplish this.

Use New Page Before in the Group header section, or use New Page After in the Group footer section. Both techniques produce the same output except at the end of the report.

With the first method (Group header section), the Grand Total section prints on the same page as the last group.

With the second method (Group footer section), the Grand Total Section prints on a separate page.

New Page After

When you select New Page After, Crystal Reports inserts a page break after it prints the section.

  The Page Header and Page Footer appear on each page.

  Use New Page After in the Group footer section to print each group on a separate page.

Reset Page Number After

Reset Page Number After resets the page number to one (1) for the following page, after it prints a group total. When this option is used in conjunction with Print at Bottom of Page, Crystal Reports prints a single group on a page, prints the group value at the bottom of the page, and resets the page number to 1 for the next page. This option is useful whenever you are printing multiple reports from a single file (i.e. invoices), and you want each report to be numbered beginning with Page 1.

Keep Section Together

When you select Keep Section Together, Crystal Reports keeps all the lines of the section together, either on the current page (if there is room) or on the next (if not).

In a customer list, for example, data on a single customer may extend over several lines. If the standard page break falls within the data for a customer, the data will be split, part on one page, part on the next. But with Keep Section Together, Crystal Reports inserts the page break before the record begins so that all the data will be printed together, on the following page.

Suppress Blank Lines

When you select Suppress Blank Lines, Crystal Reports eliminates lines from your report that are blank due to fields being suppressed (zeros, duplicates, and hidden fields).

Format with Multiple Columns

When you select Format with Multiple Columns, Crystal Reports activates the Multi--Column Layout button. Clicking this button takes you to the Multi--Column Layout dialog box which enables you to set up your report in a multi--column format. That is, instead of having the data print straight down the page, you can set up multiple columns and have the data flow from column to column. You can also have your data print across then down the page, printing one record in each column, then printing a second record in each column, then a third, etc.

NOTE: Format with Multiple Columns is only available for the Details section of your report.

NOTE: Format with Multiple Columns does not appear if you are working with a Mailing Label Report. Instead, it is replaced by Format as Mailing Labels. Please see below.

To use Format with Multiple Columns

--  Select Format with Multiple Columns from the Format Section (Formatting) dialog box.  Crystal Reports activates the Multi--Column Layout button.

--  Click the Multi--Column Layout button. The Multi--Column Layout dialog box appears.

Dialog box options

The Multi--Column Layout dialog box is divided into four smaller boxes.

Detail Size

The Detail Size box enables you to specify the dimensions (height and width) of one detail. Determine how wide you want each detail to be (based on number of characters, font size, etc.) and enter that value in the Width edit box.

Determine how high you want each detail to be (based on number of lines in the detail, font size, etc.) and enter that value in the Height edit box.

Gap Between Details

The Gap Between Details box enables you to specify the empty area (gap, gutter, etc.) you want to allow between details. Horizontal = the gaps between details going across the page, Vertical = the gaps between details going down the page.

Determine the gaps you want to allow. Enter the horizontal gap in the Horizontal edit box and enter the vertical gap in the Vertical edit box.

Printing Direction

The Printing direction box enables you to specify the path Crystal Reports follows when printing the details on a report page.

Across then Down

Prints details across the columns, one detail in the first column, one in the next, one in the next, etc. Then, when all the columns have a detail, the program moves down the page and prints a second detail in the first column, then in the second, etc.

Down then across

Prints details down the first column, then down the second column, etc.

Number of Details

The Number of Details box displays the number of details that can print across the page and the number that can print down the page based on your settings in the Detail Size and Gap Between Details boxes and in the Printer Margins dialog box.

NOTE: The program displays only the number of complete details it can print. For example, if it determines that there is space available to print 2.75 details across the page, it displays 2 as the Across Page setting and prints only two details across the page.

Format as Mailing Labels

When you select Format as Mailing Labels, Crystal Reports activates the Label Layout button. Clicking this button takes you to the Mailing Labels dialog box which enables you to format your mailing labels. From here, you can set your labels up automatically by choosing one of several common Avery labels, or manually determine your print margins, label size, and printing direction.

NOTE: Format as Mailing Labels is only available for the Details section of your report.

NOTE: Format as Mailing Labels only appears if you are working with a Mailing Label Report. When you are working on a normal report, it is replaced by Format with Multiple Columns. Please see above.

To use Format as Mailing Labels

--  Select Format as Mailing Labels from the Format Section (Formatting) dialog box.  Crystal Reports activates the Label Layout button.

--  Click the Label Layout button. The Mailing Labels dialog box appears.

The Mailing Labels dialog box offers two ways to set up labels:

1.	automatically, by Avery label number, and

2.	manually.

Automatically, by Avery label number

To make your work easier, Crystal Reports has come with preset templates for the most popular Avery labels. Those labels are listed, by number, in the Choose Mailing Label Type scroll box.

To set up Avery labels automatically

Click the scroll arrow and scroll down to see if the Avery Label you're using is listed.

If it is, select the number and Crystal Reports will automatically set up the specifications for that label.

Click OK and the program takes you directly to the Label Designer.

Manually

If your label isn't on the Choose Mailing Label Type scroll list, you will need to set up the label manually using the various settings in the Mailing Labels dialog box. Select User Defined Label and then change the remaining dialog box settings to conform to the label you're going to use.

Dialog box options

Besides the Choose Mailing Label Type box, the Mailing Labels dialog box contains five smaller boxes:

Printing direction

The Printing direction box enables you to specify the path Crystal Reports follows when printing the data on your labels.

--  Across then Down

Prints data left to right across the first row of labels, then across the second row, etc..

--  Down then Across

Prints data down the first column of labels, then down the second column, etc.

Numbers of Labels

The Number of Labels box displays the maximum number of labels that can print across the page and the maximum number that can print down the page based on your settings in the Page Margins, Label Size, and Gap Between Labels boxes.

NOTE: The program displays only the number of complete labels it can print. For example, if it determines that there is space available to print 2.75 labels across the page, it displays 2 as the Across Page setting and prints only two labels across the page.

NOTE: If you want to print fewer labels across than the number calculated (fewer columns), increase the size of the right margin until the calculation changes to the number across that you want.

Page Margins box

The Page Margins box enables you to set the top, bottom, left, and right margins of your page.

--  Measure the margins and enter the values in the respective edit boxes.

NOTE: All margins are figured from the edge of the paper. For example, a setting of .5 inches sets a half--inch margin.

NOTE: The margin settings that appear when you first open the dialog box represent the non--printing region defined for the default printer. While you can set margins that fall inside the non--printing areas, parts of your report may be clipped off if you do.

NOTE: You cannot use page margin settings to set the paper size; you must set the paper size via the Paper Size scroll box in the Print Setup dialog box. You can call up that dialog box by selecting File|Printer Setup or via the Printers icon in the Windows control panel. To specify a new, user--defined paper size, use the Printers facility in the Windows Control Panel.

Label Size

The Label Size box enables you to specify the dimensions (height and width) of one label. This information can usually be found on the box or folder the labels come in.

--  Enter the height and width values in the respective edit boxes.

Gap Between Labels

The Gap Between Labels box enables you to specify the empty area (gap, gutter, etc.) between labels. Horizontal = the gaps between labels going across the page, Vertical = the gaps between labels going down the page. One--up (one across) labels don't have any horizontal gaps.

--  Measure the gaps and then enter the horizontal and vertical values in the respective edit boxes.

NOTE: Alternately, on labels that come two, three, or more across the page you can:

measure the distance from the left edge of one label to the left edge of the next (including any intervening gap) , enter your measurement as the width setting in the label size box, and leave the horizontal gap setting at 0, and

measure the distance from the top of one label to the top of the next (including any intervening gap), enter your measurement as the height setting in the label size box, and leave the vertical gap setting at 0.

This procedure shouldn't cause you any problems unless there are large gaps between the labels.

NOTE: The unit of measurement used in the dialog box (inches or centimeters) is based on the Measurement setting in the International section of the Windows Control Panel (English = inches, Metric = centimeters).

NOTE: For more information, see instructions for setting up labels with borders and setting up round labels.

3.	Select the option(s) of interest, and Click OK to finish formatting the section.

NOTE:  Not all options are available for formatting all sections. For example, New Page Before and New Page After are not available options when you are formatting the Page Header section: Crystal Reports already generates a page break before each Page Header section, and, since a header cannot stand alone on a page, there is no need for the Page Break After option.

NOTE: For maximum efficiency in formatting sections, do the following:

Click the section of interest in the gray area at the left of the Report Designer and Click the right mouse button.

Select Format from the SpeedMenu that appears and the program takes you directly to the Format Section (formatting) dialog box.

Make your formatting selections as described above.


File Location command (Database menu)

Use File Location to change the location of a table or file that is active in a report. This option is convenient if you need to change the directory or disk location of a table to avoid file name conflicts, better utilize disk space, etc. It is also a handy option to use if someone sends you a report based on tables that were located in different disk/directory locations on their system than they are on yours.

NOTE: This option does not physically move the table(s). It simply directs Crystal Reports to look for the table(s) in a different location than you originally specified when setting up the report.

NOTE: This option works with other dBASE files besides tables. For example, File Location can be used with .QBE files as well as .DBF files. For the purpose of explaining this command, however, we refer only to database tables.

To use Database|File Location

1.	Select Database|File Location. The Set Location dialog box appears. A list of active tables appears in the Databases box (the large box on the left).

2.	Select the table for which you want to change the location. As you highlight a table on the list, Crystal Reports displays the location (path) of that table in the Location box at the bottom of the dialog box.

3.	Set the new location for the table:

  If you want to set the table location to the same location as the active report, Click the Same As Report button. Crystal Reports will now look for the table in the directory in which you have saved the report.

NOTE: You cannot use the Same As Report button until you have saved the report.

  If you want to set the table location to a location different than that of the active report, click the Set Location button. The Choose New Location dialog box appears.

--  If you wish to choose a table with a different name, type the new name in the Database Name box at the top.

--  If you wish to change the directory or disk location of the file, set the new location using the Directories box. When you make a change in this box, Crystal Reports displays the new location in the Directory box.

--  If you wish to change both the name and location, you can type in the new name and include the new path in the Database Name box or, you can type in the new name in the Database Name box and select the new location using the Directories box.

4.	Click the Done button. Crystal Reports changes the report to reflect the new name/location you have chosen.


Verify Database command (Database menu)

Use Verify Database to make certain your report prints with the current version of the active database.

When you first create a report, the report draws its fields from the database as it exists at that time. It uses the structure of the database (number of fields, field position, data type, etc.) to identify and select those fields you want to appear on the report. If you change the structure of the database (by adding or deleting fields) after you create the report, the program needs to adapt the report to the new structure. The Verify Database command is the tool you use for adapting the report to the new database structure.

If the current version of the database has more fields than it had when the report was first created, Crystal Reports attempts to identify and use the correct fields from the new database. The aim is to print an unchanged version of the report even though the underlying database has changed.

If the current version of the database has fewer fields than it had when the report was first created, it uses those fields that are still available when it prints the report and ignores those that are no longer available.

To use Database|Verify Database

With the report of interest active in the Report Designer, select Database|Verify Database.

If the underlying database is unchanged, you will get the following message:

Database is up to date.

--  Click OK to return to the Report Designer.

If the underlying database has changed, you will get the following message:

The database file (filename) has changed. Proceed to fix up the report?

--  If you select Yes, Crystal Reports adapts the database to the current version of the database.

--  If you select No, Crystal Reports attempts to print the report without first adapting it to the current version of the database.


Verify Before Printing command (Database menu)

The Database|Verify Before Printing command is a lock that triggers the Verify Database command every time you print.

If there is a check mark beside the command on the Database menu, the command is active (it will trigger the Verify Database command every time you print).

If there is no check mark beside it, the command is inactive.

By default the command is inactive.

How to use Verify Before Printing

To toggle the command on (activate it), Click it.

To toggle the command off (deactivate it), Click it again.


Record Selection Formula command (Report menu)

Use Record Selection Formula to select the records that you want included in your report (if you don't want them all included). When you create a record selection formula, Crystal Reports uses only those records that meet your specifications when it prints the report, and it excludes all others.

To use Report|Record Selection Formula

1.	Select Report|Record Selection Formula. The Expression Builder box appears.

You can use the full range of operators, functions, and data fields to create a formula which restricts the range of data to print.

See the dBASE manual and Help file for a discussion of how to work with the various elements of the Expression Builder box.

2.	Enter your formula.

3.	Select OK when finished. Crystal Reports limits the report to the records specified.

NOTE:  No field placement box appears when you create a selection formula; the formula is simply stored in the Crystal Reports report.

NOTE:  Your record selection formula must be Boolean, that is, it must result in a Yes or No answer.


Record Sort Order command (Report menu)

Use Record Sort Order to define how you want the records in your report to be sorted for printing. You can add and remove sort fields and define the sort direction (ascending or descending) for the data in your report.

To use Report|Record Sort Order

1.	Select Report|Record Sort Order. The Sort Order dialog box appears.

Sort Order dialog box options

Fields used in your report are listed in the Report Fields box; Sort fields (if any) are listed in the Sort Fields box.

2.	Highlight the first sort field you wish to use and select Add to enter it as your first sort field.

3.	Choose Ascending (1 to 9, A to Z) or Descending (9 to 1, Z to A) for the sort direction of the selected field. Crystal Reports marks your selection with an A (Ascending) or D (Descending).

4.	Repeat Steps 2 and 3 to select any additional sort fields you wish to use. You can use up to five sort fields.

To remove a field from the sort list, highlight the field in the Sort Fields box and select Remove to remove it.

5.	Select OK when finished. Crystal Reports sorts your report in the sort order selected.

NOTE:  Sorting is done automatically for all groups. For example, if you group on Customer, Crystal Reports knows to sort on customer. The sorts specified in this dialog box will take lesser precedence.

NOTE: Record Sort Order is also available as the next to last button on the SpeedBar [image]. Clicking this button opens the Sort Order dialog box. From this point, follow the instructions above.

See Also

Sorting report data by record (See Personal Trainer)

Multiple field sorts


Group Selection Formula command (Report menu)

Use Group Selection Formula to select the groups that you want included in your report (if you don't want them all included).

To use Report|Group Selection Formula

1.	Select Report|Group Selection Formula. The Expression Builder box appears.

You can use the full range of operators, functions, and data fields to create a formula which restricts the range of data to print.

See the dBASE manual and Help file for a discussion of how to work with the various elements of the Expression Builder box.

2.	Enter your formula.

3.	Select OK when finished. Crystal Reports limits the report to the groups specified.

NOTE:  In order for this function to work, you must have already defined a group section in your report that matches the group selection criteria you build into your formula. For example, if you want your report to include only those groups with a subtotal greater than $1000 in the Amount field (triggered by changes in the Customer field), you must have already used in your report a group field (summary or subtotal) that sums (totals) the Amount field whenever there is a change in value in the Customer field.

NOTE:  No field placement box appears when you create a selection formula; the formula is simply stored in the report.

NOTE:  Your group selection formula must be boolean, that is, it must result in a Yes or No answer.


Group Sort Order command (Report menu)

Use Group Sort Order to change the order in which groups appear in your report. This command sorts the groups in ascending or descending order based on group value (sum, maximum, minimum, average, or count). This command has no effect on the order of values within a group; it simply changes the order of the groups in relation to one another.

To use Report|Group Sort Order

1.	Select Report|Group Sort Order. The Sort Order dialog box appears. Groups established in your report are listed in the Summary Fields box on the left. Each group is identified as to the field grouped and the sort and group by field that triggers the grouping. For example, if the Amount field is the field grouped (subtotaled for our example), and the Customer field is the sort and group by field, the listing for that group will be:

Grouped by file

Customer Sum of Amount

If you have set up multiple groups, they will all be listed.

2.	Highlight the group for which you want to change the sort order and Click the Add button to select the group as the sort group. The group description moves to the Sort Fields box.

3.	Select the sort direction for the group, either ascending or descending.

4.	Repeat Steps 2 and 3  if you want to use additional sort groups.

5.	Click OK when finished. When you print your report, Crystal Reports sorts the groups as specified.

See also

Sorting report data by group (See Personal Trainer)


Refresh Report Data command (Report menu)

Use Refresh Report Data to rerun your report and display it in the Print Window.

By design, Crystal Reports only retrieves data when necessary. When you preview your report in the Print Window, print the report, or export it to a file, the program runs your report and retrieves the required data. Once you are working with the data in the Print Window, the program reruns the report and retrieves the data again under the following conditions:

you add fields to the report after the report was run,

you add a expression that references a field that wasn't in the report when you ran it the first time, or

you expand your record selection criteria to include more records than were needed when you first ran the report.

Aside from these limited circumstances, the program will not automatically rerun a report.

There may be times, however, when you want to retrieve new data for the report. For example, you may have created a report several days earlier and want to see it now with the most current data. Refresh Report Data is intended for times such as this.

To Use Refresh Report Data

With a report open, select Report|Refresh Report Data. The program reruns the report and retrieves new data.

If you are working in the Report Designer when you select this command, the program reruns the report and displays the results in the Print Window.

The lightning bolt button in the Print Window does the same thing as this command.


Report Title command (Format menu)

Use Format|Report Title to:

change the title that appears on the title bar of your report, and

to enter and/or edit non--printing comments that you want to accompany the report.

Changing the title

By default, Crystal Reports titles a report in one of two ways:

If the report has not been saved, it assigns to the report the title Untitled Report #n (the first report created since opening the Crystal Reports session becomes Untitled Report #1, the second report is Untitled Report #2, etc.)

If the report has been saved, it assigns as the title the path and name under which the report was saved.

In many circumstances, these names may not be satisfactory for your purposes (when you're using the report as part of a presentation, when you're sending a copy of the report to a customer or colleague, etc.) Using Format|Report Title you can quickly change the report title to fit your needs.

Entering/editing comments

There may be times when you want to include non--printing comments with your report (a personal note to the report recipient, a note to explain more thoroughly the data on which the report is based, a comment about some particular data on the report, etc.) The Format|Report Title command provides a facility for including anything from a short note to hundreds of lines of text with your report. The comments don't print with the report; they remain in the Comments edit box where they can be reviewed on demand.

To use Format|Report Title

1.	Select Format|Report Title. The Edit Report Title dialog box appears.

If you want to change the report title, enter the title in the Title edit box. If you enter a title that is too long to fit in the report title bar, the program will truncate all remaining characters once the title bar is full.

If you want to include a comment with your report, enter your comment in the Comments edit box. Word wrap is active in the edit box. Thus, on multi--line comments, Crystal Reports automatically breaks the lines so they fit within the margins of the edit box.

If you want to add to existing comments, position the I--beam cursor where you want the new text to begin, Click the left mouse button to place the insertion point, and enter your new text.

If you want to delete existing comments, place the insertion point and delete a character at a time using the Backspace or Del key. To delete blocks of text, select the text you want to remove by dragging the I--beam cursor over it. With the text selected, press the Del key.

NOTE: The Windows' Cut, Copy, and Paste commands are active in the Comments facility.

2.	Click the Accept button when finished. The program displays your new title (if you entered one) and retains the comments for later review and/or editing.


Set Print Date command (Report menu)

If your report contains a Date field, you can change the date that appears in this field with the Report|Set Print Date command. This allows you, for example, to postdate a report that you need to print prior to the date it will be reviewed in a meeting or conference.

To change the Print Date

1.	Select Report|Set Print Date. The Print Date dialog box appears.

2.	Choose the Today's Date option if you want the Date field to print the current date. The current date is determined by the settings in the Date/Time Control Panel on your Windows system.

3.	Choose the Other option to set the date that is printed by the Date field.

4.	Set the Year, Month, and Day by typing in a new value in the appropriate text box.

5.	Click OK. When the report is printed, the Date field will display the date specified.


Tile Vertically command (Window menu)

Use Tile Vertically to display your Crystal Reports windows side by side on screen. With Tile, windows may be resized so they can all fit on screen; all windows are visible.


Tile Horizontally command (Window menu)

Use Tile Horizontally to display your Crystal Reports windows one above the other on screen. With Tile Vertically, windows may be resized so they can all fit on screen; all windows are visible.


Cascade command (Window menu)

Use Cascade to stack and overlap your Crystal Reports windows. With Cascade, the entire top window is visible but only the title bars of the remaining windows are.


Arrange Icons command (Window menu)

If you have minimized any document windows, use Arrange Icons to arrange the document icons neatly at the bottom of the Crystal Reports window.


Close All command (Window menu)

Use Close All to close out all open windows. Crystal Reports gives you an opportunity to save any work in each window that you haven't already saved.

When you select Window|Close All

If you have saved all your reports, Crystal Reports closes out all the windows.

If you haven't saved all your reports, Crystal Reports prompts you to save them, report by report.

--	Select Yes to save the report before closing the window.

--	Select No to close the window without saving the report.


Contents command (Help menu)

Use the Contents command to call up the main Crystal Reports help index. Using this index as a starting point, you can rapidly find any help topic of interest. Once in the help system, you can always return to the main index by clicking the Contents button in the upper left corner of the help window.


Search command (Help menu)

The Search command displays the Search dialog box for Crystal Reports Help. You can search through every subject in Help to find the information you need quickly. Jump straight to the topic of interest from this dialog box.

To use Help|Search

1.	Select Help|Search. The Search dialog box appears.

2.	Type in a subject of interest. Crystal Reports Help tries to match your subject as close as possible.

3.	Click Show Topics to see all of the Crystal Reports Help topics covering your subject.

4.	Select the topic you would like to look at and Click Go To. The topic opens in Crystal Reports Help.


Using Help command (Help menu)

If you are not familiar with the Windows Help system, select Help|Using Help. A separate window will appear explaining how to use the Help system. Follow the instructions to learn more about Windows' Help system and how to get around in Crystal Reports Help.


Register/Change Address command (Help menu)

When you select this command, the program displays an electronic form that you can use to register Crystal Reports and/or to notify the company of a change of address. You can then print this form and mail or FAX it in, or you can transmit the information to the company via modem. Instructions for sending the form by mail or FAX are printed right on the form.

NOTE: You must send in the registration form in order to receive technical support on your product.

Registering your copy of Crystal Reports by modem

If you have a modem, you can register your copy of Crystal Reports electronically and receive your serial number while you're on line. Here's all you have to do:

1.	Select Help|Register/Change Address. The Crystal Reports Registration dialog box appears.

2.	Enter your name, address, phone, and fax in the edit boxes provided, and Click OK when finished. The Crystal Reports User Survey dialog box appears.

3.	Fill in the appropriate answers to the survey question on the form. Each question is self [image] explanatory.

4.	Click the Save Responses and Continue button. Your responses are saved, and the Crystal Reports Registration request dialog box appears.

5.	Click the Register via Modem button. The Send via Modem dialog box appears. You use this dialog box to tell the program about your system.

Baud Rate

In the Baud Rate box, select the baud rate that matches your modem.

Port

In the Port  box, select the serial port that you have your modem hooked up to.

Phone

In the Phone box, indicate whether your phone uses Tone or Pulse dialing. The program automatically enters the registration phone number in the Number edit box.

If you need help with any of these, please refer to the technical documentation that came with your modem.

Modem

The Modem box is intended to mimic the LED's on your modem. The indicators in the box turn on and off to give you a play [image] by [image] play of the data transfer operation. The buttons are:

DSR

Data Set Ready

CD

Carrier Detect

RD

Receiving Data

CTS

Clear To Send

SD

Sending Data

Consult your modem documentation or any standard data communications text if you need additional information.

6.	Click the Modem button and the Modem Settings dialog box appears.

7.	Click the arrow for the Modem list box and select your modem from the list that appears. If your modem isn't on the list, try the Hayes compatible selection since many modems are compatible with the Hayes command set. When you select a modem, the program fills in the rest of the boxes in the dialog box. You can edit the settings in each box if you wish.

8.	When finished, Click OK to return to the Send via Modem dialog box, and Click Connect there to begin the Modem Registration procedure. The program

calls Crystal Services,

enters your registration information into the Registration database,

downloads your serial number,

enters that number in the Enter serial number... edit box on the Crystal Reports Registration form, and

signs off.

9.	That's all there is to it! You're registered and in line for all the benefits that come with registration.


Technical Support Request command (Help menu)

When you select this command, the program displays an electronic form that you can use to enter a technical support request. Once you're finished, you can send the request to the company via modem using the built in communications program. You'll receive your response back in the same manner when you check the support queue for responses.

To use Technical Support Request

NOTE: The Crystal Reports manual provides an extensive index, and this online--help facility provides comprehensive topical and alphabetical indexes and an extensive key--words search index. Additionally, Support Questions and Answers (on the Help menu) addresses specific areas in which questions are common. You may save considerable time by consulting these resources first.

1.	Select Help|Technical Support Request. The Technical Support Request dialog box appears. Use this dialog box to fill in the information about your technical support request.

2.	Click the scroll arrow on the Category scroll box, and select the category of technical support request you are making.

3.	Click the scroll arrow on the Subject scroll box and find the listing that best describes the area in which you are having a problem (installation, creating a report, etc.).

4.	Type in a title for your request in the Title text box. The title should be a one line description of your problem (garbage characters in font box, see--through dialog boxes, etc.).

5.	Type a description of your problem in the Details box. Be as specific as possible. Include any information that you think might be helpful in solving the problem. Some things you may find it helpful to include (where they are appropriate to your request) are:

  What you want to do and don't know how to do.

  What you were trying to do and what the results were.

  If a problem occurs, when it occurs (at start up, after a specific series of steps, etc.). Analyze the problem and try to reconstruct as best you can the circumstances that bring about the problem.

  If a problem occurs, does it occur with every report or just one report. Analyze the reports and try to determine what is different about the problem report.

  If you have recently modified your system, what the modifications were (installing a new version of DOS or Windows, installing Adobe Type Manager, running Windows under Desqview, changing your config.sys or autoexec.bat files, using a new printer, etc.).

6.	When finished, Click the Print button to print your request to the printer, or Click the Connect button to send your request directly to Technical Support using a modem.

7.	If you Click Print, Crystal Reports prints a hard copy of your technical support request. The request includes the information you have just entered as well as information about you and your system. Once the request is printed out, FAX it or mail it to the technical support department at (604) 681--7163. Technical support will FAX or mail back a response.

NOTE: You may find that, having asked yourself the questions necessary to fill out the request, you have identified some additional clues to solving your problem. For the quickest results and to build your confidence in working with the program, you may want to try to solve the problem yourself first.

Requesting Technical Support by modem

If you Click the Connect button in the Technical Support Request dialog box, you can send your request directly to Technical Support via a modem.

1.	Click the Connect button. The Send via Modem dialog box appears. You use this dialog box to tell the program about your system.

Baud Rate

In the Baud Rate box, select the baud rate that matches your modem.

Port

In the Port box, select the serial port that you have your modem hooked up to.

Phone

In the Phone box, indicate whether your phone uses Tone or Pulse dialing. The program automatically enters the registration phone number in the Number edit box.

If you need help with any of these, please refer to the technical documentation that came with your modem.

Modem

The Modem box is intended to mimic the LED's on your modem. The indicators in the box turn on and off to give you a play [image] by [image] play of the data transfer operation. The buttons are:

DSR

Data Set Ready

CD

Carrier Detect

RD

Receiving Data

CTS

Clear To Send

SD

Sending Data

Consult your modem documentation or any standard data communications text if you need additional information.

2.	Click the Modem button and the Modem Settings dialog box appears.

3.	Click the arrow for the Modem list box and select your modem from the list that appears. If your modem isn't on the list, try the Hayes compatible selection since many modems are compatible with the Hayes command set. When you select a modem, the program fills in the rest of the boxes in the dialog box. You can edit the settings in each box if you wish.

4.	When finished, Click OK to return to the Send via Modem dialog box, and Click OK there to send your technical support request. The program calls Crystal Services and uploads your request into the Technical Support queue. Your request will be acted upon in the order it was received.

Editing Technical Support Requests

The Technical Support Request dialog box offers several additional options:

Save button

The Save button saves your support request for future reference. To save a support request:

1.	Enter your support request as described above.

2.	Click the Save button. Crystal Reports saves the support request for future reference.

To review saved requests

To view saved requests, Click the arrow at the right side of the Title combo box and select the title of the request you wish to view. The program displays the request for you.

New button

The New button opens a new Technical Support Request form to let you enter a new support request.

Delete button

The Delete button deletes the information in the support request you are currently working on.

Attach button

Attach lets you attach a file to your support request. For example, you could include the report you were working on when you encountered the problem that prompted your request. To use the Attach option:

1.	Enter your support request as described above.

2.	Click the Attach button. The Select File dialog box appears.

3.	Use the Drives, Directories, and File Name boxes to specify a file to attach to your support request.

4.	Click OK to return to the Technical Support Request dialog box. The path and file name you specified will appear in the bottom box of the dialog box.

5.	If you wish, Click Attach again to specify a second file to be attached to your request. Attach as many files as you wish.

6.	When you transmit your Technical Support Request, the file(s) you attached will be transmitted at the same time.

Retrieving your responses

Support requests are answered in the order received. When Technical Support responds to your support request, the response is placed in the technical support queue on line. You receive your answer by connecting to the queue via modem and retrieving the response.

Retrieval Only checkbox

If you have previously sent a Technical Support Request via modem and would like to find out if you have received a reply yet:

1.	Click the Retrieval Only checkbox in the Technical Support Request dialog box. When this checkbox is selected, no support request need appear in the main section of the dialog box to connect to Technical Support.

2.	Click Connect. Crystal Reports will open the Send via Modem dialog box.

3.	Select the proper responses for your system and Click Connect. Crystal Reports will dial the Technical Support queue. If your support request has been answered, the program will automatically download the answer and display it in the Technical Support Request dialog box.

Reply button

When solving complex problems, it may be necessary for you and Technical Support to send several messages back and forth. The Reply button has been included to facilitate this. When you want to reply to a Technical Support message, Click Reply and type your response in the Details edit box. It is not necessary to enter Category and Subject information.


Personal Trainer command (Help menu)

Personal Trainer is a personal instructor that will walk you step [image] by [image] step through dozens of processes you might want to use when building a report. The Help system you used to call up the information youre reading right now can provide you with answers and information, then return you to the program. You can not view Help and work on your report at the same time. Personal Trainer, on the other hand, stays on-screen with you until youve finished the job. Its a special level of support that were confident youll use again and again.

Calling Up Personal Trainer

You can call up Personal Trainer in any of three ways:

Select the Personal Trainer option from the Crystal Reports Help menu. The Welcome to Personal Trainer window will appear,

Click the Personal Trainer icon from the main Help index. The Welcome to Personal Trainer Window appears, or

Click the Personal Trainer button in the Button Bar from any Help Topic.

NOTE: If you have trouble opening Personal Trainer from Crystal Reports or Crystal Reports Help, make sure the following is included in the PATH statement of your AUTOEXEC.BAT file:

C:\DBASEWIN\BIN

where DBASEWIN is the directory in which you installed dBASE for Windows.

The Welcome to Personal Trainer Window

From the Welcome to Personal Trainer Window you can:

Click on the Index to Personal Trainer Topics icon to search through alphabetical indexes for a specific Personal Trainer topic.

Click on the Building a Report icon to get step [image] by [image] step instructions for building a basic report from scratch and enhancing your report with graphics and OLE objects. The indexes in this section are grouped according to general procedures and processes. Find the information you need by narrowing topics down through a series of Personal Trainer indexes.

Click on the Learning About Personal Trainer button to see a brief overview of the features and functions of Personal Trainer and how to use it with Crystal Reports.

Personal Trainer windows

The Personal Trainer system uses two types of windows:

Step [image] by [image] step instructions always appear in a narrow window that is fixed on the right side of your screen. Because the window is narrow, you have plenty of room to work on your report while Personal Trainer remains on screen. Should you ever require more room, you can either minimize Personal Trainer temporarily or remove the Report Window itself.

Concepts are always explained in large windows that provide room for graphics. Personal Trainer uses graphics liberally to help clarify the theory behind many of the report building processes. The Welcome to Personal Trainer window is also in one of these large windows.

Using Help while in Personal Trainer

If you want to call up the Help system while using Personal Trainer, no problem. Click the Crystal Reports Help button in the Welcome to Personal Trainer window, and the program takes you directly to the main Help index. To leave the Help system, Click the Personal Trainer button from anywhere in Help, and the program returns you to the instructions you were using when you left Personal Trainer.


Crystal Library command (Help menu)

Crystal Services maintains a bulletin board for technical support. Using the bulletin board you can find information on a wide range of topics including updated technical information, fixes for minor problems that users have reported, and comments and advice from Crystal support technicians. We're constantly adding new files to help keep Crystal Reports the most efficient, sophisticated, but easy to use report writer available. You can download any of the bulletin board files for your own use.

Crystal Library boosts your efficiency when using the Crystal bulletin board. It allows you to download a list of files available on the bulletin board so you can review them at your leisure, off-line, and select the files of interest. When you're finished, use the Crystal Library command to call the bulletin board and download the files automatically.

To download a list of library files

1.	To download a list of library files so you can review it off-line:

2.	Select the Help|Crystal Library command. The Library dialog box appears.

3.	Select the Connect button. The Send via Modem dialog box appears with default modem settings. This dialog box is the same one that appears when you select the Connect button in the Technical Support Request dialog box.

4.	Select the correct Port and Baud Rate options if the default settings do not match those on your modem. If you are unsure about what type of modem you have, consult your modems documentation.

5.	Select the correct Phone type if the default setting does not match the one on your modem. The correct phone number is already inserted in the Number box for you.

6.	Select the Modem... button. The Modem Settings dialog box appears.

7.	Use the Modem Settings dialog box to make sure the default settings match your modems settings. If youre not sure whether the default settings are correct, consult your modems documentation.

NOTE: After youve made sure the information in the Modem Settings and Send via Modem dialog boxes is correct, you won't have to do it again unless you install a different modem on your computer.

8.	Select the OK button. The Modem Settings dialog box will disappear and you will return to the Send via Modem dialog box.

9.	Select the Update Support Database option.

10.Select the Connect button. An information box will appear, telling you that your computer is initializing your modem and making a connection with the Crystal Library.

When your computer has connected with the Crystal Bulletin Board, it will automatically download an updated list of the support database files. When this list is downloaded, you can disconnect from the bulletin board and, while you're off-line, select the files you want to download.

File Information

The size and date of each file is provided at the top of the dialog box, so you can estimate the time it will take to download it.

When you highlight a file on the list, a brief description of the file appears in the bottom half of the dialog box to help you make your selection(s).

To download support files from the bulletin board

1.	Select the Help|Crystal Library command. The Library dialog box appears.

2.	Select the file(s) you want to download by clicking on the file name(s).

3.	Select the Connect button. An information box will appear, telling you that your computer is initializing your modem and making a connection with the bulletin board.

NOTE: You must select at least one file for downloading before clicking the Connect button.

Once your computer has connected with the bulletin board, the files you have selected will be downloaded automatically. You may then disconnect from the library and use the files.


About Crystal Reports command (Help menu)
About Crystal Reports for dBASE command (Help menu)

Use the About Crystal Reports for dBASE command to find the version number and other pertinent information about Crystal Reports for dBASE.


Clear command (Edit menu)

Use the Clear command to delete text and report elements permanently from your report. The Clear command has the same effect as the Delete key.

To use Edit|Clear

Select the element you want to clear (delete).

--	To select text, drag the I--beam cursor across the text to highlight it.

--	To select element markers, Click on the marker using the left mouse button.

Select Edit|Clear. Crystal Reports deletes the item selected.

NOTE: You can also delete text and markers using the right mouse button menus. Select the text or marker you want to delete and Click the right mouse button. If you are deleting text, select the Clear option. If you are deleting a marker, select the Delete Field option.


Show Field Names command (Edit menu)

Use Show Field Names to toggle the display of field names in the Report Editor on and off. When this command is activated, each field displays its field name; when the command is inactive, each field displays default characters that indicate its data type, font size, etc.

To use Edit|Show Field Names

1.	Click the command to activate it;

2.	Click it again to deactivate it.


Send Behind Others command (Edit menu)

Whenever you're working with stacked fields, boxes, lines, or graphics, use Send Behind Others to send the selected item to the bottom of the stack. This command gives you the ability to work with items that are buried in a stack without having to first move aside the items on top.

NOTE: An advanced reporting practice involves stacking multiple alternative formulas. This is the type of situation for which this command was designed.

To use Send Behind Others

1.	Select an item in a stack of items.

2.	Select Edit|Send Behind Others. Crystal Reports sends the selected item to the bottom of the stack.

NOTE: To bring the bottom item to the top of the stack again, select the top item and send it to the back. Repeat the process until the item of interest is again on top.


Show/Hide Sections command (Edit menu)

The Show/Hide Sections command allows you to hide a report section that is showing or to show a report section that is hidden. When you select this command the Show/Hide Sections dialog box appears.

Show/Hide Sections dialog box

1.	Each section that appears in your report is listed in the Sections list box with either an S or an H to the left of the section name. For example S [image] Details.

S means the section is currently shown.

H means the section is currently hidden.

2.	Select the section you would like to change the status of in the Sections list box.

3.	Click either the Show section or Hide section option button at the bottom of the dialog box to change the status of the section. The letter next to the section name in the Sections list box will change accordingly.

4.	Click OK, and Crystal Reports returns you to the Report Designer:

If you changed the status of a visible section to Hidden, the section will be hidden in the Report Designer.

If you changed the status of a hidden section to Show, the section will be opened and visible in the Report Designer.


Save Data with Closed Report command (Report menu)

This command is a toggle that switches between automatically saving database data with your report, or saving the report without database data, so the report must retrieve the data again the next time it is run.

If a checkmark appears next to the command on the Report menu, data will be saved with your report. If no checkmark appears next to the command, database data will not be saved with your report. To switch between the checked and unchecked status of the command, simply select the command from the report menu. Crystal Reports will take care of the actual process of saving the data.

NOTE: This command works much like the Save Data with Closed Report checkbox in the Options dialog box. Remember, though, the checkbox in the Options dialog box determines default settings for opening or creating any new report file. The command on the Report menu, however, applies only to the currently active report file.

Discussion

Typically, when you save a report, Crystal Reports for dBASE saves only the report definition. The definition contains all of the information needed for printing your report, but it doesn't include the required data. When you print the report, export it, or work with it in the Print Window, the program has to run the report and retrieve the data first. Depending on the complexity of your report and the amount of data involved, this can take anywhere from a few moments to an hour or more. If you plan to work again with the report in the near future (fine tuning it, etc.) or if you plan to share the report with someone else who wouldn't have access to the original data, you can use the Save Data With Closed Report command.

NOTE:When the program saves data with the report, it compresses the data to take up less disk space. It decompresses the data when it opens the report.

There are some things to consider before using the Save Data With Closed Report option:

If you save only the definition:

your report will require somewhat less disk space (enough for the template or report definition only), but

you will need to rerun the report before you print it.

If you save your data with the report:

your report will require somewhat more disk space (enough for the report template and the data), but

you won't need to rerun the report before you print it.

If you have enough disk space, and processing time or access to the raw data are major considerations, you may find Save Data With Closed Report to be a real convenience.

By default, the Save Data With Closed Report command is toggled on (a checkmark next to it).


DEFINITIONS

Select the word of interest from the choices below:

Access

Active database

Boilerplate text

Case sensitive

Character attributes

Clicking

Column

Concatenate

Constant

Cursor keys

Cut

Data field

Data types

Database

dBase Expression

Default

Definition

Details section

Dialog box

Double clicking

Drag

Dynamic Link Library (DLL)

Element (report)

Field

Field placement box

File

Flag

Font

Font size

Footer

Form letter

Grand total

Group

Group value

Header

Hourglass cursor

I--beam cursor

Icon

Index

Insertion point

Integer

Landscape orientation

Logical expression

Maximize button

Menu

Minimize button

Nesting

Null string

Numeric

Paste

Point

Population

Portrait orientation

Range

Record

Report

Report definition

Row

Sample

Scroll bars, scrolling

Select

Sort and group by field

Sort field

Sort order

Sorting

String

Substring

Subtotal

Summary field

Text string

Title bar

Total

Truncate

Value


access data

To access data means to retrieve data.


active database

An active database is a database that has been selected for use in a report.


boilerplate text

Boilerplate text is text that can be created once, then used again and again. Using Crystal Reports, you can automatically insert different blocks of boilerplate text in form letters to customers, sales reps, lenders, etc.


case sensitive

Case sensitive means that a program differentiates between uppercase and lowercase letters when evaluating a text string. A case sensitive search for the word  "house"  will return only the value  "house,"  but a non--case sensitive search will return  "house,"  "House,"   "HOUSE,"   "HoUsE,"  and similar mixed--case responses.


character attributes

A character attribute is something that defines the look of a character when it is displayed or printed. Crystal Reports allows you to change such attributes as font and point size, and it allows you to make characters bold or italic, to underline them if you wish, and to make other related changes. You can change the character attributes of selected parts of your report (headings, totals, etc.) to emphasize key information.


clicking

Clicking is the process of depressing the mouse button to make a selection in a program.


column

In Crystal Reports, a column is the display of data from a single field or expression. Columns run up and down the page. The words  column  and  field  are sometimes used interchangeably in this manual. Contrast with Row.


concatenate

Concatenate means to join two or more text strings together to form a single contiguous string.


constant

A value that is fixed and unchanging as opposed to a variable value which can take on different values depending on the circumstances.

The value 5 is a constant; the value of the Quantity field (which sometimes may be 5, sometimes may be a different number) is a variable value.  In a formula expression for converting pounds to ounces (Ounces = Pounds * 16) for example, 16 is a constant while Ounces and Pounds are variables. In the expression Today -- January 1, 1900, January 1, 1900, is a constant, while Today is a variable that changes whenever the current date changes. In Crystal Reports, constants can be numbers, text strings, dates, dollar amounts, or the result of an expression that itself contains no variables, e.g., 14--9. Contrast with Variable.


cursor keys

Cursor keys are the keys on your numeric keypad that can be used to control cursor or highlight movement. These include Home, End, PgUp, PgDn, and the arrow keys.


cut

In Crystal Reports, Cut means to remove data from a report and move it to the Windows clipboard. Once in the clipboard it can be pasted (retrieved and placed) somewhere else in the same (or different) report. Contrast with Paste.


dBASE Expressions

An expression is one or more dBASE elements, such as constants, functions and operators, that evaluates a single value. The result of an expression can be a character, date, logical, or numeric value.

The Expression Builder helps you assemble any dBASE expression, from simple to highly complex, and then insert the expression into the current window or dialog box.

For information on building expressions, please refer to the dBASE Help file.


data field

A data field (or field) is the basic building block of a record. Each record is made up of one or more data fields, and each data field can hold one piece of data (known as a value). A  customer record in a typical customer mailing list database might contain data fields similar to these: Name, Address, City, State, Zip, Phone, FAX. A data field can be empty or contain a value. Data field data is generally displayed or printed in columns in the Details section of a Crystal Reports report. See also Database, Record, Value, Row, Column, Details section


data types

A data type is a classification of the data that appears in a field. Each piece of data used in a Crystal Reports report has one of the following data types: text, dollar amount, number, date, or Boolean (YES/NO). It is important to understand data types because each function and operator in the Expression Builder works with only a limited number of data types (often as few as one).


database

A database is a bank of related data. Each unit (record) of the database is typically organized in a fixed format to make it easier to retrieve selected portions of the data on demand. See also Record, Field, Value


default

A default is a pre--loaded response to a software request for data. It is the response the computer accepts automatically if you don't enter different data.


definition, report definition

A report definition is an overview or thumbnail sketch of a given report. It lists, among other things, the name of the report, the active databases, and any record or group sort fields. For each expression it also lists the expression name and the expression itself.


details section

The details section of a Crystal Reports report is the core section of the report. You structure the report in this section by inserting data fields, expressions, and other report elements.


dialog box

In a Windows application, a dialog box is a special kind of window that appears whenever you make a selection from a pull down menu. The dialog box allows you to define your menu selection more clearly. In Crystal Reports, for example, if you select Font from the Format menu, a dialog box appears asking you to specify the font, point size, and type style you want to use.


double clicking

Double clicking means clicking the mouse button twice, in rapid succession. Double clicking has the effect of selecting an item and initiating an action on the item, all in a single step.

For example, once you have minimized a window, you can restore it in one of two ways. One way is to click on the item and then to select Restore from the menu when it appears. The other way is to double click on the icon, which both selects and restores at the same time.


drag

Drag means different things, depending on the context in which the word is used:

When referring to moving a field , drag means to Click on the field box and, while keeping the left mouse button depressed, to move it to a new position using the mouse. You release the mouse button when the field is in the position you want it.

When referring to resizing a field, drag means to Click on one of the field box handles and, while keeping the left mouse button depressed, to make the field bigger or smaller using the mouse. You release the mouse button when the field is the size you want it.

When referring to formatting text, drag means to highlight the text of interest by moving the I--beam cursor across it while the left mouse button is depressed. You release the mouse button when you have finished highlighting.


Dynamic Link Library

A Dynamic Link Library (DLL) is a special kind of file that contains Windows functions. DLL's are used by developers to extend the capabilities of Windows applications. The library is activated whenever a program or another DLL calls a function in the library. DLL's link on the fly, at runtime, whenever an included function is called. DLL functions are available on an as--needed basis to any program that can call DLL's; they don't need to be linked to the program via the compiler.


element

The word element is used at times to describe individual report components such as database fields, expressions, group fields, and text. The Report Designer uses rectangular boxes to represent fields; text entered directly into the Report Designer appears as text in the Designer.


field

A field is the basic building block of a record. Each record is made up of one or more fields, and each field can hold one piece of data (known as a value). A  customer record in a typical customer mailing list database might contain fields similar to these: Name, Address, City, State, Zip, Phone, FAX. A field can be empty or contain a value. Field data is generally displayed or printed in columns in the Details section of a Crystal Reports report. See also Database, Record, Value, Row, Column, Details section


file

A file is a collection of related data stored together on a disk or tape under a single name. In Crystal Reports, each report is stored as a single file.


flag

A flag is a character or group of characters used to highlight or identify items of interest to call them to the reader's attention. For example, in an accounts receivable report, the words "past due" might be printed as a flag beside every past due account.


font

In the PC world, a font is a set of display and/or printing characters (letters, numbers, etc.) that is designed with a distinctive and easily identifiable look. Crystal Reports gives you the ability to easily change the fonts you use for your reports.


font size

The size of a font, measured in points. A typical book, for example, might use a 10 or 12 point font for the main text and an 18 or 24 point font for the headings. With Crystal Reports, you can use different font sizes to highlight various data on your report.


footer

A footer is a small amount of text that appears at the bottom of a report page. Footer text often includes page numbers and sometimes other information that describes or identifies the report. Crystal Reports gives you the option of printing the footer on all pages or only on selected pages of your report.


form letter

In Crystal Reports, a form letter is a letter that can be reproduced, personalized, and customized using some of the features of the Expression Builder. One expression could be used, for example, to print the current date on the letter. Another expression could print an inside address, pulling the data from an address database. Another expression could insert the proper name in the salutation. Yet another expression could insert an appropriate paragraph of boilerplate text, based on the evaluation of specific field values or the results of certain calculations or comparisons. Form letters, customized in this way, can be very effective tools for marketing, collections, fund raising, etc.


grand total

A grand total is the total of all values in a column for the entire report.


group

A group is a set of records that are related to each other in some way. In a customer list, for example, a group could consist of all those customers living in the same ZIP code, or in the same state. In a sales report, a group could consist of all the orders placed by the same customer, or all of the orders generated by a specific sales rep. Crystal Reports offers you a great deal of flexibility in the way you group the data on your report.


sort and group by field

A sort and group by field is a field that triggers the printing of a subtotal (or a group field value) whenever its own value changes. On a customer order report, for example, two fields are {file.Customer} and {file.Amount}. If you want to subtotal by customer (total the orders for each customer), you select the {file.Amount} field as the field to subtotal and the {file.Customer} field as the sort and group by field. Crystal Reports sorts the data by customer, so that all orders from the same customer are grouped together. Then, whenever the value in the {file.Customer} field changes (when it changes from one customer to a different customer), Crystal Reports prints a subtotal of the values in the {file.Amount} field (a total of orders for the individual customer.) You also select sort and group by fields to trigger summaries.


group value

A group value is the value generated as the result of an evaluation, a tally, or a calculation performed on data from a single group. A subtotal is one kind of group value; it is the sum of all of the values from a single field, from all the records in a group. In a sales report, for example, if you subtotal the amount ordered by sales rep, Crystal Reports gathers all the records that belong to the sales rep and totals the amounts ordered from all the records. In a group average, Crystal Reports averages the values in a group of records; it a group count, it counts the values in a group of records, etc. Group values are important tools for creating powerful reports.


header

A header is a small amount of text that appears at the top of a report page, above the body of the report. While a header can contain virtually any information, it often contains such things as the report title, company name, date, range of dates covered by the report, etc. Crystal Reports gives you the option of printing the header on all pages or only on selected pages of your report.


hourglass cursor

The Hourglass pointer is the Windows cursor that appears whenever Crystal Reports, or another Windows application, is processing a command you selected. Whenever the cursor is visible, you cannot select any other commands or proceed further with your report.


I--beam cursor

The I--beam cursor is the cursor you will find yourself working with most often in Crystal Reports. Shaped like a stylized letter I, this cursor is often active when you are working in either the Report Designer or the Expression Builder. The I--beam cursor is the cursor you use to select free form text, and to set the position of the text cursor.


icon

In Windows, an Icon is a symbol that is used to represent a program or a file, or to appear in place of a minimized window. Crystal Reports displays an application icon in the Program Manager; you double click on the icon to start Crystal Reports. When you double click on the icon for a minimized Window, the Window is restored to its previous size.


index

An index is a small file that identifies the location of each record in a database. Since a tiny index file can be searched or sorted much quicker than a large database, Crystal Reports uses index files to speed up the report generation process. In a search, for example, Crystal Reports searches the index for the correct field location. Once found, Crystal Reports goes directly to the database field. Such a search does away with the need for searching every field of every record in a database. A database may have several indexes, each based on a specific field (or fields).


field placement box

A field placement box is a rectangular cursor that appears as an aid to placing database fields and expressions on your report. Once you have selected a field or created an expression, the field box appears. When you move the box to the place in the report you want the field or expression to appear and click on the mouse button, Crystal Reports inserts the item at the point specified.


insertion point

The insertion point is a vertical line that indicates the point at which Crystal Reports will insert any text that you type in. You set the insertion point by moving the I--beam cursor to the position you want to insert text and clicking on the left mouse button. When typing text for the first time in a Report Designer section, Crystal Reports sets the insertion point flush left in the section, regardless of where you Click the I--beam cursor.


integer

An integer is a positive or negative whole number or zero. Integers have no decimal places.


landscape

Landscape orientation means that your printing is rotated 90 degrees so it runs right and left across the length of the paper instead of across the width. The effect is that of a wider but shorter sheet. See also Portrait orientation.


logical expression

A logical expression is an expression that defines a logical relationship between two or more items. A logical expression is either TRUE or FALSE. A>5 and B<10 is a logical expression that uses the logical operator And. For the expression to be TRUE, both conditions (joined with the And operator) must be true. The value of A must be greater than five and the value of B must be less than 10. If the values don't fall into those ranges, then the expression is FALSE.


maximize button

In Windows, the maximize button expands the active window so it fills the whole screen.


menu

A menu is a list of choices that appears on screen. With menus, you don't have to remember cryptic commands or arcane keystroke combinations; you just call up a menu and select the item of interest. Crystal Reports provides you with several menus that you can use to create your reports quickly and easily.


minimize button

In Windows, the minimize button reduces the active window to an icon that can later be activated and recalled. You can use the minimize button to reduce the clutter on your Windows desktop while still keeping all of your needed files close at hand.


nesting

In Crystal Reports, nesting means to use one if--then--else expression inside another. For example, If employees degree isn't Ph.D. then (if employee's sex is male, use the salutation Dear Mr. else use the salutation Dear Ms.) else use the salutation Dear Dr. In this example, the nested if--then--else statement is surrounded by parentheses. [Note: this is not an actual formula expression but a verbal explanation of an expression.] The example says, check the degree field on the employee record to verify that the employee is not a Ph.D. If that condition is true [the employee is not a Ph.D.], then use a letter salutation based on the sex indicated on the employee record. (If the sex is male, then use a male salutation. Else [if the sex is female] use a female salutation.) Else [that is, if the employee is a Ph.D.], use a Dr. salutation. By using this type of expression construction, you can create a wider set of conditions and a wider set of consequences easier than you could without nesting.


null string

A null string is an empty string. It contains no characters.


numeric

Numeric data is data on which you can perform arithmetic. The designation  numeric  refers to the way the data is treated by Crystal Reports and database programs, not to the way the data looks to you. For example, a serial number 12345 looks numeric, that is, every character is a number. But a serial number is not the kind of data on which you would want to perform arithmetic so you would probably store a serial number as text instead of as numeric data. Numeric is one of several data types. Database programs require you to designate a data type when you create a field for use in a database. The data type you select determines the rules the program follows when dealing with the values stored in that field.


paste

In Crystal Reports, Paste means to retrieve and place data from the Windows clipboard into a report. The data may have been Cut (moved to the Clipboard) from the same report or from a different one. Contrast with Cut.


point

A point is unit of measure used to define type size. The higher the point value, the larger the type.  In a book, for example, the main body copy may be 10 or 12 point type while the headings may be 15 or 18 points.


population

A population is the entire set of values that might be tested statistically as opposed to a  sample  which is a subset of the population. A population does not necessarily refer to a group of people; it can refer to the number of automobiles produced on an assembly line or the number of construction companies bidding on a project.

For example, a Real Estate Agent might sell twenty houses in one year. The population of houses sold by that Agent in that year is twenty. Compare with sample.


portrait orientation

Portrait orientation describes the typical relationship of printing to paper. With portrait orientation, your printing runs right and left across the width of the paper. The effect is that of a narrower but longer sheet. See also, Landscape orientation.


range

A range is a set of values that fall between and include a defined upper and lower limit. For example, the range 10 to 20 includes 10, 20, and all the numbers that fall between. Also, the range January 1, 1991 to January 30, 1991, includes January 1, January 30, and all the dates that fall between. In Crystal Reports, a range can consist of numbers, dollar amounts, or dates.


record

In a database, a record is a complete unit of related information, an electronic  file folder  that holds all of the data on a given entity. Each record contains one or more fields that contain the specific pieces of data of interest. In a customer database, for example, a record would store all of the data on a single customer. In an inventory database, a record would store all of the data on a single inventory item. Data from an individual record is displayed or printed as a row of data on a columnar report.


report

A report is simply an organized presentation of data. As a management tool, a report is used to provide management with the insight it needs to run an organization effectively. Crystal Reports allows you to create comprehensive, customized, attractive management reports quickly and easily. But report in Crystal Reports means much more. It also refers to invoices, form letters, mailing labels, and other related items that require the organization and output of data.


row

In Crystal Reports, a row is the display of data from a single record. Rows run across the page. The words  row  and  record  are sometimes used interchangeably in this manual. Contrast with Column.


sample

A sample, as used in statistics, is a subset of a population used to represent the entire population. Researchers frequently do not have the option of testing an entire population before forming conclusions based on their tests. In such cases, they use a sample to represent the whole.

For example, political polling before elections is often based on questioning only four or five hundred people. From the answers given by this sample, predictions can be made on how an entire nation will vote. Compare with population.


scroll bars, scrolling

Sometimes a window can display only a portion of a document. In such a case, the window includes scroll bars that you can use to move other parts of the document into the window for your review. Scroll bars also appear with lists that are longer than the available window. The scroll bars allow you to move back and forth through the list. The process of moving through a list or document using scroll bars is called scrolling. In Crystal Reports, the screen automatically scrolls whenever you move the mouse cursor outside the window and press and hold down the left mouse button.


select

With regard to menu options, select means to point to a menu option using the mouse and then to click on that option, thus making it active.

With regard to a report element (data field, expression, etc.), select means to point to the element with the mouse and then to click the left mouse button to choose the element as the object of the next menu selection. For example, to change font size, you first select the block of data for which you want to change font size. Then you select the Font option from the Format menu to select the new font size. The new font size applies only to the element you selected.

With regard to text, select means to highlight the text by dragging the I--beam cursor over it.

With regard to records, select means to identify and choose those records of interest while disregarding all others. For example, if you want to build a report based only on the records of those customers who have purchased within the last six months, Crystal Reports will build the report with those records and will ignore all the rest.

With regard to groups, select means to identify and choose those groups of interest while disregarding all others.


sort field

A sort field is a data field on which the sort procedure is based. A mailing list, for example, could be sorted, in ascending order, on the {file.ZIP} code field; that is, the customers would be sorted so that those with the lowest zip codes would appear first and those with the highest ZIP codes would appear last. It could also be sorted in ascending alphabetical order, on the {file.lastname} field; that is, customers with last names beginning with A would appear first and those with last names beginning with Z would appear last. In these examples, {file.ZIP} and {file.lastname} are the sort fields.


sort order

Sort order is an indicator of the direction in which you want your data to be presented, once sorted. Data is typically printed in one of two sort orders: ascending (lowest to highest, earliest to latest, first to last, a to z, etc.) or descending (highest to lowest, latest to earliest, last to first, z to a, etc.).


sorting

Sorting is a method of organizing the order in which data appears on your report. Crystal Reports provides you with powerful tools for sorting your report data.


string

A string is a series of connected characters (letters, numbers, symbols, spaces) stored and used as text. The word "hello" is a text string as is the phrase "Order # 2453" and the customer number  "B30--124--777." Strings are sometimes referred to as text strings or character strings.


substring

A substring is simply a part of a larger string. "Columbia" is a substring of the string "British Columbia,"  "1040" is a substring of the customer number "B--1040--0032456," and "G" is a substring of the string "President George Bush."


subtotal

A subtotal is a partial total, a total of a specific, limited group of data in a field. For example, given the following data:

1, 2, 3, 4, 5, 6, 7

a subtotal after the 3 produces the value 6 (1 + 2 + 3). A second subtotal after the 6 produces the value 15 (4 + 5 + 6).


summary field

A summary field is a field that determines the sum of the values, the average value, the maximum value, the minimum value, or count of values in a group of values in a given field. Much like a subtotal, a summary field groups data to your specifications and then performs the requested calculation/determination.


text string

A text string is text that is entered directly onto the report itself instead of being entered via a data field or expression.


title bar

The title bar is the  bar at the top of a window that indicates the content of the window (application, document, etc.).


total

A total is a sum of values. Subtotals, running totals, and grand totals are three different varieties of totals. See also, Subtotal, Running Total, and Grand Total.


truncate

Truncate means to cut off or eliminate all data that comes after the decimal point. Thus, if you truncate 1.2345, you get the value 1. If you truncate the value 1.9999 you also get the value 1. Truncate does not round data, it simply cuts off unwanted data.


value

A value is the data found in a field. For a field called {file.FirstName}, for example, John or Mary might be the value. For a field called {file.Amount}, 1234.55 or $200 might be the value.


Understanding the Help System

Crystal Reports offers a comprehensive help system to support you during every step of the report development process.

The help system is easy to use. If you've used help systems in other Windows programs (or in Windows itself, for that matter), you probably know enough to begin using the Crystal Reports help system  without further study. If you need help understanding the Windows help system, see the documentation that you received with Microsoft Windows.

The program offers two kinds of help: context sensitive help and indexed help.

Context sensitive help

Context sensitive help gives you immediate help with a screen element of interest (menu command, dialog box, etc.). The program takes you directly to the help information you seek without the need to traverse the indexing system.

To get context sensitive help on a dialog box, Click F1 when the dialog box is active.

To get context sensitive help on a specific menu command, Click the menu name and then use the Down Arrow key to highlight the command of interest. Once the command is highlighted, press F1.

Indexed help

Indexed help takes you to the help indexing system, a hierarchy of indexes which is designed to help you target your topic of interest. Using the indexing system, you can select a broad topic of interest from the first index and then narrow your selection using the next index that appears, then the next. etc.

The Crystal Reports indexing system lists all of the topics that relate directly to screen elements as well as many topics that do not. For example, the main index lists a glossary which defines report--related terms, many of which are not tied directly to screen elements (case sensitive, empty string, etc.).

Jumps within the help system

Crystal Reports' help system was designed to provide comprehensive technical support. Each help screen contains important information about the topic of interest. Many screens contain examples and comments as well.

Underlined text

Most screens also contain underlined text. (On color systems, underlined items are colored green as well.) When an item is underlined, it means that there is additional information immediately available on that item.

There are two kinds of underlines:

Solid

The solid underline indicates a cross reference. Clicking on a word with a solid underline takes you directly to the help screen for that topic.

Dotted

The dotted underline means that a definition is available for the topic. To call up the definition, move the cursor over the topic of interest, press the left mouse button, and keep it depressed. The definition will appear and remain on screen until you release the mouse button.

NOTE:  As a visual aid, the cursor changes to the shape of a tiny hand whenever it is over one of these underlined expressions.


Understanding the invisible grid

The Report Designer looks very freeform. It looks like you can place anything anywhere and hope for good results. But that is not the case. The Designer contains an invisible grid which directly affects the placement of data fields and text fields.

Think of the grid as a series of row and column coordinates. Crystal Reports allows you to place fields and text only at these coordinates, not between them. In this way it makes it very easy for you to place and space data on your report, and to align text and fields as needed. If you attempt to place a report element between grid coordinates, Crystal Reports "snaps" the element to grid, that is, it moves the element automatically to the nearest coordinate.

When you place a data field in the Report Designer, Crystal Reports "snaps" it to the nearest coordinate. You use the arrow keys or the mouse to move the fields, once they have been placed.

When you use the arrow keys to move the field, each time you press the arrow the field moves one grid position.

When you use the mouse to drag the field to a new location, Crystal Reports "snaps" the field to the nearest coordinate as the field moves.

When you type text in the Report Designer, Crystal Reports always begins the text at a grid coordinate.

You use the Tab key to move the text; each time you press the Tab key the text moves six grid positions.

See Also

Aligning text with fields (See Personal Trainer)


Adding, copying, deleting, and editing text

To add text

To add text, set the insertion point where you want the new text to begin, and type in your addition, or use a text field (Insert|Text Field command).

To copy text

Select the text you want to copy by dragging the I--beam cursor over the text.

Select Edit|Copy. Crystal Reports moves a copy of the selected text to the Clipboard without disturbing the highlighted text.

Set the insertion point where you want to insert the copied text and select Edit|Paste. Crystal Reports copies the text at the selected point.

To delete text:

set the insertion point where you want to begin deleting, and press the Delete key enough times to delete the unneeded text, or

select the text you want to delete by dragging the I--beam cursor over it, then:

--press the Delete key on your keyboard to delete it permanently, or

--select Edit|Cut (or press Shift--Delete) to cut the text to the clipboard for later use, or

set the insertion point at the beginning of a line of text you want to delete and press Shift--End to select the entire line. Then:

--select Edit|Clear (or press Delete) to delete it permanently,

--or select Edit|Cut (or press Shift--Delete) to cut the text to the clipboard for later use.

To edit text

Delete, edit, and/or add text as needed following the techniques described above.


Moving text

You can move text in Crystal Reports in two different ways:

By pushing or pulling it to a new position using the Tab key.

By Cutting it to the Clipboard and then Pasting it in a new position.

Using the Tab key

Set the insertion point immediately in front of the text you want to move.

Press the Tab key to move the text to the right. All text to the right of the insertion point moves each time you press the Tab key.

Press the Backspace key to move the text to the left. All text to the right of the insertion point moves each time you press the Backspace key.

NOTE: If you want to move several pieces of text on a given line into position (i.e., aligning titles with data fields), begin at the left. Move the leftmost text into position, reset the insertion point to the left of the second text element and move it into position, reset the insertion point to the left of the third text element, etc.

Using Cut and Paste

1. Select the text you want to move.

2.	Select Edit|Cut. Crystal Reports moves the text to the Clipboard.

3.	Set the insertion point to the new text position.

4.	Select Edit|Paste to paste the text at the new insertion point.


Moving fields

You move a database field by dragging it to a new position with the mouse, or by selecting it and using the Arrow keys.

With a mouse

1.	Select the field you want to move.

  To select a single field, Click the field.

  To select multiple fields, hold the Shift key down while you Click the fields. Handles appear on the selected field(s).

2.	With the cursor on the field and the left mouse button depressed, move the field to its new position.

3.	Release the mouse button when the field is in place.

With the Arrow keys

1.	Select the field you want to move.

  To select a single field, Click the field.

  To select multiple fields, hold the Shift key down while you Click the fields. Handles appear on the selected field(s).

2.	Use the Arrow keys to move the field to its new position. The field moves one grid position each time you press the Arrow key.

NOTE: Crystal Reports allows you to move fields across other fields without affecting the placement of the bottom fields.

NOTE: You can move fields between sections with the following exceptions:

  grand totals cannot be moved outside the Grand Total section, and

  a subtotal or summary can be moved only within its initial section or to the header portion of its initial section.

See Also: Understanding the invisible grid


Printing your report

When you want to print your report, see what your report will look like when printed, or export the report to a disk file, you can use one of Crystal Reports' three printing options:

File|Print|Printer (for hard copy output)

File|Print|Window (to review your work)

File|Print|File (to export the report electronically, to a disk)

When you are creating a report, you will find yourself printing to the print window often, in order to check placement and formatting of the various report elements. The Print Window includes a print preview function that lets you see each page of your report as a whole, top to bottom. Then, when you want to print a final or interim copy of the report for hands--on review, you can print to the printer for hard copy output.

If you want to use your report data in another application (in a spreadsheet or word processor for example), you can export the report to a disk file in any of a variety of popular file formats. Once in a disk file, you can import the data into your other application following the importing procedures established by the receiving application.


The Report Editor
The Report Designer

Once you select your database, Crystal Reports displays the Report Designer screen. You use this screen to insert and format data and to watch your report take shape.

When you open a new report, Crystal Reports automatically creates three sections in the Report Designer:

a Page header section  this section is generally used for the report title, field headings, range of values included, and other information that you want to appear at the top of each page. By default, the Page header section has room for three lines.

a Details section  this section is the body of the report. The bulk of your report data will generally appear in this section. By default, the Details section has room for one line.

a Page footer section  this section usually contains the page number and any other information that you want to appear on the bottom of each page. By default, the Page footer section has room for three lines.

Each section is separated by a section marker which displays the section name.

You build your report by inserting data fields, expressions, and other report elements (record counts, record numbers, etc.) in the Details section of the Designer. You use the Insert menu, in most cases, to select or create the elements you want to insert on the report. The Report Designer uses rectangular field boxes to indicate the size, position, and data type of the fields you have inserted.

You add subtotals (and other group values) by selecting a field to subtotal and then telling Crystal Reports the conditions that are to generate a new subtotal or group value(change of customer number, change of sales rep, etc.). Crystal Reports creates group sections as needed and places the group value in the section. Again, Crystal Reports uses rectangular field boxes to represent the group values.

You insert grand totals in the Grand Total section. This section appears when you select the field to total and then select Insert|Summary Field|Grand Total or when you opt to place a summary field in the Grand Total section. In both cases, Crystal Reports uses a rectangular field box, this time to identify the field in the Grand Total section of the Report Designer.

You can add freeform text anywhere on the report by positioning the insertion point in the section in which you want the text to appear, typing in the text, and then using the Tab key to move it into position. You can also type freeform text as a text field; this allows you to avail yourself of additional formatting options (alignment, hide options, etc.)


Crystal Reports data types

The data type of a field, (text, number, dollar, date, or Boolean) determines the type of information that can be stored in that field and which will print in the report.

Fields of each data type display on your screen like this:

XXXXXXX

Text: for example, a company name, account description or customer name.

$5,555,555.55

Dollar amount (Paradox files only): for example $500.00 or $50,000,000.00--.

5,555,555.55

Number: for example 120 or 5555.

YYYY--MM--DD

Date: for example Oct 10 90.

YES/NO

Boolean (YES/NO) data fields: for example, the result of an expression which compares a customer's credit limit to see if it is greater than $5000 and prints YES if  the credit limit is more than that amount; NO if it is less than that amount.


How data types are sorted

A field's data type determines the method in which the data from the field is sorted.

Text

Text fields are sorted in the following manner:

One character values are sorted so that blanks have the lowest value, then punctuation, then numbers, then uppercase letters, and finally lowercase letters.

Then two character values are sorted, then three, etc., using the same rules. As a result:

--"BOB" comes before "bob",

--"123" comes before "124",

--"" (blank) comes before "a", and

--"aa" comes before "aaa"

Dollars

Dollar fields are sorted in numeric order.

Number

Number values (120, or 5555) are sorted in numeric order.

Dates

Date fields are sorted in chronological order.

Yes/No comparisons (Boolean)

Comparison fields are sorted so that false values come first, then true.


The Crystal Reports window

The Crystal Reports window is easy to understand:

the Minimize and Maximize buttons appear in the upper right hand corner of the window,

the Title Bar appears at the top of the window,

the Menu Bar appears just below the Title Bar, and

the SpeedBar appears just below the Menu Bar.

the Format Bar appears just below the SpeedBar

the Status Bar appears at the bottom of the window.

Minimize and Maximize buttons

The Minimize and Maximize buttons serve the same purpose for mouse users as the Minimize and Maximize options on the System menu serve for keyboard users.

Minimize reduces the window to an icon.

Maximize expands the window to fill the screen.

You can select either button with a single mouse click.

Title Bar

The Title Bar displays the name of the program running in the window, Crystal Reports. You can use the title bar to activate the window (if the window is buried in a cascade of windows) or to move the window (by depressing the left mouse button with the pointer on the title bar and then, while the button is still depressed, dragging the window to a new location), or to maximize the window (by double clicking on the title bar).

The Menu Bar

The Menu Bar is Crystal Reports' command center. Each option on the menu bar calls up a drop down menu of commands that you can use to create, modify, print, and save your reports.


The Menu Bar

The Menu Bar is Crystal Reports' command center. Each option on the menu bar calls up a drop down menu of commands that you can use to create, modify, print, and save your reports.

File

The File menu includes commands you can use to open, close, and save files, to save files under a different file name, review your report in a Print Window, print the report to a printer, export the report to a disk file or an E [image] mail mailbox, and create new report files. It also includes a command you can use to exit Crystal Reports. Additionally it contains a command that allows you to configure Crystal Reports to your specifications.

File Menu Commands

New|Report

New|CrossTab

New|Mailing Label

Open

Save

Save As

Close

Print

Print|Printer

Print|Window

Print|File

Print|Report Definition

Printer Setup

Page Margins

Set Label Layout

Options

Exit

Edit

The Edit menu allows you to modify aspects of your report. The menu includes commands you can use to edit text fields and summary fields, to review field data, to change the position of items in a stack, or to delete group sections. It also contains commands for cutting, copying, and pasting text.

Edit Menu Commands

Cutedit_cut

Copyedit_copy

Pasteedit_paste

Paste Specialedit_paste_special

Clearedit_clear

Select Fieldslasso

Formulaedit_formula

Text Fieldedit_text_field

Summary Operationformat_summary_field

Show / Hide Sections

Group Sectionedit_grp_section

Delete Sectionedit_delete_section

Browse Field Dataeditbrowse

Show Field Names

Objecteditobject

Linkseditlinks

Insert

The Insert menu is the central menu you use for creating reports. The menu includes commands you can use to insert database, text, and expressions; subtotals, grand totals, summaries (counts, averages, etc.), and group sections; date, page number, record number and group number fields; and graphics, lines, boxes, and OLE objects.

Insert Menu Commands

Database Fieldinsert_database_field

Text Fieldinsrt_txt_field

Formula Fieldinsert_formula

Summary Field|Summaryinsert_summary_field

Summary Field|Subtotalinsert_subtotal

Summary Field|Grand Totalinsert_grand_tot

Lineinsrtline

Boxinsrtbox

GraphicIGB

Objectinsertobject

Special Fieldspecial_field

Special Field|Dateinsert_print_date

Special Field|Page Numberinsert_page_no

Special Field|Record Numberinsert_rec_no

Special Field|Group Numberinsert_grp_no

Group Sectioninsert_group

Format

The Format menu includes commands for changing the look of the elements in your report. It includes commands for changing fonts, adding borders and colors and formatting fields, graphics, lines, and boxes. It also includes a command for formatting report sections.

Format Menu Commands

Fontformat_font

Fieldformat_field

Border and Colorsborders

Graphicfmtgraphic

Lineformatline

Boxformatbox

Sectionformat_section

Report Titlerpttitle

Send Behind Others

Database

The Database menu has a command, File Location, for directing Crystal Reports to look for databases in new locations. It also has two commands to adapt your report to any changes made directly to the database tables since the last time it was used.

Database Menu Commands

File Location

Verify Database

Verify Before Printing

Report

The Report menu includes commands that let you select the records or groups to be included in your report, select the order in which report data is to be sorted (by record or by group), give your report a title, or change the print date that prints with your report.

Report Menu Commands

Record Selection Formula

Record Sort Order

Group Selection Formula

Group Sort Order

Refresh Report Data

Save Data with Closed Report

Set Print Date

Window

The Window menu includes commands that let you rearrange icons and windows. It also lists the report windows that are open and includes a command that lets you close all report windows at once, if desired.

Window Menu Commands

Tile Vertically

Tile Horizontally

Cascade

Arrange Icons

Close All

Help

The Help menu includes a command that takes you to Crystal Reports' main Help index, a command that lets you search for a specific subject in the Help file, a command that teaches you how to use the Help system, and a command that will give you information about the Crystal Reports version you are using.

Help Menu Commands

Contents

Search

Using Help

Register/Change Address

Technical Support Request

Personal Trainer

Crystal Library

About Crystal Reports


Right mouse--button capabilities

When you are working in the Report Designer, you can speed up your work considerably using the right mouse button capabilities. When the cursor is positioned on a report element (a field, a group field, an expression, etc.) and you Click the right mouse button, Crystal Reports displays a SpeedMenu right next to the element.

The menu heading is either the name of the object selected (line, box, etc.), the text if the selection is a text field, the field name if the selection is a field or expression, or a group identifier if the selection is a group.

The option Cancel Menu appears on all menus and simply closes the SpeedMenu and returns you to the report.

Unlike Crystal Reports' standard menus that group commands by function (editing, inserting, etc.), these SpeedMenus are element--specific: that is, they contain only those commands from Crystal Reports' primary menus that are available for use with the selected element.

The SpeedMenus are valuable because:

they display the name and source (table) of the element at the top of the menu so you can identify the elements on your report with a single mouse click,

they appear right next to the selected element making them quicker and easier to access than Crystal Reports' main menus,

they contain only the commands you need; you don't need to search for commands on a more comprehensive menu,

they make it easier to learn Crystal Reports because:

--  they eliminate the need to remember where to find a command,

--  because you're dealing with only a compact list of commands, they make it easier to pick the right one, and

they spotlight the things you can do with an element making it an easier system to use when you are under pressure or distracted.

To use SpeedMenus:

1.	Position the cursor on the element of interest.

2.	Click the right mouse button. The SpeedMenu appears.

3.	Select the command of interest from the SpeedMenu. These options work exactly like the corresponding options that appear on Crystal Reports' primary menus.

NOTE:  If you have swapped left/right mouse buttons via the Control Panel, the left mouse button will activate the SpeedMenu.


Multiple field sorts

When sorting, Crystal Reports first sorts the entries (alphabetic or numeric) in the first field selected, putting them in ascending or descending order as specified. Then it sorts any entries in the second field that can be sorted without disturbing the sort order of entries in the first field. It then sorts any entries in the third field that can be sorted without disturbing the sort order of the entries in the first two fields. It follows the same pattern for sorting additional fields.

Example

Assume the following data:

#	Acct	Batch	Source	Ref	Type

1	4900	6	AD	A	1

2	4900	1	AF	+	2

3	8500	6	AB	&	1

4	8500	5	AE	k	1

5	4900	6	AA	&	3

6	8500	4	AC	&	2

7	4900	6	AD	1	4

8	8500	4	AC	A	1

9	9600	1	AA	A	1

10	4900	6	AD	1

11	4900	6	AD	A	2

Sort 1 -- One field

If you tell Crystal Reports to sort the Acct field only, in ascending order, your sorted data will look like this:

#	Acct	Batch	Source	Ref	Type

1	4900	6	AD	A	1

2	4900	1	AF	+	2

3	4900	6	AA	&	3

4	4900	6	AD	1	4

5	4900	6	AD	1

6	4900	6	AD	A	2

7	8500	6	AB	&	1

8	8500	5	AE	K	1

9	8500	4	AC	&	2

10	8500	4	AC	A	1

11	9600	1	AA	A	1

All the values in the Acct field have been sorted, and the rows of data have been moved into new positions according to the order of values in the Acct field. Note that there is no apparent sorting yet of the data in the other fields.

Sort 2 -- Two field

If you tell Crystal Reports to sort first on the Acct field and then on the Batch field, your sorted data will look like this:

#	Acct	Batch	Source	Ref	Type

1	4900	1	AF	+	2

2	4900	6	AD	A	1

3	4900	6	AA	&	3

4	4900	6	AD	1	4

5	4900	6	AD	1

6	4900	6	AD	A	2

7	8500	4	AC	&	2

8	8500	4	AC	A	1

9	8500	5	AE	k	1

10	8500	6	AB	&	1

11	9600	1	AA	A	1

Note how the Batch entries for Acct 4900 (Rows 1--6) and for Account 8500 (Rows 7--10) are now sorted numerically. Note too that the remaining three fields have not yet been sorted (for example, Rows 2--6 in the Source field are out of alphabetical order.

Sort 3 -- Three field

Now, if you tell Crystal Reports to sort on the Acct field, then on the Batch field, and then on the Source field, Crystal Reports sorts the Source field alphabetically for each unique Account/Batch combination.

#	Acct	Batch	Source	Ref	Type

1	4900	1	AF	+	2

2	4900	6	AA	&	3

3	4900	6	AD	A	1

4	4900	6	AD	1	4

5	4900	6	AD	1

6	4900	6	AD	A	2

7	8500	4	AC	A	1

8	8500	4	AC	&	2

9	8500	5	AE	k	1

10	8500	6	AB	&	1

11	9600	1	AA	A	1

The values in the first three fields are now sorted. The sorting process continues in the same way for additional sort fields.


Records Counter

Whenever you print your report (to a preview window or to the printer), Crystal Reports displays a record counter that gives you a "play--by--play" of what is going on as the program retrieves and formats report data.

If it's retrieving data to print the report in the Print Window, it displays the record counter as a status bar along the bottom of the window.

If the program is retrieving or formatting data to print or export a report, it displays the record counter in a separate window.

Depending on the place it appears, the record counter displays some of the following:

n of N

The number of records selected (n) out of the total number of records read (N).

Current

The number of records actually processed.

Total

The total number of records to be processed (estimated).

% or Percent complete

The number of records actually processed as a percentage of the total number of records to be processed.

When you're working in the Print Window, the Record Counter changes to let you know that you're working with existing data.

When Crystal Reports prints a report to the Print Window, it sets the first column in the Record Counter to n of N, indicating

the number of records n that have been selected out of

the number of records N that have been read.

When you're fine tuning your data (or when you're opening a report in which the data was saved with the report) the program sets the first column to Date and Time, indicating the date and time the data was gathered in the first place. As long as you don't do anything that requires the program to retrieve the data again, the Record Counter will maintain the Date/Time information. But should you insert a new field in your report or do something else that requires the program to rerun the report, the Record Counter will change back to indicate the number of records read and selected.

Keep in mind the following when monitoring the Record Counter:

The default for Total is the start size of the database (in the case of single database reports) and an estimate of the total (in the case of multiple database reports).

The Total will typically decrease when printing reports based on a dBASE file from which you deleted records but which you haven't yet packed.


Quick Start guide

If you are an experienced Windows user who wants to get right into the program, follow these steps to get started with Crystal Reports for dBASE.

To modify an existing report

To modify specific elements of a report, use the following method:

1.	In dBASE, use the right mouse button to click on the icon of an existing report in the Navigator. A SpeedMenu appears.

2.	Select Design Report from the menu. Crystal Reports opens with the report you selected shown.

3.	Click on the report element you wish to modify. For example, Click on a field box if you wish to change a table field. Handles appear on the field box.

4.	Click the right mouse [image] button. A menu appears with several options specific to the report element you selected.

5.	Select the operation you want to perform on the selected report element.

For more information on modifying report elements, review To create a new report below, refer to Crystal Reports Help, or open Personal Trainer while working on your report.

To create a new report

1.	Start Crystal Reports in one of the following ways:

From dBASE, Select File|New|Report

Click on the Reports icon and select Navigator|New Report.

Select reports from the Navigator by either doubleclicking on the Reports icon or clicking on the Reports icon and doubleclicking on the untitled icon.

Click on the first SpeedBar icon, then select Report.

Type CREATE REPORT in the Command window.

If a table or other file is in use in dBASE, the file will be automatically opened inside Crystal Reports, ready for you to use to create a report.

If a table or other file is not in use, the Open Table Required dialog box appears. Use the File Type box to select the type of file you would like to use to create a report (e.g. .DBF, .QBE, etc.). Then use the Drives, Directory, and File Name boxes to select the file you want to activate for your report.

2.	The Crystal Reports Report Designer appears with Page Header, Details, and Page Footer sections set up on your report template. The sections are all blank initially. You create your report by inserting and formatting items in each of these sections.

3.	The Insert Database Field dialog box appears on screen with the Report Designer. This dialog box displays a list of all of the fields in the active table or query (or combination of tables). To speed the entry of multiple fields, the box remains on screen until you <F51MI>click<F255D> on the Done button. You can move the dialog box to a new location if you wish.

4.	Select the field(s) you want to appear on the report. You can select and place them one at a time, or you can use the Shift [image] Click combination to select a number of contiguous fields or the Ctrl [image] Click combination to select fields from the list at random. With the cursor on one of the selected fields, Click the left mouse button. While keeping it depressed, drag the selected field(s) to the point in the Details section where you want the first field to appear.

5.	Release the mouse button to place the field(s). If you placed multiple fields, the fields will appear next to each other in the order they appeared in the Insert Database Field dialog box. The program marks the position of each field with a rectangular box. The characters in the box indicate whether the field is text (XXX..), number (555...), date (YYYYM...), or Boolean (T/F). The number of characters in the box indicates the number of characters allowed for the field in the database from which it came. Note also that the program automatically places field titles in the Page Header section.

6.	To create a report title, select Insert|Text Field, type in the information you want to appear, Click Accept when finished, and position the field where you want it in the Page Header section. You can also insert database fields or special fields in that section from the insert menu.

7.	To see how your results will print, select Print|Window from the File menu. You can fine tune your report in the Print Window if you wish while seeing the results on actual report data. You can also close the window and continue working on your report in the Report Designer. The functionality is the same in both places.

8.	If you want to:

  change the placement or width of a field,

  format the field,

  insert a subtotal or grand total for a field, or

  delete a field,

Click the field box for that field. Black handles appear on the right and left sides of each selected field.

NOTE: You can select multiple fields at once using a Shift [image] Click combination, or by selecting Edit|Select Fields. If you use Edit|Select Fields, you use the crosshair cursor to surround the field(s) of interest in a selection rectangle (lasso).

  To change the placement of the field, drag the field box to its new position using the mouse or the arrow keys. The arrow keys move the field box one grid position each time you press them.

  To change the width of the field, drag the right or left handle using your mouse or use a Shift--Arrow combination on your keyboard.

  To format or subtotal the field, Click the right mouse button while the cursor is inside the field. A SpeedMenu appears listing your various options.

--  To change the font, select Change Font and refine your selection using the Font dialog box when it appears.

--  To change the format (alignment within field; number or date display; etc.) select Change Format and refine your selection using the Field Format dialog box when it appears.

NOTE: Many of the font and formatting options are available on the Format Bar just below the SpeedBar.

--  To insert a subtotal, select Insert|Summary Field|Subtotal and refine your selection using the Insert Subtotal dialog box when it appears. In this dialog box you select the field and the condition that triggers a new subtotal whenever the field's value changes, and you select the sort direction: Ascending (A to Z, 1 to 9) or Descending (Z to A, 9 to 1). The program creates a new report section to hold the subtotal.

NOTE: The program automatically sorts the data (based on the field that triggers the subtotals) before it subtotals. You don't have to manually enter a subtotal sort.

--  To insert a grand total, select Insert|Summary Field|Grand Total. The program creates a new report section to hold the grand total.

--  To delete the field, select Delete Field.

9.	If you want to create an expression to make data calculations or comparisons, select Formula Field from the Insert menu. Enter a name for your formula expression in the Insert Formula dialog box, and enter the expression itself in the Expression Builder when it appears. For more information on using the Expression Builder, refer to the main dBASE Help file. When finished, select OK and place the expression just like you do a database field.

10.To add a graphic, select Insert|Graphic.

11.To insert a spreadsheet, graph, or other OLE object that you can edit in its native application from Crystal Reports, select Insert|Object.

12.To change the sort order, select Record Sort Order from the Report menu. Select the field(s) you want Crystal Reports to use for sorting the report data.

13.To change the sort and group by field, select Group Section from the Edit menu. Select the group section of interest from the list that appears in the Edit Group Section (sections) dialog box, and select the new trigger field from the Edit Group Section (edit) dialog box when it appears.

14.If you want to limit your report to specific records (for example, the records of California customers that have YTD sales greater than $10,000), select Record Selection Formula from the Report menu. Use the Expression Builder to design a formula that only allows the records you specify to be printed. For more information on using the Expression Builder, refer to the main dBASE for Windows Help file.

15.When finished, you can print your report by selecting File|Print|Printer.

That's it. It's that easy to build a report with Crystal Reports.


Using memo fields with Crystal Reports

Paradox and dBASE allow the use of memo fields, fields that can contain large blocks of text or mini--documents. While earlier versions of Crystal Reports allowed a limited use of memo fields, Versions 1.1 and newer offer comprehensive memo field support.

You can place a memo field in your report as you would any other field and the entire memo field will print (earlier versions printed only the first 80 characters).

By default, Crystal Reports allots a space 20 characters wide for each memo field.

--  You can expand or narrow a memo field in the same way you expand or narrow any field (by dragging one of the handles on the field box, or by using the Shift--Right Arrow or Shift--Left Arrow combination).

--  The program will word--wrap within the space allotted if you have activated the Print on multiple lines option in the Format Memo dialog box. If you expand or narrow the field, word wrap will adjust to the available space (where possible), again, if the Print on multiple lines option is activated.

If your memo field includes return characters, Crystal Reports accepts and interprets them to provide line breaks in the report memo field where they occurred in the original (where possible)

NOTE: You can limit the number of lines on which your memo fields print using the Format Memo dialog box.

NOTE: If records contain two or more memo fields, Record B doesn't begin to print until the longest memo field in Record A is done printing


The Status Bar

The status bar at the bottom of the report window displays valuable information to help you use Crystal Reports more efficiently:

SpeedBar functions

When the cursor is over a SpeedBar button, the Status Bar displays a short description of the button's function. For example, the following Status Bar entry appears when the cursor is over the Insert Summary button:

Menu command descriptions

When you highlight a menu command, the Status Bar displays a short description of the command . For example, the following Status Bar entry appears when you highlight the Database|Verify Before Printing command:

To highlight a menu command, Click the menu name and move to the command using the Down Arrow key.

Current selections

When you select or place a graphic, field, text field, graphic line or box, special field, or expression, the status bar displays the name of the item selected. It displays:

the file name for a graphic,

the table and field name for a field,

the text in a text field,

the words Line for a line and Box for a  box,

the field type for special fields (PrintDate, RecordNumber, etc.) and

the formula name for a formula expression.

Graphic coordinates

When you select or create a bit--mapped graphic, a graphic box, or a graphic line, the program displays the coordinates for the left, right, top, and bottom sides of the graphic element. For example, the following Status Bar entry  (right side of Status Bar) shows the coordinates for the selected graphic (arches.bmp).

See Also

Graphic elements and the Status Bar (See Personal Trainer)

Using the status bar when positioning a graphic element (See Personal Trainer)


Resizing sections

The Report Designer first appears with default section sizes.

You can expand or reduce report sections by dragging the lines that separate the sections. When you position the I--beam cursor over one of those lines, the cursor changes to a double--arrow resizing cursor. Once that cursor appears, you can resize as needed.

Alternately, to expand a report section, you can Click the section of interest and press Enter as many times as needed. Once you've expanded a section, you can reduce by deleting unneeded lines with the Backspace key.


Bit--mapped graphics concepts

Bit--mapped graphics are the kind of graphics (pictures, logos, etc.) that are generally produced by paint programs and scanners. They are composed by the graphic designer as a pattern of tiny dots (pixels) on screen, and they are printed as a pattern of tiny dots on your report. Even though there are some limitations to what an individual can create with dots, a skilled graphics designer can nonetheless achieve some stunning effects that can add visual impact to your report.

Crystal Reports allows you to use bit--mapped graphics in your reports from a wide variety of sources:

scanners,

paint programs,

video capture cards,

screen capture programs,

CompuServe,

commercial graphics developers, and

shareware and public domain graphics suppliers.

As long as the graphic is stored in one of the popular graphics formats that work with Crystal Reports, you can use it in your report.

--  Most paint, scanner, screen capture, and video capture programs can save graphics in one of the compatible file formats (.bmp, .pcx, .gif, .tif, and .tga).

--  Additionally, many programs (paint programs, graphics conversion programs, screen capture programs, draw programs) will allow you to import a graphic in a different format and save it in a format that is compatible with Crystal Reports.

--  There are, in fact, many low cost shareware programs or free public domain programs that allow you to easily convert a bit--mapped graphic stored in one format to another.

Crystal Reports was designed for maximum graphics compatibility.

NOTE:  When you select a graphic for inclusion in your report, Crystal Reports stores a copy of the graphic in the report file. Any changes you make to the graphic affect the copy; they do not alter the original.

NOTE:  When you Click the right mouse button with the cursor over a graphic, a graphic options menu appears with the name and extension of the originating graphic file at the top. The file name is for information only since the graphic in your report is only a copy of the original. That copy is stored as part of the report and no longer has a separate file name. Any changes you make to the graphic affect the copy only; they do not alter the original.


Print Preview window
Print Window

When you want to preview your report before printing, you use the program's Print|Window option. When you select this option, the program gathers the data, makes the necessary calculations, and prints the report in the Print Window on electronic paper. With the data in place, you can review the spacing and formatting of your report and see the actual results of all your summaries and expressions.

Fine tuning your data

You can also work directly on this live data, fine tuning it until the report has the exact look and feel you want.

You can:

change fonts,

move and resize columns,

add subtotals, sorts and grouping conditions,

select multiple fields using the Shift [image] Click combination or the lasso,

move fields from one report section to another,

hide sections that you don't want to print,

format individual field types,

change the active printer,

and more, all without leaving the Print Window.

The Crystal Reports menus (both menu bar and SpeedMenu), the SpeedBar, and the Format Bar remain active, giving you essentially the same functionality you have when working with a template in the Report Designer.

The Report Designer and the Print Window are tied together internally. Any changes you make in one are reflected in the other.

A different look and feel

Working in the Print Window has a different look and feel than working in the Report Designer.

Each field in a database contains dozens, hundreds, or even thousands of values, depending on the number of records in the database. When you place a field in the Report Designer, a single field box represents all those values. When you select the field, sizing handles appear on the box and the box changes color.

In the Print Window, however, you are working with actual data. Instead of a field box representing many field values, the values themselves appear. When you select a field, a sizing box appears around every value from the field selected. Likewise, when you select a summary field, a sizing box appears around every related summary value. While the look and feel is different, the process of building and modifying a report is the same in both the Report Designer and the Print Window. You should find it easy to work with your reports in both places.

No need to rerun the report

When you print your report to the Print Window, the program retrieves the required data from the specified database(s). Depending on the size of your database(s) and the complexity of your report, this retrieval process can take anywhere from a few moments to an hour or more. If the retrieval process takes a long time, you clearly don't want to repeat it more often than necessary. The fine tuning capability in the Print Window was designed with this in mind. Here's how it works.

Let's assume that you create a report that includes fields A, B, and C. When you call up the Print Window, the program retrieves the data in fields A, B, and C from the active database(s) and holds it temporarily with the report. As long as you're working with the retrieved data, you can manipulate it in any number of ways and the program will never have to go back to the database.

If you want to add additional data once you're in the Print Window, however, you force the program to run the report once again. It has to go back and retrieve the original data as well as your new requirements. Procedures that force the program to rerun the report include:

adding expressions referencing fields that weren't in the original report, and

revising record selection criteria to include records not already included in your report.

With some simple planning you can avoid these revisions and the extra processing time they entail. Here's how:

1.	Build your original report with all of the records, fields, and expressions that you think you might possibly need.  This causes the program to retrieve all of the necessary data the first time it runs the report. (If you don't include everything in your final report, you've lost nothing.)

2.	Rework the report in the Print Window until you get it the way you want it. Since you brought in all the data the first time, there's no need for the program to go back and get it again.

NOTE: You can force the program to go back and get fresh data any time you want by using the Report|Refresh Report Data command or by Clicking the refresh (lightning bolt) button in the Print Window.

The Record Counter

When you're working in the Print Window, the Record Counter changes to let you know that you're working with existing data.

When Crystal Reports prints a report to the Print Window, it sets the first column in the Record Counter to n of N, indicating

the number of records n that have been selected out of

the number of records N that have been read.

When you're fine tuning your data (or when you're opening a report in which the data was saved with the report) the program sets the first column to Date and Time, indicating the date and time the data was gathered in the first place. As long as you don't do anything that requires the program to retrieve the data again, the Record Counter will maintain the Date/Time information. But should you insert a new field in your report or do something else that requires the program to rerun the report, the Record Counter will change back to indicate the number of records read and selected.

Saving your data with the report

The program gives you the option of saving only the report definition or saving your data with the report as well.

If you save only the definition:

  your report will require less disk space (enough for the definition only), but

  you will need to rerun the report before you print it.

If you save your data with the report:

  your report will require slightly more disk space (enough for the report definition and the compressed data), but

  you won't need to rerun the report before you print it.

If the report can run quickly, saving the data with the report may not be important to you. But if your report takes time to run, you may find the Save Data with Closed Report option a real convenience.

NOTE: Saving data with your report is also a good idea if you want to save the data for reference later. For example, if you run a report on a weekly basis, you might want to save the data with the report each week. With the data saved, you can make historical comparisons easily, working with the actual data that existed at the time each report was created.

When you open a report that you have saved with the data, the report template appears in the Report Designer followed by the Print Window displaying actual report data. The Date and Time displayed in the Print Window identifies the data used in the report.

See also

File|Print|Window


dBASE Expressions

An expression is one or more dBASE elements, such as constants, functions and operators, that evaluates a single value. The result of an expression can be a character, date, logical, or numeric value.

The Expression Builder helps you assemble any dBASE expression, from simple to highly complex, and then insert the expression into the current window or dialog box.

For information on building expressions, please refer to the dBASE Help file.


Error Messages & Formula Compiler Warnings
 Error Messages

Access denied.

DOS will not allow access to a file specified. Make certain the file is not in use by another program (or another user on a network),  and/or make certain you have the right network permissions and try again.

All network licenses are in use. You will be able to run Crystal Reports when a user leaves the program.  To increase the number of licensed copies of Crystal Reports on your network, contact Crystal Services at (604) 681--3435 and ask about Network LanPaks.

Your current license specifies the maximum number of users that can use Crystal Reports on a network at any given time. The maximum number of users are currently using the program. You can increase the number of users allowed on the system at a given time by purchasing additional Network LanPaks through Crystal Services.

Cannot allocate memory

This message typically indicates that there is not enough memory available. Close any reports that are not needed, and exit any programs that are not essential. Then try again.

Cannot reallocate memory

This message typically indicates that there is not enough memory available. Close any reports that are not needed, and exit any programs that are not essential. Then try again.

Disk full

You have attempted to save a report to a disk that is full. Either save to a different disk, or delete unnecessary files from the current disk and try again.

Field still in use.

The field you are requesting is currently in use. Try again once the field becomes available.

File name already in use. Please close the window for xxx before saving under this name.

You have tried to save a file under the name of a file already in use in an open report. Close that report first, and then try again.

File not found.

The file name you specified cannot be found. Either the filename or the path is incorrect. Enter the correct filename/path and try again.

File permission error

You have requested a file for which you don't have permission. You must gain the necessary permission before you can activate the file.

Incorrect Borland Custom Control DLL (BWCC.DLL) installed. Version m.n or higher required.

Crystal Reports is finding and using a version of BWCC.DLL that is too old for proper program operation. Here's how this can happen:

  BWCC.DLL is installed in the CRW directory (the same directory in which CRW.EXE resides) during program installation.

   The CRW directory is added to the end of the path statement in AUTOEXEC.BAT during installation (if you allowed the installation program to update the path statement).

  If an older version of BWCC.DLL has been installed in the Windows directory, the Windows System directory, or a directory that appears earlier in the path than the CRW directory (the result of an earlier installation), Crystal Reports picks up that version, not the newer version in the CRW directory.

To correct this problem

The correct version of BWCC.DLL is shipped with Crystal Reports. To correct the problem, delete older versions of BWCC.DLL that reside in directories earlier in the path than CRW.

If this doesn't solve the problem, move the latest version of BWCC.DLL from the CRW directory to the Window's directory.

Insufficient memory available

There is not enough memory available to do what you want the program to do. Free up memory and try again.

Invalid DOS version.

You are using a version of DOS earlier than Version 3.1. Install DOS Version 3.1 or higher and try again.

Invalid file handle.

You have specified a file handle that does not exist. Enter the correct file handle and continue.

No default printer selected.

Please use the Control Panel to select a printer and start Crystal Reports again.

You cannot begin using Crystal Reports unless you have a default printer selected. Trying to start the program without a default printer results in this error message.

To select a default printer:

Select the Printers icon in the Windows Control Panel; the Printers dialog box appears with all installed printers listed in the Installed Printers box.

If you haven't yet installed the printer, install it first, and then Double Click its listing.

NOTE:  A printer must first be given the status Active before it can be selected as the default printer.

NOTE:  For additional information in installing printers and default printers, please refer to the documentation that came with Microsoft Windows.

Not enough memory

There is not enough memory available to process the command. Close any reports that are not needed, and exit any programs that are not essential. Then try again.

Physical database not found.

The program is unable to locate either a DLL or the database. Check to make certain that the directories that hold these files are listed in the path statement.

Printer not available.

Crystal Reports is having difficulty connecting with the selected printer. Reselect the printer through the Windows Control Panel and try again.

Report file already exists.
Overwrite sample.rpt?

You are attempting to save a report under the same name as an existing report. This will overwrite the existing report and make it no longer available. Select Yes to overwrite the report, No to stop the saving process to give you a chance to select a different name.

Report has changed.
Save changes to sample.rpt before closing?

You are attempting to close a report window without first saving it, even though you have made changes to the report since you opened it. The changes will be lost unless you save the report before closing. Select Yes to save the changes, No to close the report without saving the changes.

Sorry, this feature is not yet implemented.  Try again later.

You have attempted to use a Crystal Reports feature which has not been implemented in the current release. Wait till an upgrade that implements the feature and try again.

There are too many characters in this field name

A field name may have at most 254 characters. You have entered a field name that exceeds that number. Enter a field name that has an allowable number of characters and try again.

The summary field could not be created.

This message typically indicates that there is not enough memory available. Close any reports that are not needed, and exit any programs that are not essential. Then try again.

This group section cannot be printed because its condition field is non--existent or invalid.

Your report contains a group section that is based on a condition field that is either no longer in the report or changed so it is invalid for the group section. Review your grouping criteria to identify and correct the source of the problem.

Too many open files.

You have too many open files (databases, reports) given the number of files you specified in the CONFIG.SYS FILES = statement. To prevent this error from recurring, either use fewer files or increase the number of files specified in the FILES = statement.


Support Questions and Answers
Support Questions and Answers Contents

Following is a list of indexes to topics in Crystal Reports that may help to solve problems or questions you may have while creating your report. Click the topic of interest.

Environment (windows, mouse, grid, etc.)

Command topics

Groups (subtotals, summary fields)

Numbers (page, group, record) tips and tricks

Report layout and formatting

Report topics tips and tricks

Sorting topics


 Environment (windows, mouse, grid, etc.)

Extraneous characters in Font dialog box

"See through" dialog boxes

Maximized window remains open

Using program with Norton Desktop for Windows

Restored window includes highlighted lines

Total records increasing in record counter

Source of Server Not Found message

Mouse and screen problems

Mouse, keyboard, and cursor tips and tricks


 Command topics

Cutting and copying fields in the Report Designer

Sources of Error Recognizing File message

File|Save command -- when inactivated?

Command topics tips and tricks


 Groups (subtotals, summary fields)

Changing subtotal/summary field sort direction

Groups (subtotals, summary fields) tips and tricks


 Report layout and formatting

Avoiding clipped text on right edge of report

Report layout and formatting tips and tricks


 Sorting topics

Using Group Sort, Record Sort Order together

Changing subtotal/summary field sort direction

Sorting tips and tricks


Avoiding clipped text on right edge of report

In rare circumstances, text that appears fine on screen gets clipped off during printing. Those circumstances typically occur when you tab over to the right side of the Report Designer and enter text that finishes close to the right edge of the Designer. This phenomenon occurs when tabs are expanded and become wider in the printer due to differences in screen/printer metrics used for proportional spacing. The text thus begins closer to the edge than expected, and one or more of the final characters is clipped off.

How to avoid clipped text problems

1.	Create a text field consisting only of the text you want to enter at the right edge of the report. To do this:

a.	Select Insert|Text Field. The Edit Text Field dialog box appears.

b.	Type in the text you want.

c.	Click the Accept button when finished. A field placement box appears.

d.	Position the placement box at the right edge of the Report Designer and Click the left mouse button to place it.

2.	Select Format|Field. The Field Format dialog box appears.

3.	In the Alignment scroll box, select right, and Click OK when finished.

Crystal Reports right aligns the selected text in the field box, creating a placement as close to the right edge of the Designer as possible. And because it is in a field box, the text does not get clipped off as long as the field box is totally within the Report Designer.


Default printer must be selected

You cannot begin using Crystal Reports unless you have a default printer selected. Trying to start the program without a default printer results in an error message.

To select a default printer

Select the Printers icon in the Windows Control Panel; the Printers dialog box appears with all installed printers listed in the Installed Printers box.

--  If you have already installed the printer you want to use as the default printer, Double Click its listing in the Installed Printers box.

--  If you haven't yet installed the printer, install it first, and then Double Click its listing.

NOTE: A printer must first be given the status Active before it can be selected as the default printer.

NOTE: For additional information on installing printers and default printers, please refer to the documentation that came with Microsoft Windows.


See through dialog boxes

If you run into a situation where dialog boxes are "see--through," that is, if the background of the dialog box does not block out the content of the window stacked directly beneath it, you may have a problem with the file BWCC.DLL. Here's how the problem can occur:

BWCC.DLL is installed in the CRW directory (the same directory in which CRW.EXE resides) during program installation.

NOTE: If you have installed Crystal Reports in a directory other than CRW, substitute the name of that directory whenever the directory CRW is referenced.

The CRW directory is added to the end of the path statement in AUTOEXEC.BAT during installation (if you allowed the installation program to update the path statement.

If an older version of BWCC.DLL has been installed in a directory that appears earlier in the path than the CRW directory (the result of an earlier installation), Crystal Reports picks up that version, not the newest version in the CRW directory.

To correct this problem

The correct version of BWCC.DLL is shipped with Crystal Reports. To correct the problem, delete older versions of BWCC.DLL that reside in directories earlier in the path than CRW.

If this doesn't solve the problem, move the latest version of BWCC.DLL from the CRW directory to the Windows directory.

NOTE: The correct version of BWCC.DLL is version 1.1. This version has a size of 153,312 bytes and a time stamp of 1:10 a.m.


Maximized window remains open
Maximized window remains open.

If you are using Windows 3.0, Double Clicking the Control icon [image] for a maximized window will not close the window as it should.

To close the window

You need to select the Close command from the Control menu or File|Close to close the window. If you are using Windows 3.1, this problem should not occur; Double Clicking the Control icon should close the window as expected.


Restored window includes highlighted lines

If you are using Windows 3.0 and you maximize a window, then minimize it to an icon, and then restore it, some of the lines in the window may be highlighted. This problem does not occur under Windows 3.1.

To correct the problem

To make the highlighting disappear, do anything active to the window (move it, resize it, etc.).


Making certain program can find DLL's

Crystal Reports utilizes several DLL's (Dynamic Link Libraries) during its operation. DLL's are program modules that each perform specific tasks. It follows that Crystal Reports must be able to find these DLL's in order to operate properly. For this reason, it is important that you reboot your PC after you have installed Crystal Reports. Rebooting activates the new path statement that includes the directory that contains the DLL's (CRW or the other directory you selected during installation). Without rebooting, the computer doesn't know that CRW is in the path, and Crystal Reports will not know where to look for the needed DLL's.


Extraneous characters in Font dialog box

If you run into a situation where you find extraneous characters in the Font dialog box, you may have a problem with the file COMMDLG.DLL. Here's how the problem can occur:

COMMDLG.DLL is installed in the CRW directory (the same directory in which CRW.EXE resides) during program installation.

NOTE: If you have installed Crystal Reports in a directory other than CRW, substitute the name of that directory whenever the directory CRW is referenced.

The CRW directory is added to the end of the path statement in AUTOEXEC.BAT during installation (if you allowed the installation program to update the path statement.

If an older version of COMMDLG.DLL has been installed in a directory that appears earlier in the path than the CRW directory (the result of an earlier installation), Crystal Reports picks up that version, not the newest version in the CRW directory.

To correct the problem

Crystal Reports comes with the latest version of COMMDLG.DLL. To eliminate the extraneous fonts--in--the--Font--dialog--box problem, move the version of COMMDLG.DLL that comes with Crystal Reports from the CRW directory to the \Windows\System directory.


Using program with Norton Desktop for Windows

If you are using Norton Desktop for Windows and you find Crystal Reports to be behaving strangely (you can't use the mouse, etc.), the problems can probably be traced to certain Norton Desktop for Windows incompatibilities with Borland's Object Windows Library (OWLn.DLL) which is used by Crystal Reports.

To correct the problem

These problems were a known problem with Version 1.0 of Norton Desktop for Windows. The developer of that program says that the problems have been corrected in Version 2.0.

If you are using Crystal Reports with Version 1.0 of Norton Desktop for Windows, one suggested method for trying to fix the problem is as follows:

1.	Go into the Norton Desktop for Windows control panel.

2.	Turn the launcher and launch manager off.

3.	Reboot your system and call up Crystal Reports again.


Cutting and copying fields in the Report Editor
Cutting and copying fields in the Report Designer

You may find yourself trying to use the Cut, Copy, and Paste commands on fields and expressions in the Report Designer without success. The Cut, Copy, and Paste commands work only with text in the Report Designer, not with fields. This is true whether you select the commands from the Edit menu, the SpeedBar, or the keyboard.

To cut fields in the Report Designer:

Select the field. At this point you have three choices:

press the Delete key,

click the right mouse button and select Delete Field from the menu that appears, or

select the Clear command from the Edit menu.

To copy fields in the Report Designer

Since there is no Copy command available for use with fields in the Report Designer, enter the field again for each additional copy you need.


Sources of Error Recognizing File message

If you are getting an Error Recognizing File message, you may find the source of the problem in the following discussion:

If the problem occurs when you try to select a report

There are two typical situations that result in the Error Recognizing File message when you are trying to activate a report:

Situation 1

It is possible that you have tried to open an existing report via the File|New|Report command instead of the File|Open command.

The File|New|Report command is the command you use to begin the creation of a new report.

The File|Open command is the command you use to open an existing report.

When you select File|New|Report and select a file with the extension .RPT in the Choose Database File dialog box, Crystal Reports responds with the error message.

Conversely, when you select File|Open and attempt to select a file with an extension other than .RPT, you get an Error Loading Report message.

Situation 2

If you have used the correct menu command and are still getting the error message, it is possible that the .RPT file you have tried to open is one generated by Paradox or dBASE instead of by Crystal Reports. Crystal Reports only recognizes those .RPT files that it has generated itself.

If the problem occurs when you try to select a database

Following is an example of a typical situation that results in the Error Recognizing File message when you are trying to activate a database:

Example

It is possible that you are using the correct command (File|New), but that you are selecting a database that is not a compatible database. In such a case, review your selection and make certain that you are selecting a database that works with Crystal Reports


File|Save command -- when inactivated?

You may attempt to save a report using the File|Save command only to find that the command is inactive (grayed out). When the command is inactive, it means that there have been no changes to the file since it was last saved, and thus, no reason to save it again.

If you wish to save the file under a different name at this point, you can use the File|Save As command.


Changing subtotal/summary field sort direction

When you group data on your report (using Insert|Group Section, Insert|Summary Field|Subtotal, or Insert|Summary Field|Summary), Crystal Reports sorts the data first and then groups it. When you set up the grouping, Crystal Reports gives you the option of sorting the data in ascending order (A to Z, 1 to 9, January to December) or in descending order (Z to A, 9 to 1, December to January). If, after the grouping is complete, you decide that you want to change the sort order, follow these steps:

1.	Select Format|Section. The Format Section/Sections dialog box appears.

2.	Select the End group section for the group whose sort direction you want to change. The Format Section dialog box appears.

3.	In the Sort Direction box at the bottom of the dialog box, select the new sort direction you want (Ascending or Descending).

4.	Click OK when finished. From this point on, Crystal Reports will sort the data in the new sort direction before grouping the data.


Source of Server Not Found message

When Crystal Reports searches for the program file CRPE.DLL,  it will look first in the current directory, then in the Windows directory, then in the Windows system directory, and finally in the path. Since the installation procedure automatically installs the program in the CRW directory and updates the path statement in the AUTOEXEC.BAT file (unless you have selected different options), the program should have no problem finding the CRPE.DLL file under normal circumstances.

If you have installed Crystal Reports to a directory other than the default directory, and if you have not modified the path statement to include the new directory, you may get a Server Not Found message.

How to solve this problem

To recover from a Server Not Found message, modify the path to point to the directory that holds CRPE.DLL, or move the program to the Windows directory, the Windows system directory, or a directory in the current path.


Mouse and screen problems

If you encounter problems where the mouse won't work and/or the screen display is garbled, check to see if you are using a product called YourWay. If you are, take YourWay out of the load command and try Crystal Reports again. This should solve the problem.


Deleting blank lines from your report

By default the Report Designer allots three lines for the Page Header section and three lines for the Page Footer section of your report. The defaults may allot more lines than you need for those items on your report.

Additionally, you may expand a section on your report by a random number of lines prior to inserting text and data, just to make sure you have enough room for your entries. You may find that you have added more lines than necessary

Printing the report without first deleting the unneeded blank lines can leave gaps in your report that make the report less attractive visually and more difficult to read.

To delete unneeded blank lines

If an entire section is blank (i.e., if you aren't putting anything into the Page Footer section of your report), you can eliminate the allotted blank lines by eliminating the entire report section via the Hide Section option of the Format Section command.

If you have text and/or data in a section and just want to remove the extraneous blank lines, Click the I--beam cursor on the blank line you want to delete. This sets the insertion point. Once the insertion point is set. press the Backspace key (the key that deletes the previous character); Crystal Reports deletes the line on which the insertion point is set.

Example

Assume that you have entered text in the first line of the Page Header section and that you have entered data fields in the details section. You want to delete the bottom blank line in the Page Header section. To do this:

1.	Position the I--beam cursor on the last (bottom) line of the Page Header section and Click the left mouse button to set the insertion point. The insertion point appears at the left edge of the Report Designer text box.

2.	Press the Backspace key one time. The bottom blank line disappears.

To delete the remaining blank line

When you deleted the bottom blank line in the Page Header section, the insertion point moved up to the remaining blank line (what had been Line 2, the center line in the section). To delete this line, press the Backspace key once again. Now all that remains is the line of text you entered in the section.


Crystal Reports and REG.DAT

The Microsoft Windows registration database (REG.DAT) does not list Crystal Reports as an OLE 2.0 compatible application. Crystal Reports does, however, support OLE 2.0.

A report designed in Crystal Reports can act as an OLE Container application, but not as an OLE Object application. The REG.DAT registration database only registers OLE 2.0 object applications. These are the applications that appear, for example, in the Object Type list box of the Insert Object dialog box.

Since Crystal Reports is not an Object application, you will not see it listed in the Registration Info Editor (REGEDIT.EXE) when you view the registration database. Be aware, though, that Crystal Reports does support OLE 2.0 as a full featured Container application.


Set Location dialog box

The Set Location dialog box appears when you select the Database|File Location command. Use this dialog box to change the location of a table, .QBE file, or other dBASE file that is active in a report. This option is convenient if you need to change the directory or disk location of a file to avoid file name conflicts, better utilize disk space, etc. It is also a handy option to use if someone sends you a report based on tables or files that were located in different disk/directory locations on their system than they are on yours.

NOTE:  This option does not physically move the file(s). It simply directs Crystal Reports to look for the file(s) in a different location than you originally specified when setting up the report.

To use the Set Location dialog box

1.	From the Databases list, select the table, .QBE file, or other dBASE file for which you want to change the location. As you highlight a file on the list, Crystal Reports displays the location (path) of that file in the Location box at the bottom of the dialog box.

2.	Set the new location for the file:

  If you want to set the file location to the same location as the active report, Click the Same As Report button. Crystal Reports will now look for the file in the directory in which you have saved the report.

NOTE: You cannot use the Same As Report button until you have saved the report.

  If you want to set the file location to a location different than that of the active report, click the Set Location button. This takes you to the Choose Database File dialog box , the dialog box you use to specify the new location.


Choose New Location dialog box

The Choose New Location dialog box appears when you Click the Set Location button in the Set Location dialog box while using the Database|File Location command. Use this dialog box to specify a new location for a database used in a report.

To choose a new location

If you wish to choose a file with a different name, select the database from the list in the File Name scroll box or type the new name in the File Name text box at the top.

If you wish to change the directory or disk location of the file, type in the new location beneath the Directories heading or set the new location using the Directories scroll box. When you make a change in this box, Crystal Reports displays the new location beneath the Directories heading.

If you wish to change both the name and location, you can type in the new name and include the new path in the File Name text box or, you can type in the new name in the File Name text box and select the new location using the Directories scroll box.

Click the OK button. Crystal Reports changes the report to reflect the new name/location you have chosen.

NOTE:  This option does not physically move the database(s). It simply directs Crystal Reports to look for the database(s) in a different location than you originally specified when setting up the report.


Insert Database Field dialog box

The Insert Database Field dialog box appears in two situations:

when you select the Insert|Database Field command, and

when you select File|New|Report to begin a new report or File|New|Mailing Label and then select a database from the Choose Database File dialog box.

Use the Insert Database Field dialog box to select fields for inclusion in your report.

The name of the current report appears at the top of the dialog box, just below the title bar.

The available fields are listed in the scroll box. Fields are grouped by table in the scroll box list, and each group is headed by the name of the table from which the fields come. You use the scroll box list to select (highlight) the field you want to insert in your report.

There are three buttons at the bottom of the dialog box:

Insert

Use the Insert button to insert the highlighted field. You can bypass the insert button by simply double clicking the field you want to insert.

Done

Use done to close out the dialog box when you are finished entering fields.

NOTE: If you Double--Click a file name in the scroll box, the list of fields from that file disappears and the Insert button changes to an Open button. If you highlight the file name and Click the Open button, the list of fields in that file reappears.

Browse Field Data

Use the Browse Field Data button to preview the data type, length, or content of any field on the list.

With the field of interest highlighted, Click the Browse Field Data button. A dialog box appears that has as its title the field you selected. The following field information is available in this dialog box:

Type

Type indicates the data type of the selected field (CHAR = character field, NUMBER = number field, DATE = Date field, MEMO = memo field.)

Length

Length indicates the number of spaces allotted for the field in the originating database.

NOTE: Length does not appear with all data types.

Scroll box

The scroll box displays the values in the field selected.

Done button

The Done button returns you to the Insert Database Field dialog box when you are done previewing the field.


Default Fonts dialog box

The Default Fonts dialog box appears when you Click the Default Section Fonts button in the Options dialog box while using the File|Options command.

Use the Default Fonts dialog box to change the default fonts for any and all sections of your report.  The Default Fonts dialog box allows you:

--	to specify different fonts for different sections of your report, and

--	to specify one font for text elements and a different font for fields within a given section.

For new reports, once the defaults are changed, Crystal Reports looks at the section in which each new text element is placed and formats it with the text font specified for that section. It also looks at the section in which each new data field or expression result element is placed and formats it with the field font specified for that section.

For existing reports, the default font for text in a section stays the same. New reports will get the new default.

For example, you can specify one field font for all group values (subtotals, summary fields, etc.) and a completely different text font for the text labels you use to identify each of the group values. Crystal Reports automatically formats all group values with the default field font, and it formats any label you type in the group section with the default text font.

NOTE:  The Default Fonts dialog box gives you the opportunity to customize the Crystal Reports Report Designer to best fit your needs. When you make changes via the dialog box, Crystal Reports simply changes the defaults so the fonts used in each section appear in the format you typically want them in. These default changes don't in any way limit the fonts available for use in any section of your report, however. You still have the ability to reformat text or field elements individually if you wish.

Default Fonts dialog box options

The Default Fonts dialog box contains two columns of buttons:

the column on the left for changing the default fonts for fields, and

the column on the right for changing the default fonts for text strings.

The buttons in each of the columns match sections of your report. Your options are:

Page Header

The Page Header Section, typically the part of your report that contains the report title, the date, the range of data included, and other identifying information.

Start of Group

The Group Header section. Of the two sections created each time you set up a group field (subtotal, summary field), this is the top section, the section that appears above the Details section.

Detail

The Details section, typically the body of your report.

End of Group

The Group section that displays or prints the group value. Of the two sections created each time you set up a group field (subtotal, summary field), this is the bottom section, the section that appears below the Details section.

Grand Total

The Grand Total section that typically appears at the end of the report.

Page Footer

The Page Footer section, typically the part of your report that contains the page number, words like (continued), and other identifying information.

To change the font for a specific section:

determine first if you want to change the font for text or the font for fields and expressions. This tells you which list to use.

determine the section for which you want to change the default.

Click the button that matches the element and section for which you want to change defaults, and

when the Font dialog box appears, change the default font to fit your needs.


Formatting options common to most fields

When you format a field using the Format|Field command, a dialog box appears with formatting options specific to the data type of the selected field. The following options are available in all or most of those dialog boxes:

Format options available for all field types

Suppress if Duplicated

When activated, nothing is printed in a column if it duplicates data on the previous line; the data only prints once. For example, to print the customer number only once for each customer, activate the option for the customer number field.

Hide when printing

When activated, nothing will print in the column. This is useful if, for example, you want to put a field on the report to be used in calculations or sorting, but do not want the field to print.

Alignment

Alignment refers to the placement of the field value within the space allotted for the field on the report. You have the following choices:

Default

Default restores the default alignment (flush left for text, date, and Boolean fields, flush right for number fields).

Left

Left places all field values flush left in the space allotted. The first character in the value is flush against the left margin of the column. Thus, when you select Left, the first character in each value is aligned.

Centered

Centered centers the field value within the space allotted.

Right

Right places all field values flush right in the space allotted. The last character in the value is flush against the right margin of the column. Thus, when you select Right, the last character in each value is aligned.

Format options available only for number and date fields

Use Windows Default Format

Uses the default date and number formats as specified in the International dialog box in the Windows' Control Panel.

NOTE:  When the Use Windows Default Format switch is activated, your options for formatting fields on the fly are limited. Several of the options for each data type are not selectable in the Format Number (Format Date, etc.) dialog boxes when the switch is toggled on. If you want to format on the fly and the options you need are not selectable, first toggle the Use Windows Default Format switch off, and then select the formatting options you need.

NOTE:  When the Use Windows Default Format switch is toggled Off, Crystal Reports uses the format defaults as specified in the Options dialog box. You can override these defaults, however, to format individual fields on the fly via the Format|Field command.


Format String dialog box

This dialog box appears in two different situations:

when you select the String option in the Field Format section of the Options dialog box, and

when you select a string field and then select Format|Field (or Change Format option from the right mouse key menu).

Use the Format String dialog box for formatting string fields in your report. You use this dialog box to specify the way you want the selected string field value to appear on your report.

Format String dialog box options

Suppress if duplicated (See  Formatting options common to most fields.)

Hide when printing (See  Formatting options common to most fields.)

Alignment (See  Formatting options common to most fields.)

Print on multiple lines

When activated, allows the field to print on multiple lines if necessary. When this option is checked, word wrap is activated. If a field is then resized, word wrap is adjusted accordingly.

Maximum number of lines (Enter 0 for no limit)

If print on multiple lines is checked, this option becomes active. Specify the maximum number of lines on which you want your string to print (use 0 if you want the program to use as many lines as are necessary). If the string requires more lines than you have specified, the string will end when it runs out of allotted space.

NOTE: The number of lines required to print the entire string is dependent on the field size you establish.

Make your formatting selections and Click OK when finished.


Format Memo dialog box

The Format Memo dialog box appears whenever you select a memo field and then select the Format|Field command (or the Change Format option from the right mouse key menu).

Use the Format Memo dialog box for formatting memo fields in your report. You use this dialog box to specify the way you want the selected memo field value to appear on your report.

Format Memo dialog box options

Suppress if duplicated (See  Formatting options common to most fields.)

Hide when printing (See  Formatting options common to most fields.)

Alignment (See  Formatting options common to most fields.)

Print on multiple lines

When activated, allows the memo field to print on multiple lines if necessary. When this option is checked, word wrap is activated. If a field is then resized, word wrap is adjusted accordingly.

Maximum number of lines (Enter 0 for no limit)

If print on multiple lines is checked, this option becomes active. Specify the maximum number of lines on which you want your memo field to print (use 0 if you want the program to use as many lines as are necessary). If the memo field requires more lines than you have specified, the memo will end when it runs out of allotted space.

NOTE: The number of lines required to print the entire memo is dependent on the field size you establish.

Make your formatting selections and Click OK when finished.

See Also

Using memo fields with Crystal Reports


Format Number dialog box

This dialog box appears in two different situations:

when you Click the Number button in the Field Format section of the Options dialog box while using the File|Options command, and

when you select a number field and then select the Format|Field command (or the Change Format option from the right mouse button menu).

Use the Format Number dialog box for formatting numbers values in your report.

NOTE:  The currency provision is included in this dialog box to make it easier for you to work with fields from dBASE databases, since dBASE doesn't offer a currency data type.

Format Number Dialog Box Options

The following options are available for formatting numbers:

Suppress if duplicated (See  Formatting options common to most fields.)

Hide when printing (See  Formatting options common to most fields.)

Alignment (See  Formatting options common to most fields.)

Use Windows default format (See  Formatting options common to most fields.)

Suppress if Zero

When activated, Suppress if Zero prevents a field from printing on your report if it contains a zero amount.

Decimals

Decimals allows you to specify the number of decimal places you want to print for numeric values.

Decimals options

1.

This option prints 5.55555 as 5.

1.0

This option prints 5.55555 as 5.55

1.00

This option prints 5.55555 as 5.55

1.000

This option prints 5.55555 as 5.555

1.0000

This option prints 5.55555 as 5.5555

1.00000

This option prints 5.55555 as 5.55555

NOTE:  This option does not round values. It simply truncates (cuts off) unwanted decimal places when it prints numeric values.

Rounding

Rounding allows you to round values that appear in your report to a specific number of decimal places.

Rounding options

None

No rounding

0.00001

Rounds to the nearest hundred thousandth. 5,555,555.55555 rounds to 5,555,555.55556

0.0001

Rounds to the nearest ten thousandth. 5,555,555.55555 rounds to 5,555,555.55560

0.001

Rounds to the nearest thousandth. 5,555,555.55555 rounds to 5,555,555.55600

0.01

Rounds to the nearest hundredth. 5,555,555.55555 rounds to 5,555,555.56000

0.1

Rounds to the nearest tenth. 5,555,555.55555 rounds to 5,555,555.60000

1

Rounds to the nearest one. 5,555,555.55555 rounds to 5,555,556.00000

10

Rounds to the nearest ten. 5,555,555.55555 rounds to 5,555,560.00000

100

Rounds to the nearest hundred. 5,555,555.55555 rounds to 5,555,600.00000

1,000

Rounds to the nearest thousand. 5,555,555.55555 rounds to 5,556,000.00000

10,000

Rounds to the nearest ten thousand. 5,555,555.55 rounds to 5,560,000.00000

100,000

Rounds to the nearest hundred thousand. 5,555,555.55555 rounds to 5,600,000.00000

1,000,000

Rounds to the nearest million. 5,555,555.55555 rounds to 6,000,000.00000

Negatives

Negatives allows you to choose the way you want negative values to appear on your reports.

Negatives options

--1.23

This option identifies negative values with a leading minus sign (--100.00, --225.73, --1,000,000).

1.23--

This option identifies negative values with a trailing minus sign (100.00--, 225.73--, 1,000,000.00--)

(1.23)

This option encloses negative values in parentheses [ (100.00), (225.73), (1,000,000) ]

Decimal Separator

Decimal separator allows you to type in the character you want to use as a decimal separator. The default is a decimal point (.). If you want to change the separator, delete the decimal in the edit box and replace it with the separator of your choice.

Thousands Separator

Thousands separator allows you to choose the way you want numbers over 999 to appear on your reports.

  When you toggle the switch on (checkmark), the program inserts a comma (,) or another separator of your choice as a thousands separator character for amounts over 999. Your numbers are printed like this: 1,000.00, 10,000.00, 999,000.00.

  When you toggle the switch off you deactivate the thousands separator character. Your numbers are printed like this: 1000.00, 10000.00, 999000.00.

The white edit box to the right of the Thousands separator toggle allows you to type in a character to be used as a thousands separator. The default is a decimal point (.).

Leading Zero

Leading Zero allows you to include a zero, if you wish, before the decimal point in decimal amounts less than one.

  When the switch is toggled on (check mark), the program includes a zero before the decimal point whenever you have a decimal amount less than one ( 0.001, 0.99999, 0.755)

  When the switch is toggled off, the program prints decimal amounts less than one without a leading zero (.001, .99999, .755).


Format Date dialog box

This dialog box appears in two different situations:

when you Click the Date button in the Field Format section of the Options dialog box while using the File|Options command, and

when you select a date field and then select the Format|Field command (or the Change Format option from the right mouse button menu).

You use this dialog box to specify the way you want the selected date value to appear on your report.

The dialog box contains three smaller boxes.

The top box allows you to set the order in which the elements of the date (Month, Day, and Year) are to appear.

The center box allows you to set the style (numbers, abbreviated numbers, text, etc.) for each of the elements.

The bottom box shows you the results of your formatting selections.

Order options (top) box

In this box, select the order in which you want the elements of the date to appear. Your options are:

MDY

MDY prints the date in the order Month, Day, Year.

DMY

DMY prints the date in the order Day, Month, Year.

YMD

YMD prints the date in the order Year, Month, Day.

Style options (center) box

In this box, select the style you want Crystal Reports to use for each of the elements.

Click the Month scroll arrow to reveal the following options:

3

3 prints a month as a number. If the month number is only a single digit, it prints the number without a leading zero.

03

03 prints the month as a number. If the month number is only a single digit, it prints the number with a leading zero.

Mar

Mar prints a three letter abbreviation for the month.

March

March spells out the full name of the month.

Click the Day scroll arrow to reveal the following options:

1

1 prints the day as a number. If the day number is only a single digit, it prints the number without a leading zero.

01

01 prints the day as a number. If the day number is only a single digit, it prints the number with a leading zero.

Click the Year scroll arrow to reveal the following options:

99

99 prints the year in its short, two digit format.

1999

1999 prints the year in its long, four digit format.

NOTE: You use the edit boxes between the Month, Day, and Year scroll boxes to set the separator(s) you wish to use to separate the date elements. You can type in any character you choose for a separator, or use a blank space as a separator by leaving the box empty. For example, if you are using the format January 1, 1999, you will use a blank space as the separator between the Month and the Day, and a comma between the Day and the Year.

NOTE: The blank line below the last selection in each of the month, day, and year scroll boxes is a selection itself that means leave this part of the date blank. If you want your date to print as March--1999, for example, choose the blank space below the 01 option in the Day scroll box.


Format Boolean dialog box

This dialog box appears in two different situations:

when you Click the Boolean button in the Field Format section of the Options dialog box while using the File|Options command, and

when you select a Boolean field and then select the Format|Field command (or theChange Format option from the right mouse button menu).

Use this dialog box whenever you wish to change the format of a Boolean (Yes/No) field on your report.

Dialog box options

1.	Click the scroll arrow in the box to reveal the following choices:

True or False

Spells out the words True and False

T or F

Uses the abbreviations T and F in place of the words True and False.

Yes or No

Spells out the words Yes and No.

Y or N

Uses the abbreviations Y and N in place of the words Yes and No.

1 or 0

Uses the digit 1 to represent Yes (True) and 0 to represent No (false).

2.	Select the option that best fits your needs.


Format Section (formatting) dialog box

The Format Section (formatting) dialog box appears whenever you select a section to format from the Format Section (sections) dialog box while using the Format|Section command.

Use the Format|Section (formatting) dialog box to make formatting changes that affect entire sections of your report. This dialog box allows you to:

hide a section (keep it from printing),

print subtotals or group values only at the bottom of the page,

insert a page break before the section is printed,

insert a page break after the section is printed,

reset the page number to one (1) after a group value prints,

prevent page breaks from spreading data from a single record over two pages,

prevent blank lines from printing,

create multiple columns, and

format mailing labels and label type items.

Format Section dialog box options

The following options are available for formatting sections of your report:

Your options are:

Hide Section

When you select Hide Section, Crystal Reports does not print the section.

Print at Bottom of Page

Print at Bottom of Page causes each group value to print only at the bottom of a page. (Details continue to print in their normal positions.) The command is useful for printing invoices and other reports where you want a single group (i.e. line items grouped by order number) to appear on a page and the value for that group (subtotal, summary field, etc.) to print only at the bottom of the page. (See Creating invoices/orders/statements for a practical example of this option.)

New Page Before

New Page Before is an available format option for Group (Start and End), Grand Total, and Details sections. When you select this option, Crystal Reports inserts a page break before it prints the section. The page break thus comes before:

  the group (if you use the option with a Group End section), or

  each report record (if you use the option with a Details section).

The Page Header and Page Footer appear on each page.

  If you have a subtotal or summary field in a Group End section, you can use the New Page Before option to put these values on pages following the value being totaled.

  Use New Page Before in the Details section to print each report record on a separate page.

NOTE:  If you want to get all of the details in a group, plus the Group Start and the Group End sections, to start on a new page, there are two techniques you can use to accomplish this.

Use New Page Before in the Group Start Section, or use New Page After in the Group End section. Both techniques produce the same output except at the end of the report.

With the first method (Group Start section), the Grand Total section prints on the same page as the last group.

With the second method (Group End section), the Grand Total Section prints on a separate page.

New Page After

When you select New Page After, Crystal Reports inserts a page break after it prints the section.

  The Page Header and Page Footer appear on each page.

  Use New Page After in the Group End section to print each group on a separate page.

(See Creating invoices/orders/statements for a practical example of this option.)

Reset Page Number After

Reset Page Number After resets the page number to one (1) for the following page, after it prints a group total. When this option is used in conjunction with Print at Bottom of Page, Crystal Reports prints a single group on a page, prints the group value at the bottom of the page, and resets the page number to 1 for the next page. This option is useful whenever you are printing multiple reports from a single file (i.e. invoices), and you want each report to be numbered beginning with Page 1. (See Creating invoices/orders/statements for a practical example of this option.)

Keep Section Together

When you select Keep Section Together, Crystal Reports keeps all the lines of the section together, either on the current page (if there is room) or on the next (if not).

In a customer list, for example, data on a single customer may extend over several lines. If the standard page break falls within the data for a customer, the data will be split, part on one page, part on the next. But with Keep Section Together, Crystal Reports inserts the page break before the record begins so that all the data will be printed together, on the following page.

Suppress Blank Lines

When you select Suppress Blank Lines, Crystal Reports eliminates lines from your report that are blank due to fields being suppressed (zeros, duplicates, and hidden fields).

Format with Multiple Columns

When you select Format with Multiple Columns, Crystal Reports activates the Multi--Column Layout button. Clicking this button takes you to the Multi--Column Layout dialog box which enables you to set up your report in a multi--column format. That is, instead of having the data print straight down the page, you can set up multiple columns and have the data flow from column to column. You can also have your data print across then down the page, printing one record in each column, then printing a second record in each column, then a third, etc.

NOTE: Format with Multiple Columns is only available for the Details section of your report.

NOTE: Format with Multiple Columns does not appear if you are working with a Mailing Label Report. Instead, it is replaced by Format as Mailing Labels. Please see below.

Format as Mailing Labels

When you select Format as Mailing Labels, Crystal Reports activates the Label Layout button. Clicking this button takes you to the Mailing Labels dialog box which enables format your mailing labels. From here, you can set your labels up automatically by choosing one of several common Avery labels, or manually determine your print margins, label size, and printing direction.

NOTE: Format as Mailing Labels is only available for the Details section of your report.

NOTE: Format as Mailing Labels only appears if you are working with a Mailing Label Report. When you are working on a normal report, it is replaced by Format with Multiple Columns. Please see above.

Select the option(s) of interest, and Click OK to finish formatting the section.

NOTE:  Not all options are available for formatting all sections. For example, New Page Before and New Page After are not available options when you are formatting the Page Header section: Crystal Reports already generates a page break before each Page Header section, and, since a header cannot stand alone on a page, there is no need for the Page Break After option.


Font dialog box

The Font dialog box appears under several circumstances:

when you select text or a field and then select the Format|Font command (or Change Font from the right mouse key menu), and

when you select a section from the Default Fonts dialog box while using the File|Options command.

Use the Font dialog box to change the fonts, the font size, and/or the font style you use for text and data fields on your reports.

Font dialog box options

Font

The Font box lists all the fonts that you have installed for Windows. When the box first appears, the font already in use for the selected element is highlighted.

  Select the new font you wish to use (if different from the highlighted font).

Font Style

The Style box lists four additional attributes that you can assign to the font selected:

Regular	The standard, unmodified style

Bold	Changes the font to boldface

Italic	Changes the font to italic

Bold Italic	Changes the font to Bold Italic

Click the style you wish to activate. Click another style if you wish to deactivate a style once you have selected it.

Size

The Point Size box lists common point sizes for the highlighted font. When the box first appears, the point size for the font already in use for the selected element is highlighted, and the highlighted point size appears in the edit box at the top.

  Select the point size you want (if different from the highlighted size). You can select directly from the list or type the new point size in the edit box at the top (if you know that you have additional sizes installed for the currently selected printer or if you are using scalable type).

Effects

The Effects box lists two additional options that you can use for highlighting the selected font.

Strikeout

Prints the strikeout character across the font

Underline

Underlines the font

You may select as many of the Effects as you wish.

Click the check box(es) next to the effects you wish to activate. Click a box a second time if you wish to deactivate a style once you have selected it.

Color

The Color box enables you to assign any of the 16 standard Windows colors to your font.

Click the color of interest. Click a different color if you decide to change it.

Samples

The Samples box displays a sample of the font you have selected. The sample shows the font, style, size, effects, and color you have specified. You can use this box to preview the results as you experiment with different formatting options.

  Click the box(es) next to the attribute(s) you wish to activate. Click a box a second time if you wish to deactivate an attribute once you have selected it.

  Select OK to apply the font changes to the selected report element, or select Cancel to cancel all font changes and leave the report unchanged.

NOTE: You can change the default field and text fonts used for each section of your report via the File|Options command.

NOTE: When you change fonts, Crystal Reports automatically adjusts line and letter spacing to accommodate your change.

See Also

Default Fonts dialog box


Options dialog box

The Options dialog box allows you to change default settings for new reports. Using this dialog box you can preselect the way Crystal Reports will display and print many of the elements in your report.

NOTE:  Crystal Reports stores your default options in the file CRW.INI, located in the Windows directory.

Dialog box options

The dialog box is dynamic: its content changes as you select different configuration categories.

You select those categories using the buttons in the Category box on the left.

As you change categories, the configuration options change in the options box at the right.

Click the category of interest from the following list:

General options,

Database options,

Format options, and

Font options.


Set Directory dialog box

This dialog box appears whenever you Click the Set Location button in either the Data Directory or Report Directory box in the Options dialog box when using the File|Options command.

Use this dialog box to select the default Data Directory and/or Report Directory.

How to use this dialog box

The current default directory appears in the Directory box at the top. To change the default directory do one of the following:

  Delete the current default and type the name of the new directory in the Directory box,

  Double Click the directory of choice from the Directories list, or

  Click to highlight the directory of choice and then Click OK to select it.


Export dialog box

The Export dialog box appears when you select the File|Print|File command. This dialog box lets you print your report to an electronic file in a format that can be read by another software application. For example, you could export your report in Whizbang 1 format and then open it in Whizbang 1 as a normal spreadsheet file.

The Export facility supports several popular word processing, database, and spreadsheet formats and a number of standard data interchange formats as well.

Your format choices are:

Word processor specific formats

Rich Text Format (RTF)

Common data interchange formats

Comma separated values (CSV)

Encloses alphanumeric field data in quotes and separates fields with commas.

Tab separated values

Presents data in tabular form. Encloses alphanumeric field data in quotes and separates fields with tabs.

Character separated values

Encloses alphanumeric field data in quotes and separates fields with the character of your choice. When you make this selection, select your destination, and Click OK, the Character Separated Values dialog box appears. Enter your Separator and Quote selections in the respective edit boxes.

Separator

Specifies the character you want to use to separate the fields in the Character separated value format.

Quote

Specifies double or single quotation marks to enclose alphanumeric field data in the Character separated value format.

Text style

Saves the data in ASCII text format with all values separated by spaces. This style looks most like the printed page.

Tab separated text style

Saves the data in ASCII text format with all values separated by tabs.

DIF style

Saves the data in DIF (data interchange format) format. This format is often used for the transfer of data between different spreadsheet programs.

If Crystal Reports does not export directly to your application's native format, it more than likely exports to a format your application can read nonetheless. For example, many applications can read data saved in an ASCII or text format. Even though your application isn't on the list of supported formats, you may be able to export to a text file and then have your application read in the data (import it) from that format. Check your application's documentation to see which formats it can import.

Crystal Reports also allows you to attach an exported file to a message sent via an electronic mail system. The message displays an icon that indicates a report is attached. The person who receives the message Double Clicks the icon and the report appears on screen.

Using the Export dialog box:

1.	The dialog box is broken into two sections, a Format section and a Destination section.

2.	In the Format dropdown list box, select the format in which you would like to export the report. For example, if you would like to convert the report to a spreadsheet's native format, choose the spreadsheet name from the list.

3.	In the Destination dropdown list box select a destination for your file.

If you would like to save the report to a disk file, select Disk file.

If you would like to attach the report to an electronic mail document, select the appropriate Mail application.

4.	Click OK. The Number and Date Format Dialog box appears.

5.	Select the appropriate checkbox if you want number or date fields to be exported in the same format that they appear in your report.

6.	Click OK. Crystal Reports exports the report according to your specifications.

Exporting to a disk file

When you export a report to a disk file:

1.	The Choose Export File dialog box opens.

2.	Use the Drives, Directories, and File List and File text boxes to select a path and filename for your file.

NOTE: While the program assigns the native extension to all files you export in a specific word processor, database, or spreadsheet format, it automatically assigns the extension .txt for all files you export in one of the common data interchange formats. The program you want to use the data in, however, may look for specific extensions other than .txt. Consult the manual for that program to determine the correct file extension, and change the extension accordingly in the File name edit box.

3.	Click OK. The program exports the report to a disk file in the format you've selected.

Exporting to a mailbox

Since the E [image] mail systems supported by the Export facility each operate a little differently, the following instructions are generic in nature.

1.	When you export to E [image] mail, the program asks you to log onto your system. Log on in the normal way.

2.	Select the individual(s) to whom you are going to send the report.

3.	When the message screen appears, the system displays an icon indicating that a report is attached. The icon will vary, depending on the format you used to export the report.

4.	Type in any message that you want to include with the report.

5.	Send the message. A Record Counter appears so you can monitor the progress of your export.

6.	When the export is finished, the message you sent will appear in the addressee's mailbox. The recipient opens the message in the normal way and Double [image] Clicks the icon to call up the report.

NOTE: If you have questions regarding the operation of your electronic mail system, please refer to the documentation that came with the system.


Number and Date Format Dialog box

This dialog box appears after you select OK in the Export File dialog box. Two checkboxes appear in the dialog box:

Select the Same number formats as in report checkbox if you want the number formats you have defined in your report to be used to export your data to the new disk file.

Select the Same date formats as in report checkbox if you want the date formats you have defined in your report to be used to export your data to the new disk file.


Record Sort Order dialog box

The Record Sort Order dialog box appears whenever you select the Report|Record Sort Order command.

Use the (Record) Sort Order dialog box to define how you want the records in your report to be sorted for printing. You can add and remove sort fields and define the sort direction (ascending or descending) for the data in your report.

Sort Order dialog box overview

Fields used in your report are listed in the Report Fields box; Sort fields (if any) are listed in the Sort Fields box.

The Add button adds the highlighted report field to the Sort Fields list.

The Remove button removes the highlighted sort field from the Sort Fields list.

The Sort Direction box is used to set the sort direction to ascending or descending.

To set a record sort order

1.	In the Report Fields box, highlight the first sort field you wish to use and select Add to enter it as your first sort field.

2.	Choose Ascending (1 to 9, A to Z) or Descending (9 to 1, Z to A) for the sort direction of the selected field. Crystal Reports marks your selection with an A (Ascending) or D (Descending).

3.	Repeat Steps 1 and 2 to select any additional sort fields you wish to use. You can use up to five sort fields.

To remove a field from the sort list, highlight the field in the Sort Fields box and select Remove to remove it.

4.	Select OK when finished. Crystal Reports sorts your report in the sort order selected.

NOTE:  Sorting is done automatically for all groups. For example, if you group on {file.Customer}, Crystal Reports knows to sort on {file.Customer}. The sorts specified in this dialog box will take lesser precedence.

See Also

Grouping data with Crystal Reports (See Personal Trainer)

Sorting report data by record (See Personal Trainer)

Sorting report data by group (See Personal Trainer)

How data types are sorted

Multiple field sorts

Report|Group Sort Order

Report|Record Sort Order

How to identify the "top" groups

Using Group Sort, Record Sort Order together

Changing subtotal/summary field sort direction

Sorting tips and tricks


Group Sort Order dialog box
(Group) Sort Order dialog box

This dialog box appears whenever you select the Report|Group Sort Order command.

Use the (Group) Sort Order dialog box to change the order in which groups appear in your report. Your selection(s) in this box sort the groups in ascending or descending order based on group value (sum, maximum, minimum, average, or count). Your settings have no effect on the order of values within a group; they simply change the order of the groups in relation to one another.

Sort order dialog box overview

Groups established in your report are listed in the Summary Fields box on the left. Each group is identified as to the field grouped and the sort and group by field that triggers the grouping. For example, if the Amount field is the field grouped (subtotaled for our example), and the Customer field is the sort and group by field, the listing for that group will be:

Grouped by file

Customer Sum of Amount

If you have set up multiple groups, they will all be listed.

  The Add button adds the highlighted summary field to the Sort Fields list.

  The Remove button removes the highlighted sort field from the Sort Fields list.

  The Sort Direction box is used to set the sort direction to ascending or descending.

To set up a group sort order

1.	In the Summary Fields box, highlight the group for which you want to change the sort order and Click the Add button to select the group as the sort group. The group description moves to the Sort Fields box.

2.	Select the sort direction for the group, either ascending or descending.

3.	Repeat Steps 1 and 2 if you want to use additional sort groups.

To remove a group from the sort list, highlight the group in the Sort Fields box and select Remove to remove it.

4.	Click OK when finished. When you print your report, Crystal Reports sorts the groups as specified.

See Also

Grouping data with Crystal Reports (See Personal Trainer)

Sorting report data by record (See Personal Trainer)

Sorting report data by group (See Personal Trainer)

How data types are sorted

Multiple field sorts

Report|Group Sort Order

Report|Record Sort Order

How to identify the "top" groups

Using Group Sort, Record Sort Order together

Changing subtotal/summary field sort direction

Sorting tips and tricks


Insert Subtotal dialog box

You use this dialog box to set the conditions that trigger the printing of a subtotal.

The top scroll box

The top scroll box contains a list of the fields and expressions being used in the report. Click the scroll arrow to reveal the list, and select from that list the field that you want the program to use for triggering subtotals.

The program will first sort report data based on this field.

Then it will go down the report and group and subtotal the data whenever the value in the field changes.

If you select a date or Boolean field, the program gives you the ability to further narrow your selection. See Date and Boolean conditions below.

The sort order scroll box

The next scroll box lists the two sort direction options, in Ascending order (1 to 9, A to Z) and in Descending order (9 to 1, Z to A). The default option is in ascending order. If you want to change the sort direction, Click the scroll arrow to reveal both options and make your selection from the list.

Date and Boolean conditions

When you subtotal based on changes in a Date or Boolean field, Crystal Reports displays another scroll box at the bottom of the dialog box. This scroll box enables you to further define your subtotal specification.

Date Conditions

This new scroll box contains a list of date ranges that define typical subtotaling periods.  When you select a date condition, Crystal Reports first sorts your data by date. Then it breaks the data into groups and prints a subtotal whenever the date condition that you select is met.

Click the scroll arrow to reveal the list of date conditions. Your options are:

for each day

Prints a subtotal whenever the date changes

weekly

Prints a subtotal at the change from one week to the next (a week runs from Sunday through Saturday).

for each two weeks

Prints a subtotal every two weeks (weeks run from Sunday through Saturday).

for each half month

Prints a subtotal twice a month

for each month

Prints a subtotal at the end of each month.

for each quarter

Prints a subtotal at the end of each calendar quarter.

for each half year

Prints a subtotal at the end of each calendar half year.

for each year

Prints a subtotal at the end of each year.

Boolean Conditions

When you subtotal based on changes in a Boolean field, Crystal Reports gives you a selection of Boolean conditions that can trigger a a subtotal. The program first sorts your data. Then it breaks the data into groups and prints a subtotal whenever the condition you select is met. Click the scroll arrow to reveal the list of Boolean conditions.

NOTE:  In the following conditions, Yes means Yes, True, or 1 (depending on the Boolean format you have selected for the field) and No means No, False, or 0).

Your options are:

any change

Prints a subtotal whenever the value changes from Yes to No or from No to Yes.

Subtotal calculation with any change condition

Yes

Yes

Subtotal

No

Subtotal

Yes

Subtotal

No

No

Subtotal

change to Yes

Prints a subtotal whenever the value changes from No to Yes.

Subtotal calculation with change to Yes condition

Yes

Yes

No

Subtotal

Yes

No

No

Subtotal

change to No

Prints a subtotal whenever the value changes from Yes to No.

Subtotal calculation with change to No condition

Yes

Yes

Subtotal

No

Yes

Subtotal

No

No

Subtotal

every Yes

Prints a subtotal every time the value is Yes.

Subtotal calculation with every Yes condition.

Yes

Subtotal

Yes

Subtotal

No

Yes

Subtotal

No

No

Subtotal

every No

Prints a subtotal every time the value is No.

Subtotal calculation with every No condition.

Yes

Yes

No

Subtotal

Yes

No

Subtotal

No

Subtotal

next is Yes

Prints a subtotal whenever the next value is a Yes.

Subtotal calculation with next is Yes condition.

Yes

Subtotal

Yes

No

Subtotal

Yes

No

No

Subtotal

next is No

Prints a subtotal whenever the next value is a No.

Subtotal calculation with next is No condition.

Yes

Yes

Subtotal

No

Yes

Subtotal

No

Subtotal

No

Subtotal

--  Select the condition you want to use.


Insert Grand Total dialog box

The Insert Grand Total dialog box appears when you select the Insert|Summary Field|Grand Total command.

You use this dialog box to select the kind of grand total you want to appear on your report. Your options are:

Sum

Sum totals all the values in the selected field for the entire report.

Average

Average calculates the average (mean) value in the selected field for the entire report.

Maximum

Maximum identifies the highest value in the selected field for the entire report.

Minimum

Minimum identifies the lowest value in the selected field for the entire report.

Count

Count counts the number of values in the selected field for the entire report.

Sample Variance

Sample Variance determines the variance of all values in a set of values that is typically a subset of an entire population. This can be used for projecting the variance for an entire population based on just a sample of that population. It uses (N--1) in its calculations. When you make this grand total selection, the program determines the sample variance for all values in the selected field for the entire report.

Sample Standard Deviation

Sample Standard Deviation determines the standard deviation of all values in a set of values that is typically a subset of an entire population. This can be used for projecting the standard deviation for an entire population based on just a sample of that population. It uses (N--1) in its calculations. When you make this grand total selection, the program determines the sample standard deviation for all values in the selected field for the entire report.

Population Variance

Population Variance determines the variance of all values in an entire population. It uses (N) in its calculations. When you make this grand total selection, the program determines the population variance for all values in the selected field for the entire report.

Population Standard Deviation

Population Standard Deviation determines the standard deviation of all values in an entire population. It uses (N) in its calculations. When you make this grand total selection, the program determines the population standard deviation for all values in the selected field for the entire report.

NOTE:  You can't sum or average a text, Boolean, or date field.

To use the Insert Grand Total dialog box

1.	Click the scroll arrow on the scroll box to reveal a list of possible grand total operations.

2.	Select the operation you want and Click OK to return to the Report Designer.

Crystal Reports calculates the grand total value, creates a Grand Total section for the report (if one has not already been created), and places the Grand Total value in that section.


Insert Summary dialog box

Use the Insert Summary dialog box to set up a summary operation on a field in your report.

The top scroll box contains a list of the available summary operations. Click the scroll arrow to reveal the list. You have nine options in the scroll box:

Sum

Sum totals the values in the group. This is the same as a subtotal.

Average

Average calculates the average (mean) value in the group.

Maximum

Maximum identifies the highest value in the group.

Minimum

Minimum identifies the lowest value in the group.

Count

Count counts the number of values in the group.

Sample Variance

Sample Variance determines the variance of all values in a set of values that is typically a subset of an entire population. This can be used for projecting the variance for an entire population based on just a sample of that population. It uses (N--1) in its calculations.

Sample Standard Deviation

Sample Standard Deviation determines the standard deviation of all values in a set of values that is typically a subset of an entire population. This can be used for projecting the standard deviation for an entire population based on just a sample of that population. It uses (N--1) in its calculations.

Population Variance

Population Variance determines the variance of all values in an entire population. It uses (N) in its calculations.

Population Standard Deviation

Population Standard Deviation determines the standard deviation of all values in an entire population. It uses (N) in its calculations.

NOTE:  You can't sum or average a text, Boolean, or date field.

Select the option of interest.

The second scroll box contains a list of the fields and expressions being used in the report. Click the scroll arrow to reveal the list, and select from that list the field that you want the program to use for triggering summaries.

--  The program will first sort report data based on this field.

--  Then it will go down the report and group and summarize the data whenever the value in the sort and group by field (the trigger field) changes.

If you select a date or Boolean field, the program gives you the ability to further narrow your selection. See Date and Boolean conditions below.

The next scroll box lists the two sort direction options, in Ascending order (1 to 9, A to Z) and in Descending order (9 to 1, Z to A). The default option is in ascending order. If you want to change the sort direction, Click the scroll arrow to reveal both options and make your selection from the list.

Date and Boolean conditions

When you summarize based on changes in a Date or Boolean field, Crystal Reports displays another scroll box at the bottom of the dialog box. This scroll box enables you to further define your summary specification.

Date conditions

This scroll box contains a list of date ranges that define typical summarizing periods.  When you select a date condition, Crystal Reports first sorts your data by date. Then it breaks the data into groups and prints a summary whenever the date condition you select is met. Click the scroll arrow to reveal the list of date conditions and select the condition you want. For further information, see the discussion of Date field conditions.

Boolean conditions

When you subtotal based on changes in a Boolean field, Crystal Reports gives you a selection of Boolean conditions that can trigger a subtotal. The program sorts your data. Then it groups the data and prints a subtotal whenever the condition you select is met. Click the scroll arrow to reveal those conditions and select the condition you want. For further information, see the discussion of Boolean field conditions.

Select OK when finished. Crystal Reports sorts, groups, and summarizes your data and inserts the summary in the group section of your report. You can then move it into position, wherever you want it to print in that section.


Technical Support Request dialog box

The Technical Support Request dialog box appears whenever you select the Help|Technical Support Request command.

Use the Technical Support Request dialog box to request assistance with Crystal Reports from the technical support department.

The dialog box provides you with a step--by--step procedure for getting technical support as well as a technical support request form. You can fill out the form in your computer, print it out, and then FAX it or mail it to the technical support department for a timely response.

To use the Technical Support Request dialog box

1.	Read the instructions carefully at the top of the dialog box. The instructions provide a systematic approach to solving your problems.

2.	If you are unable to solve your problems using on--line help, the manual, or Support Questions and Answers on the Help menu, fill in the information at the bottom of the dialog box.

3.	Click the scroll arrow on the Category scroll box, and select the category of technical support request you are making.

4.	Click the scroll arrow on the General scroll box and find the listing that best describes the area in which you are having a problem (installation, creating a report, etc.).

5.	Type in the subject in the Subject text box. The subject is a one line description of your problem (garbage characters in font box, see--through dialog boxes, etc.).

6.	Type a description of your problem in the Details box. Be as specific as possible. Include any information that you think might be helpful in solving the problem. Some things you may find it helpful to include (where they are appropriate to your request) are:

  What you want to do and don't know how to do.

  What you were trying to do and what the results were.

  If a problem occurs, when it occurs (at start up, after a specific series of steps, etc.). Analyze the problem and try to reconstruct as best you can the circumstances that bring about the problem.

  If a problem occurs, if it occur with every report or just one report. Analyze the reports and try to determine what is different about the problem report.

  If you have recently modified your system, what the modifications were (installing a new version of DOS or Windows, installing Adobe Type Manager, running Windows under Desqview, changing your config.sys or autoexec.bat files, using a new printer, etc.).

7.	When finished, Click the Print button. Crystal Reports prints a hard copy of your technical support request. The request includes the information you have just entered as well as information about you and your system.

8.	Once the request is printed out, FAX it or mail it to the technical support department at (604) 681--7163. Technical support will FAX or mail back a response.

NOTE: You may find that, having asked yourself the questions necessary to fill out the request, you have identified some additional clues to solving your problem. For the quickest results and to build your confidence in working with the program, you may want to try to solve the problem yourself first.


File Open dialog box

The File Open dialog box appears whenever you select the File|Open command.

Use the File Open dialog box to select the report file you wish to open.

File Open dialog box options

File Name edit box

This box displays the current report specification. By default, Crystal Reports uses three wild card names with the extensions .RPT (report file), .RPL (label report file), and .RPC (Crosstab report file).

If you know the name of the report you want to open, type the name in this edit box. Include the path if different than the path currently displayed in the Directories heading.

File Name scroll box

This scroll box displays a list of those files in the selected directory that match the specification in the File Name edit box.

If you don't type a report name in the File Name edit box, or if you are uncertain of the report name, select the report you want from the list of .rpt, .rpl, and .rpc files that Crystal Reports displays in this scroll box.

List Files of Type scroll box

The List Files of Type scroll box allows you to specify the type of report you are interested in: *.rpt (report file), *.rpl (label report file), or *.rpc (Crosstab report file). Click to open this scroll box and select the type of report file you are interested in.

Directories heading

This heading displays the current path.

Directories scroll box

This box displays a list of directories on the currently logged drive. If the report is saved in a different directory than the one displayed in the Directories heading, use this scroll box to select the correct directory.

Drives scroll box

This scroll box contains a list of your system drives. If the report is saved on a different drive than the one displayed in the Directories heading, use this scroll box to select the correct drive.


File Save As dialog box

This dialog box occurs in two situations:

when you select the File|Save command while working on a new report that you haven't yet saved, and

whenever you select the File|Save As command.

--  If you are working on a new report and haven't yet saved it, use this dialog box to specify the name (and path) under which you want to save your report file.

--  If you have made changes to an existing report file and want to save the changed version of your file under a different name than that of the original version, use this dialog box to specify the name under which you want to save your changed file. All changes you have made while working on the report will be saved to the new file. Your original report file will remain unchanged. If your original report is a new report, however, i.e., untitled, that file will not be saved.

File Save As dialog box options

File Name edit box

This box displays the current report specification. The default extension displayed in this box depends on the type of report you are saving. Label report files use a .RPL extension. Crosstab report files use a .RPC extension. All other types of reports use a default .RPT extension.

If you want to save the report under a new name, type the name in this edit box. Include the path if different than the path currently displayed in the Directories heading.

File Name scroll box

This scroll box displays a list of those files in the selected directory that match the specification in the File Name edit box.

If you want to save the file under the name of an existing report (and you haven't typed a report name in the File Name edit box), select the report name you want to use from the list of files that Crystal Reports displays in this scroll box.

NOTE: Saving the report under the name of an existing report overwrites the contents of the existing report file.

List Files of Type scroll box

The List Files of Type scroll box contains three entries for the three types of reports you can create in Crystal Reports: *.rpt (standard report file), *.rpl (label report file), and *.rpc (Crosstab report file). Use this scroll box to select the type of report you are saving.

Directories heading

This heading displays the current path.

Directories scroll box

This box displays a list of directories on the currently logged drive. If you want to save the report in a different directory than the one displayed in the Directories heading, use this scroll box to select the correct directory.

Drives scroll box

This scroll box contains a list of your system drives. If you want to save the report on a different drive than the one displayed in the Directories heading, use this scroll box to select the correct drive.

Using the File Save As dialog box

1.	Using the dialog box edit and scroll boxes, specify the name (and path) under which you want to save the report.

2.	Select OK when finished. Crystal Reports saves the report file using the name and path specified and changes the title for the active window.


Choose Database File dialog box

The Choose Database File dialog box appears when you select the File|New|Report command. Use the Choose Database File dialog box to activate a database for use in your report.

File Open dialog box options

File Name edit box

This box displays the current database specification. By default, Crystal Reports uses a wild card character in place of the name, and .db* as the extension (*.db*):

If you know the name of the database you want to activate, type the name in this edit box. Include the path if different than the path currently displayed in the Directories heading.

If you don't know the name of the database you want to activate, but you do know the kind of database it is (.db, .dbf, etc.), type in the new specification or select the database type from the List Files of Type scroll box. This will change the current database specification to the database type of your choice.

If you want to display all files, type in *.*

File Name scroll box

This scroll box displays a list of those files in the selected directory that match the specification in the File Name edit box.

If you haven't typed a report name in the File Name edit box, or if you are uncertain of the file name, select the database you want from the list of databases that Crystal Reports displays in this scroll box.

.db files

To activate a Paradox .db file, select the file.

--  Crystal Reports works with Paradox 3.5 and 4.0 files and indexes (including secondary indexes).

.dbf files

To activate a dBASE .dbf file, select the file.

Crystal Reports works with the following indexes:

  .ndx

  .mdx

  .ntx

  .idx

  .cdx

List Files of Type scroll box

The List Files of Type scroll box enables you to specify the kind of files you want to appear on the list in the File Name scroll box. When you click the scroll arrow on the List Files of Type scroll box, the following options appear:

Option	Action

User default	Enters the specification *.db* in the File Name edit box. This

causes all files in the selected directory to appear in the File

Name scroll box.

dBASE Files (*.dbf)	Enters the specification for dBASE files (*.dbf) in the File Name

edit box. This causes only those files with the extension .dbf to

appear in the File Name scroll box.

Paradox Files (*.db)	Enters the specification for Paradox files (*.db) in the File Name

edit box. This causes only those files with the extension .db to

appear in the File Name scroll box.

All Files	Enters a full wildcard specification (*.*) in the File Name edit box.

This causes all files in the selected directory to appear in the File

Name scroll box.

Select the option of interest. Crystal Reports places your specification in the File Name edit box and displays those files in the File Name scroll box that match your specification.

Directories heading

This heading displays the current path.

Directories scroll box

This box displays a list of directories on the currently logged drive. If the report is saved in a different directory than the one displayed in the Directories heading, use this scroll box to select the correct directory.

Drives scroll box

This scroll box contains a list of your system drives. If the report is saved on a different drive than the one displayed in the Directories heading, use this scroll box to select the correct drive.


Print Setup dialog box

The Print Setup dialog box appears whenever you select the File|Printer Setup command.

Use the Print Setup dialog box to select the printer, page orientation, and paper size you want to use to print the report. If you don't select a printer, Crystal Reports will print to the Windows default printer.

Dialog box options

The dialog box is divided into three boxes:

Printer

Allows you to specify whether Crystal Reports is to use the Default Printer to print the active report or one of the other printers you have set up in windows.

Orientation

Allows you to specify whether the program is to print in Portrait or Landscape orientation.

Paper

Allows you to select the paper size and source (from among those available for the printer). The sizes and sources available depend on the printer you have selected and they change when you change printers.

Using the dialog box

1.	Select the printer of interest from the Printer box, the orientation from the Orientation box, and the paper size and source from the Paper box.

2.	If you want to review and/or use other options available for your printer, Click the Options button. This takes you to the Options dialog box. The Options dialog box is a Windows dialog box that changes with the printer selected. For a complete explanation of dialog box options, Click the Help button in the Options dialog box.


Choose Print To File Name dialog box
Choose Export File dialog box

The Choose Export File dialog box appears when you Click the OK button in the Number and Date Format dialog box when using the File|Print|File command.

Use the Choose Export File dialog box to specify the file name (and path) to which you want to print the file.

File Name edit box

This box displays the current file specification. By default, Crystal Reports uses a wild card character in place of the name, and an extension appropriate to the type of file you are saving (*.txt, for example):

If you want to specify a new file name, type the name in this edit box. Include the path if different than the path currently displayed in the Directories heading.

NOTE: The extension .txt is provided for all files. The program you want to use the data in, however, may look for specific extensions other than .txt. Consult the manual for the program you want to use the data in for instructions on the correct file extension to use, and change the extension accordingly.

File Name scroll box

This scroll box displays a list of those files in the selected directory that match the specification in the File Name edit box.

If you want to export using the name of an existing file, select the file name from the list of files that Crystal Reports displays in this scroll box.

NOTE: exporting under the name of an existing file overwrites the contents of the existing file.

Save File as Type

The Save File as Type scroll box contains only a single entry, the file type you chose in the Export dialog box.

NOTE: You can export with a different extension if you wish, but you will have to specify the new extension via the File name edit box.

Directories heading

This heading displays the current path.

Directories scroll box

This box displays a list of directories on the currently logged drive. If you want to print to a file in a different directory than the one displayed in the Directories heading, use this scroll box to select the new directory.

Drives scroll box

This scroll box contains a list of your system drives. If you want to print to a file on a different drive than the one displayed in the Directories heading, use this scroll box to select the new drive.

To choose a name

1.	Enter your file name:

--  If you wish to use an existing file name, select the file name from the list in the File Name scroll box or type the new name in the File Name edit box at the top.

--  If you wish to use a new file name, type the new name in the File Name edit box at the top.

--  If you wish to use an existing file in a different directory or disk location, select the new location using the Directories scroll box. When you make a change in this box, Crystal Reports displays the new path beneath the Directories heading. Then select the file name from the list in the File Name scroll box.

2.	Click the OK button. Crystal Reports prints the report to file using the file name you have chosen.


The SpeedBar

Crystal Reports groups several commonly used commands on a SpeedBar that remains on screen at all times (unless you choose to turn it off using the File|Options Display SpeedBar checkbox). Each command is represented by an individual button, and each button displays a graphic that visually describes the command. You activate SpeedBar commands by clicking the appropriate button one time with the left mouse button.

The SpeedBar eliminates some of the steps needed to activate the included commands, and it can thus greatly speed your work in creating reports. Each command available via the SpeedBar is discussed in its own Help topic.

The buttons on the SpeedBar perform the following functions:

	Create a new report		Open an existing report
	Save the report		Print report to the  Print Window
	Print report to a printer		Export report to a file
	Send the file to E [image] Mail		Cut selected text to  Clipboard
	Copy selected text to Clipboard		Paste text from  Clipboard
	Select fields		Insert a database field
	Insert a text field		Build an expression
	Insert a summary  (sum,count...) for selected field		Insert a graphic item  from a file
	Insert a new (OLE)  object		Draw a line on the  report
	Draw a box on the  report		Set record sort order
	Set record selection criteria


Format Bar

The Format Bar enables you to select many popular formatting options with the Click of a button or a selection from a drop [image] down list. You simply select the data you want to format, then Click the appropriate list option or button to format the data you selected.

Two drop down lists appear at the left side of the Format Bar.

You use these for selecting new fonts and font sizes if you want to use something different than the default. To make a selection from either box, Click the arrow to reveal your options and then Click the option you want.

The buttons on the Format Bar perform the following functions:

	Increases the font size one point each time  you Click the button.		Aligns the selected  data flush right.
	Decreases the font  size one point each time you Click the  button.		When a number field is selected, places a currency symbol with the number.1
	Changes the selected data to boldface.		When a number field  is selected, places thousands separators in the number. 1
	Italicizes the selected data.		When a number field  is selected, places a  percentage sign with  the number.
	Underlines the  selected data.		Adds one decimal  place to a number.
	Aligns the selected  data flush left.		Subtracts one decimal  place from a number.
	Centers the selected  data.		1The program refers to your settings in the  International section of  the Windows' Control Panel.


Crystal Reports cursors

Crystal Reports uses a number of different cursors at different points in its operation:

	The Arrow cursor is the  primary cursor. You will  use this cursor  everywhere but where  you can type text. The  cursor is used for  making menu selections,  selecting options from  dialog boxes, working  with scroll bars, etc.		A Double [image] Arrow cursor  is a resizing cursor. The  cursor changes to one of  a number of different  double [image] arrow cursors  whenever it is over a  resizing handle on a  bit [image] mapped graphic, a  graphic box, a graphic  line, or a field.
	The I [image] beam cursor is  active whenever you are  working in the text entry  sections of the Report  Designer, the Expression   Builder, and some of the  dialog boxes. The  I [image] beam cursor is the  cursor you use to select  report elements, and to  set the position of the  insertion point.		The Pencil cursor is a  drawing cursor. It  appears whenever you  select Insert|Box or  Insert|Line. The point of  the pencil marks the spot where the drawing begins and is used to define the size and shape of the  object drawn.
	The Drag (or Stop)  cursor. This cursor  appears whenever the  item you are dragging is  over an area in which it  cannot be dropped.		The single [image] unit Drag  and Drop cursor is available whenever you  are dragging a single  item over an area where  it can be dropped.
	The multi [image] unit Drag  and Drop cursor is  available whenever you  are dragging multiple  items over an area  where they can be  dropped.		The Tiny Hand cursor is  available only in the Help facility. The Arrow  cursor changes to the  Tiny Hand cursor  whenever it is positioned over text or a graphic that you can use to jump to another position in the Help system.
	A Section Sizing cursor.  The cursor changes to  the section sizing cursor whenever it is positioned over one of the lines  dividing report sections.  Using this cursor you can drag a section boundary line to expand or reduce the size of a section.		The Insertion Point  identifies the location for  entering text. This cursor is available in the text  entry sections of the  Report Designer, the  Expression Builder, and  some of the dialog boxes. You set the insertion  point by positioning the  I [image] beam cursor and then  clicking.
	The Hourglass cursor is  the cursor that appears  whenever Crystal  Reports is processing a  command you have  selected. Whenever the  hourglass is visible, you  cannot select any other  commands or proceed  further with your report.		The Rectangle cursor is  the cursor you will use  for placing fields and  expressions in the Report  Designer. This rectangle  is a graphic  approximation of the field and expression  markers Crystal Reports uses to represent fields  and expressions in the  Designer.
	The Crosshair cursor is  the cursor that appears  when you choose  Edit|Select Fields or you Click the lasso button.  You use this cursor  for  lassoing or marquee  selecting fields.


Crystal Reports Registration dialog box

The Crystal Reports Registration dialog box appears whenever you start Crystal Reports unless you have registered your copy of the program with the company, received a serial number, and entered it in the Enter serial number... edit box to disable this opening dialog box.

There are two good reasons to register your copy of Crystal Reports:

Registration entitles you to technical support should you ever require assistance in using the product.

Registration assures you that you will be notified whenever the product is upgraded to offer new features, benefits, and efficiencies.

Crystal Reports Registration dialog box options

Enter serial number... edit box

Use this edit box to enter the serial number that Crystal Services sends you when you register the program. Be careful to enter the serial number correctly.

Proceed to Crystal Reports button

Use this button to close out the dialog box and go directly into the Crystal Reports program. The button will be useful until you receive and enter your registration serial number. At that time the Crystal Reports Registration dialog box will no longer appear when you start the program.

Edit Registration Info button

Use this button to enter/edit product registration information. The Edit Registration Info button takes you to the Crystal Reports Registration dialog box. Use this dialog box to enter your name, company name, and phone and fax numbers. Crystal Reports stores this information and displays it and/or prints it out automatically when you print out the registration form or send in a technical support request (via the Help|Technical Support Request command).

Print Registration Form button

Use this button to print a copy of the completed registration form.

How to register your copy of Crystal Reports

Registering your copy of Crystal Reports is easy to do.

1.	Click the Edit Registration Info button. The Crystal Reports Registration dialog box appears.

2.	Enter your name, address, phone, and fax in the edit boxes provided, and Click OK when finished to return to the Crystal Reports Registration dialog box.

3.	Click the Print Registration Form button. Crystal Reports prints out a copy of your completed registration form.

4.	Fax the form to Crystal Services at (604) 681--5147 or mail it to Crystal Services at the address that appears on the form.

5.	In a few days, the company will mail or fax you back your serial number.

6.	Enter the serial number in the Enter serial number... edit box, and Click the Proceed to Crystal Reports button when finished. This takes you to Crystal Reports and disables the dialog box so it no longer appears when you start the program.


Format Section (sections) dialog box

The Format Section (sections) dialog box appears when you select the Format|Section command. Use this dialog box to select the report section you wish to format.

Dialog box overview

The Sections list in the dialog box lists all of the sections in the current report.

By default the Sections list contains three listings:

the Page header section,

the Details section, and

the Page footer section.

--  If you have added groups or subtotals, Crystal Reports creates a group header section (Group header #n) and a group footer section (Group footer #n) for each unique group.

--  If you have added summaries, Crystal Reports creates a group header section (Group header #n) and a group footer section (Group footer #n) for each summary.

NOTE:  Group sections are numbered consecutively in the order created, and they appear on the list in the format:

Group header #n:file.triggerfieldname

or

Group footer #n:file.triggerfieldname

--  If you have added a grand total (Sum, Average, Count, etc.), the program creates a Grand Total section to hold the value. Only one Grand Total section will appear on the list.

How to use the Format Sections (sections) dialog box

Select the section you want to format and Click OK. Crystal Reports takes you to the Format Section (formatting) dialog box which enables you to select the formatting desired.


Format Border and Colors dialog box
Format Border & Colors dialog box

The dialog box contains a variety of buttons and switches for formatting field text, the field fill (background), the field border, for adding drop shadows, and for controlling the size of the border box that encloses the selected field.

Text Color buttons

Use the Text Color buttons to specify the color you want for the text that appears in the selected field. You can choose from any of the 16 standard Windows colors.

 When you Click a Text Color button:

--  a black box appears around the button as a highlight (a white box appears around the color black), and

--  the program displays the name of the highlighted color to the right of the Text Color buttons.

NOTE: You can also change text color via the Format|Font command.

Fill Color buttons and checkbox

The Fill Color checkbox and the Fill Color buttons have somewhat different functions.

The Fill Color checkbox

Fill is the color (if any) that you want the program to use to fill the selected field. Use this checkbox to toggle fill on and off.

--  A check mark in the box means that fill is turned on.

--  No check mark means that fill is turned off.

You simply Click the checkbox to toggle fill on, and Click it again to toggle fill off. By default fill is toggled Off.

NOTE: Whenever you Click a Fill Color button, the program automatically toggles the Fill Color checkbox on (puts a check mark in the box). It assumes that if you want to specify the color, you want your box to be filled.

NOTE: When you toggle the Fill Color checkbox Off (no check mark), you turn fill off and the description None appears to the right of the Fill Color buttons. It is important that you specify a border when you turn the fill off. Otherwise there is no border or fill color to define your box and the box disappears.

Fill Color buttons

Use the Color buttons to specify the color you want to fill the selected field. You can choose from any of the 16 standard Windows colors.

When you Click a Fill Color button:

--  a black box appears around the button as a highlight (a white box appears around the color black), and

--  the program displays the name of the highlighted color to the right of the Fill Color buttons.

Border Color buttons and checkbox

The Border Color checkbox and the Border Color buttons have somewhat different functions.

The Border Color checkbox

Use this checkbox to toggle the border on and off.

--  A check mark in the box means the border is turned on.

--  No check mark means the border is turned off.

You simply Click the checkbox to toggle the border on, and Click it again to toggle the border off. By default the border is toggled Off.

NOTE: Whenever you Click a border Color or Style button (or a Sides checkbox), the program automatically toggles the Border Color checkbox on (puts a check mark in the box). It assumes that if you want to specify the color, style, or side, then you must want a border to appear.

NOTE: When you toggle the Border Color checkbox Off (no check mark), you turn the border off and the description None appears to the right of the Border Color buttons. It is important that you specify a fill color when you turn the border off, otherwise there is no border or color to define your box and the box disappears.

Border Color buttons

Use the Border Color buttons to specify the color for the border of the selected field. You can choose from any of the 16 standard Windows colors.

When you Click a Border Color button:

--  a black box appears around the button as a highlight (a white box appears around the color black), and

--  the program displays the name of the highlighted color to the right of the style buttons.

Style buttons

Use the Style buttons to specify the line style you want the program to use as a border for the selected field. When you Click a Style button:

--  a black box appears around the button as a highlight, and

--  the program displays a text description of the highlighted style to the right of the style buttons.

Your choices are:

Single line

Prints a single solid line.

Double line

Prints a double solid line

Dashed line

Prints a single dashed line.

Dotted line

Prints a single dotted line.

Sides checkboxes

Use the sides checkboxes to specify (put a check mark by) the sides of the field on which you want the border to appear (if you want a border but don't want it to fully enclose the field).

For example,

--  if you want a border (line) to appear only below a field, you check the Bottom check box and leave the other checkboxes empty,

--  if you want vertical lines to appear to the right and left of the field (with no lines above or below), you check the Left and Right checkboxes and leave the other checkboxes empty, or

Your choices are:

Left

Puts a border on the left side of the field.

Top

Puts a border on the top side of the field.

Right

Puts a border on the right side of the field.

Bottom

Puts a border on the bottom side of the field.

NOTE: When you check the Border checkbox, Crystal Reports automatically puts a check mark in each of the four Sides checkboxes. If you want to eliminate the border for one or more sides of the box, Click the Sides checkboxes for the sides that you want to deactivate and the check marks will disappear.

Drop Shadow checkbox

Put a check mark in this checkbox if you want to print a drop shadow below and to the right of the field value. When the checkbox is not active (no check mark), the program prints no drop shadow.

NOTE: The drop shadow will not print unless you have specified a border on at least one side of the field.

Width buttons

Use the width buttons to specify the width of the box (or horizontal border if an entire box isn't specified). You have two options:

Width of Field

This option prints a box with a size based on the number of characters allotted for the field in the database. For example, if a database allots ten characters for a field but the current field value is only five characters long, Crystal Reports still prints a box (or horizontal border) large enough to accommodate the full ten characters when this option is selected. Field boxes are all the same size, regardless of the size of the value they contain. Crystal Reports uses Width of Field as the default.

Width of Data

The option adjusts the size of the box to the actual size of the value in the field. For example, if a database allots ten characters for a field but the current field value is only five characters long, Crystal Reports prints a custom box (or horizontal border) just large enough to accommodate the five characters when this option is selected. Field boxes are different sizes to accommodate different sized field values.

Height buttons

When multiple fields appear in a given row on a report, Crystal Reports adjusts line spacing (the spacing between rows of data) to accommodate the largest font size used in that row. For example, if one field is formatted with a 12 point font and another field in the same row is formatted with a 36 point font, Crystal Reports expands the height allotted for the row to accommodate the 36 point font.

Use the Height buttons to set the size of boxes to the absolute height allotted for the row or to the actual height of the field data.

You have two options:

Height of Line

The Height of Line option prints a box based on the height allotted for the row, regardless of how big the data field data is. With this option, all boxes (and vertical borders) are the same height; box height is identical for fields formatted with small fonts and for fields formatted with large fonts. Crystal Reports uses Height of Line as the default.

Height of Font

This option bases the height of the box (or vertical border) on the font size of the value in the field. A field formatted with a large font will get a taller box while a field formatted with a small font will get a shorter box.


Box Format dialog box

Dialog box options

The dialog box contains four rows of formatting buttons in addition to the standard OK, Cancel, and Help buttons.

Fill Color buttons and checkbox

The Fill Color checkbox and the Fill Color buttons have somewhat different functions.

The Fill Color checkbox

Fill is the color (if any) that you want the program to use to fill up the selected box. Use this checkbox to toggle fill on and off.

--  A check mark in the box means that Fill is turned on.

--  No check mark means that Fill is turned off.

You simply Click the checkbox to toggle Fill on, and Click it again to toggle Fill off. By default Fill is toggled Off.

NOTE: Whenever you Click a Fill Color button, the program automatically toggles the Fill Color checkbox on (puts a check mark in the box). It assumes that if you want to specify the color, you want your box to be filled.

NOTE: When you toggle the Fill Color checkbox Off (no check mark), you turn fill off and the description None appears to the right of the Fill Color buttons. It is important that you specify a border when you turn the fill off. Otherwise there is no border or fill color to define your box and the box disappears.

Fill Color buttons

Use the Color buttons to specify the color you want to fill the selected box. You can choose from any of the 16 standard Windows colors.

When you Click a Fill Color button:

--  a black box appears around the button as a highlight (a white box appears around the color black), and

--  the program displays the name of the highlighted color to the right of the Fill Color buttons.

Border Color buttons and checkbox

The Border Color checkbox and the Border Color buttons have somewhat different functions.

The Border Color checkbox

Use this checkbox to toggle the border on and off.

--  A check mark in the box means the border is turned on.

--  No check mark means the border is turned off.

You simply Click the checkbox to toggle the border off, and Click it again to toggle the border on. By default the border is toggled On.

NOTE: Whenever you Click a border Color, Width, or Style button, the program automatically toggles the Border Color checkbox on (puts a check mark in the box). It assumes that if you want to specify the color, width, or style, you want a border to appear.

NOTE: When you toggle the Border Color checkbox Off (no check mark), you turn the border off and the description None appears to the right of the Border Color buttons. It is important that you specify a fill color when you turn the border off, otherwise there is no border or color to define your box and the box disappears.

Border Color buttons

Use the Border Color buttons to specify the color for the border of the selected box. You can choose from any of the 16 standard Windows colors.

When you Click a Border Color button:

--  a black box appears around the button as a highlight (a white box appears around the color black), and

--  the program displays the name of the highlighted color to the right of the style buttons.

Width buttons

Use the Width buttons to specify the width (thickness) for the border of the selected box. When you Click a width button,

--  a black box appears around the button as a highlight, and

--  the program displays a text description of the highlighted width to the right of the style buttons.

Your choices include hairline and a number of point sizes from 0.50 points to 3.50 points.

NOTE: A hairline is one pixel wide, based on the output device in use. For example, if your video output shows 70 pixels to the inch, a hairline will display as 1/70th of an inch wide. The same hairline, when printing on a 300 dpi laser printer will print as 1/300th of an inch wide.

Style buttons

Use the Style buttons to specify the line style you want the program to use as a border for the selected box. When you Click a Style button:

--  a black box appears around the button as a highlight, and

--  the program displays a text description of the highlighted style to the right of the style buttons.

Your choices are:

single line

--  Prints a single solid line.

dashed line

--  Prints a single dashed line.

dotted line

--  Prints a single dotted line.

NOTE: All colors are fixed; they cannot be edited.

NOTE: While a box with a white fill looks no different than a box with no fill when the two boxes are standing alone, there is a major difference between them. The fill color white is a solid color and thus it can block out parts of boxes it overlaps. If you want a transparent box, toggle the Fill Color checkbox off (None).

NOTE: The program uses a transparent box (no fill) with a black single line border of hairline width as a default.

NOTE: Text always prints over the top of boxes, as if the boxes were on a separate, lower layer.


Verify Database dialog box

This dialog box appears when you use the Verify Database command to check the structure of the underlying database, looking for changes:

If the underlying database is unchanged, you will get the following message:

Database is up to date.

Click OK to return to the Report Designer.

If the underlying database has changed, you will get the following message:

The database file (filename) has changed. Proceed to fix up the report?

If you select Yes, Crystal Reports adapts the database to the current version of the database.

If you select No, Crystal Reports attempts to print the report without first adapting it to the current version of the database.


Browse Field Data dialog box

This dialog box appears when you Click the Browse Field Data button in the Insert Database Field dialog box or when you choose the Browse Field Data command.

You use the dialog box to preview the data type, length, and/or content of any field available in the Insert Database Field dialog box or in the Report Designer.

The source of the field (table) and the field name appear as the title for the dialog box.

The data type for the field (string, number, etc.) appears just below the title.

A list of field values appears in the scroll box.

When you're finished reviewing the field data, Click the Done button.


Graphic Format dialog box

You use this dialog box to format bit--mapped graphics.

The dialog box contains a number of smaller boxes, buttons, and checkboxes:

Cropping of original

Cropping refers to cutting away those portions of your graphic that you don't want to print (although you can use cropping to add white space between the graphic and the frame that surrounds it as well). Using the cropping box, specify the size of the piece you want to cut off the top, bottom, left, and/or right side of your graphic.

NOTE: All cropping activities begin at the outer edge of the graphic.

Positive numbers cut into the graphic the amount specified.

Negative numbers add the specified amount of white space between the outer edge of the graphic and the frame.

For an examination of the cropping process and a discussion about adding white space around a graphic, see Cropping graphics (See Personal Trainer).

Scaling

Scaling refers to the length and width of a graphic as a percentage of the original length and width. For example, if the original graphic is one inch wide, that width is automatically assigned a width scaling value of 100% by the program. To double the width of the graphic using the Scaling options, you would change Scaling Width to 200% (twice the size of the original). Likewise, to reduce the width of the graphic to one--half inch (half the size of the original), you would change Scaling Width to 50%. Scaling Height works in the same way.

If you want to resize the graphic as a percentage of the original height and width, enter the new scaling percentages.

NOTE: Crystal Reports stores a copy of each graphic in its original size. All scaling settings refer back to that original size. For example, if you have a graphic that was originally a four inch square and you have resized it to a two inch square, the Scaling box will show settings of Width = 50% and Height = 50%. Those percentages refer back to the original. If you want to resize the graphic again to a one inch square, you will have to enter scaling values that again refer back to the original Width and Height, not the current values. Entering values of Width = 25% and Length = 25% will reduce the original four inch square to a one inch square.

Size

Size refers to the absolute (measured) length and width of a graphic. For example, if a graphic is originally a one inch square, each of the Size settings will initially be set at one inch. To double the length and width of the graphic (to make a two inch square), reset the Size settings to two inches each. To reduce the size of the graphic to a half inch square, reset the Size settings to a half inch each.

NOTE: When you change the Size settings, Crystal Reports automatically recalculates the Scaling settings, and when you change the Scaling settings, Crystal Reports automatically recalculates the Size settings. The recalculated settings appear when you next open the Graphic Format dialog box.

Original Size

The Original Size box displays the original dimensions of the graphic (its dimensions when first inserted into the report). Sizing, scaling, and cropping don't affect this figure nor can you change it directly; it is simply provided as a reference.

Hide when printing checkbox

Graphics contain masses of data that take time for computers and printers to process. It follows, then, that when you have graphics in your report, the report pages print more slowly than they would without graphics. While slower printing shouldn't be a problem on your final printing, it may be a bit of an annoyance when doing multiple test prints (to window or printer) while developing your report. This checkbox was provided to eliminate that annoyance.

When you Click the checkbox to activate it, Crystal Reports ignores all graphics when it prints. With the checkbox inactive, the program prints the graphics it finds.

A typical way to use the Hide when printing option is this:

--  Leave it inactive while you are placing, sizing, and cropping your graphic.

--  Once you have the graphic the way you want it, Click the checkbox so no graphics print when you make test prints.

--  When you're ready to print your final report, Click the checkbox off and print the report, graphics and all.

Position button

Use the Position button any time you want to reposition a graphic by specifying its absolute position within a section.


Graphic Position dialog box

You can use this dialog box to set the absolute position of a bit--mapped graphic in your report.

The dialog box has two settings:

Left

--  Use Left to set the position of the left side of the graphic relative to the left edge of the section.

Top

--  Use Top to set the position of the top of the graphic relative to the top of the section.

NOTE: All settings are in either inches or centimeters, based on your settings in the International section of the Windows' Control Panel.

Insert your new settings and Click OK when finished to return to the Graphic Format dialog box.

NOTE: The numeric position of a graphic (as shown in the Graphic Position dialog box) is relative to the page margins you have set. For example, if you have set a left page margin of 1.00 inches and you place your graphic, numerically, with a Left setting of  0.5 inches, the graphic will print 1.5 inches in from the left edge of the paper, 0.5 inches in from the left margin.

NOTE: The settings displayed when you first call up this dialog box indicate the current position of the graphic in the section.

NOTE: A setting of Top = 0.00, Left = 0.00 positions the graphic flush in the upper left hand corner of the section.

NOTE: You can also reposition a graphic using a mouse if you want to determine its final position visually rather than by the numbers. For complete instructions on repositioning a graphic with a mouse, see Inserting, moving, and deleting graphics (See Personal Trainer).


Line Format dialog box

You use this dialog box to format a selected line. The dialog box contains three sets of formatting buttons and the standard OK, Cancel, and Help buttons.

Color buttons

Use the Color buttons to specify the color of the selected line. You can choose from any of the 16 standard Windows colors. When you Click a color button,

--  a black box appears around the button as a highlight (a white box appears around the color black), and

--  the program displays the name of the highlighted color to the right of the style buttons.

Width buttons

Use the Width buttons to specify the width (thickness) of the selected line. When you Click a width button,

--  a black box appears around the button as a highlight, and

--  the program displays a text description of the highlighted width to the right of the style buttons.

Your choices include hairline and a number of point sizes from 0.50 points to 3.50 points.

NOTE: A hairline is one pixel wide, based on the output device in use. For example, if your video output shows 70 pixels to the inch, a hairline will display as 1/70th of an inch wide. The same hairline, when printing on a 300 dpi laser printer will print as 1/300th of an inch wide.

NOTE: The program uses a black single line of hairline width as a default.

Style buttons

Use the Style buttons to specify the line style you want the program to use when displaying or printing the selected line. When you Click a Style button:

--  a black box appears around the button as a highlight, and

--  the program displays a text description of the highlighted style to the right of the style buttons.

Your choices are:

single line

--  Prints a single solid line.

dashed line

--  Prints a single dashed line.

dotted line

--  Prints a single dotted line.


Mailing Labels dialog box

The Mailing Labels dialog box is a powerful control panel. The dialog box enables you to print your data on virtually any labels that are commercially available for line printers (dot matrix) or page printers (laser, ink jet). Using the dialog box settings and Crystal Reports formatting commands, you can fine tune your printing so your labels come out just the way you want them.

The Mailing Labels dialog box offers two ways to set up labels:

1.	automatically, by Avery label number, and

2.	manually.

Automatically, by Avery label number

To make your work easier, Crystal Reports has come with preset templates for the most popular Avery labels. Those labels are listed, by number, in the Choose Mailing Label Type scroll box.

To set up Avery labels automatically

Click the scroll arrow and scroll down to see if the Avery Label you're using is listed.

If it is, select the number and Crystal Reports will automatically set up the specifications for that label.

Click OK and the program takes you directly to the Label Designer.

Manually

If your label isn't on the Choose Mailing Label Type scroll list, you will need to set up the label manually using the various settings in the Mailing Labels dialog box. Select User Defined Label and then change the remaining dialog box settings to conform to the label you're going to use.

Dialog box options

Besides the Choose Mailing Label Type box, the Mailing Labels dialog box contains five smaller boxes:

Printing direction

The Printing direction box enables you to specify the path Crystal Reports follows when printing the data on your labels.

--  Across then  Down

Prints data left to right across the first row of labels, then across the second row, etc..

--  Down then  across

Prints data down the first column of labels, then down the second column, etc.

Numbers of Labels

The Number of Labels box displays the maximum number of labels that can print across the page and the maximum number that can print down the page based on your settings in the Page Margins, Label Size, and Gap Between Labels boxes.

NOTE: The program displays only the number of complete labels it can print. For example, if it determines that there is space available to print 2.75 labels across the page, it displays 2 as the Across Page setting and prints only two labels across the page.

NOTE: If you want to print fewer labels across than the number calculated (fewer columns), increase the size of the right margin until the calculation changes to the number across that you want.

Page Margins box

The Page Margins box enables you to set the top, bottom, left, and right margins of your page.

--  Measure the margins and enter the values in the respective edit boxes.

NOTE: All margins are figured from the edge of the paper. For example, a setting of .5 inches sets a half--inch margin.

NOTE: The margin settings that appear when you first open the dialog box represent the non--printing region defined for the default printer. While you can set margins that fall inside the non--printing areas, parts of your report may be clipped off if you do.

NOTE: You cannot use page margin settings to set the paper size; you must set the paper size via the Paper Size scroll box in the Print Setup dialog box. You can call up that dialog box by selecting File|Printer Setup or via the Printers icon in the Windows control panel. To specify a new, user--defined paper size, use the Printers facility in the Windows Control Panel.

Label Size

The Label Size box enables you to specify the dimensions (height and width) of one label. This information can usually be found on the box or folder the labels come in.

--  Enter the height and width values in the respective edit boxes.

Gap Between Labels

The Gap Between Labels box enables you to specify the empty area (gap, gutter, etc.) between labels. Horizontal = the gaps between labels going across the page, Vertical = the gaps between labels going down the page. One--up (one across) labels don't have any horizontal gaps.

--  Measure the gaps and then enter the horizontal and vertical values in the respective edit boxes.

NOTE: Alternately, on labels that come two, three, or more across the page you can:

measure the distance from the left edge of one label to the left edge of the next (including any intervening gap) , enter your measurement as the width setting in the label size box, and leave the horizontal gap setting at 0, and

measure the distance from the top of one label to the top of the next (including any intervening gap), enter your measurement as the height setting in the label size box, and leave the vertical gap setting at 0.

This procedure shouldn't cause you any problems unless there are large gaps between the labels.

NOTE: The unit of measurement used in the dialog box (inches or centimeters) is based on the Measurement setting in the International section of the Windows Control Panel (English = inches, Metric = Centimeters).

NOTE: For more information, see instructions for setting up labels with borders and setting up round labels.


Multi Column Layout dialog box

The Multi--Column Layout dialog box enables you to set up your report in a multi--column format. That is, instead of having the data print straight down the page, you can set up multiple columns and have the data flow from column to column. You can also have your data print across then down the page, printing one record in each column, then printing a second record in each column, then a third, etc. The dialog box is divided into four smaller boxes.

Detail Size

The Detail Size box enables you to specify the dimensions (height and width) of one detail. Determine how wide you want each detail to be (based on number of characters, font size, etc.) and enter that value in the Width edit box.

Determine how high you want each detail to be (based on number of lines in the detail, font size, etc.) and enter that value in the Height edit box.

Gap Between Details

The Gap Between Details box enables you to specify the empty area (gap, gutter, etc.) you want to allow between details. Horizontal = the gaps between details going across the page, Vertical = the gaps between details going down the page.

Determine the gaps you want to allow. Enter the horizontal gap in the Horizontal edit box and enter the vertical gap in the Vertical edit box.

Printing Direction

The Printing direction box enables you to specify the path Crystal Reports follows when printing the details on a report page.

Across then Down

Prints details across the columns, one detail in the first column, one in the next, one in the next, etc. Then, when all the columns have a detail, the program moves down the page and prints a second detail in the first column, then in the second, etc.

Down then across

Prints details down the first column, then down the second column, etc.

Number of Details

The Number of Details box displays the number of details that can print across the page and the number that can print down the page based on your settings in the Detail Size and Gap Between Details boxes and in the Printer Margins dialog box.

NOTE: The program displays only the number of complete details it can print. For example, if it determines that there is space available to print 2.75 details across the page, it displays 2 as the Across Page setting and prints only two details across the page.


Printer Margins dialog box

Use this dialog box to set the print margins for your report (the white space between your report and the edge of the page)  The dialog box displays default margins when it first appears.

To use this dialog box, accept the default margins or enter your new margins.

To accept the default margins, Click OK and the program returns you to the Report Designer.

To change the margins, enter your new margins in the Top, Left, Bottom, and/or Right Margin edit boxes. When you change any of the default margins, the program turns the Use Default Margins checkbox Off.

To restore changed margins to their default settings, Click the Use Default Margins checkbox.

For additional information on setting margins, see Creating Margins (See Personal Trainer).

NOTE: Crystal Reports uses the non--printing areas established for your printer as default printer margins. Those margin settings appear in the Printer Margins dialog box. While you can set margins that fall inside the non--printing areas, parts of your report may be clipped off if you do.


Print dialog box

Use the Print dialog box to set up the specifications for your print job. The dialog box appears whenever you select the File|Print|Printer command (or Click the printer icon in the Print Window).

Print Range Options

All

Select All if you want Crystal Reports to print your entire report.

Pages

Select Pages if you want Crystal Reports to print a partial report.

When you select Pages the insertion point moves to the From edit box. Enter the first page you want to print in the From edit box and the last page you want to print in the To edit box. Crystal Reports prints the pages specified plus all the pages in between.

NOTE: To print a single page, enter the number of the page you want to print in both boxes.

Other Options

Copies

Specify the number of copies you want to print. The default is one (1) copy.

Collate copies

Leave this check box empty if you want to print multiple copies of a multiple page report in the following page order: 1,1,1,2,2,2,3,3,3, etc.

Activate this check box if you want to print multiple copies of a multiple page report in the following page order: 1,2,3...,1,2,3..., etc.


Edit Text Field dialog box

You use the Edit Text Field dialog box to insert or change the content of text fields.  You can add text, delete text, rearrange text, or change the spelling of text in any text field in your report.

Enter your text in the Enter Text edit box, and Click Accept when finished.

NOTE: You cannot copy text fields via the Windows Copy command, but you can copy freeform text using that command. That is about the only thing that you cannot do with text fields that you can do with freeform text.

Word wrap and return characters

Crystal Reports will word wrap within the space allotted if you have activated the Print on multiple lines option in the Format String dialog box. If you expand or narrow the field, word wrap will adjust to the available space (where possible), again, if the Print on multiple lines option is activated.

NOTE: If your text field includes return characters, Crystal Reports interprets them to provide the line breaks you specify in the text field (where possible).

NOTE: While the effective limit on text field size is 32K (including carriage return and line feed characters), it is recommended that text fields be used only for more manageable sized blocks of text.


Edit Report Title dialog box

Use the Edit Report Title dialog box to:

change the title that appears on the title bar of your report, and

to enter and/or edit non--printing comments that you want to accompany the report.

Using the dialog box

If you want to change the report title, enter the title in the Title edit box. If you enter a title that is too long to fit in the report title bar, the program will truncate all remaining characters once the title bar is full.

If you want to include a comment with your report, enter your comment in the Comments edit box. Word wrap is active in the edit box. Thus, on multi--line comments, Crystal Reports automatically breaks the lines so they fit within the margins of the edit box.

If you want to add to existing comments, position the I--beam cursor where you want the new text to begin, Click the left mouse button to place the insertion point, and enter your new text.

If you want to delete existing comments, place the insertion point and delete a character at a time using the Backspace or Del key. To delete blocks of text, select the text you want to remove by dragging the I--beam cursor over it. With the text selected, press the Del key.

NOTE: The Windows' Cut, Copy, and Paste commands are active in the Comments facility.

Click the Accept button when finished.


Date field conditions

When you subtotal based on changes in a Date field, Crystal Reports first sorts your data by date. Then it breaks the data into groups and prints a subtotal whenever the date condition that you select is met.

When you select a Boolean field condition from the Insert Summary, Insert Group Section, or Insert Subtotal dialog box, your options are:

for each day

Prints a subtotal whenever the date changes.

weekly

Prints a subtotal at the change from one week to the next (a week runs from Sunday through Saturday).

for each two weeks

Prints a subtotal every two weeks (weeks run from Sunday through Saturday).

for each half month

Prints a subtotal twice a month.

for each month

Prints a subtotal at the end of each month.

for each quarter

Prints a subtotal at the end of each calendar quarter.

for each half year

Prints a subtotal at the end of each calendar half year.

for each year

Prints a subtotal at the end of each year.


Boolean field conditions

When you subtotal based on changes in a Boolean field, Crystal Reports gives you a selection of Boolean conditions that can trigger a subtotal. The program first sorts your data. Then it breaks the data into groups and prints a subtotal whenever the condition you select is met.

NOTE: In the following conditions, Yes means Yes, True or 1 (depending on the Boolean format you have selected for the field) and No means No, False, or 0.

When you select a Boolean field condition from the Insert Summary, Insert Group Section, or Insert Subtotal dialog box, your options are:

on change to yes or no

Prints a subtotal whenever the value changes from Yes to No or from No to Yes.

on change to Yes

Prints a subtotal whenever the value changes from No to Yes.

on change to No

Prints a subtotal whenever the value changes from Yes to No.

on every Yes

Prints a subtotal every time the value is Yes.

on every No

Prints a subtotal every time the value is No.

on next is Yes

Prints a subtotal whenever the next value is a Yes.

on next is No

Prints a subtotal whenever the next value is a No.

Select OK when finished. Crystal Reports inserts the subtotal in the group section of your report. If you have already set up other subtotals on the same field, Crystal Reports creates a new section for the new subtotal.


Insert Group Section dialog box

You use this dialog box to set the conditions under which data is to be grouped.

The top scroll box contains a list of the fields and expressions being used in the report. Click the scroll arrow to reveal the list, and select from that list the field that you want the program to use for triggering groups.

The program will first sort report data based on this field.

Then it will go down the report and group the data whenever the value in the field changes.

If you select a date or Boolean field, the program gives you the ability to further narrow your selection. See Date and Boolean conditions below.

The next scroll box lists the two sort direction options, Ascending (1 to 9, A to Z) and Descending (9 to 1, Z to A). The default option is in ascending order. If you want to change the sort direction, Click the scroll arrow to reveal both options and make your selection from the list.

Date and Boolean conditions

When you group based on changes in a Date or Boolean field, Crystal Reports displays another scroll box at the bottom of the dialog box. This scroll box enables you to further define your grouping specification.

Date conditions

This new scroll box contains a list of date ranges that define typical grouping periods.  When you select a date condition, Crystal Reports sorts your data by date and breaks it into groups whenever the condition you select is met. Click the scroll arrow to reveal those conditions and select the condition you want. For further information, see the discussion of Date field conditions.

Boolean conditions

When you break data into groups based on changes in a Boolean field, Crystal Reports gives you a selection of Boolean conditions that can trigger a grouping. The program sorts your data and breaks it into groups whenever the condition you select is met. Click the scroll arrow to reveal those conditions and select the condition you want. For further information, see the discussion of Boolean field conditions.

When you select OK, Crystal Reports creates a group section in the Report Designer for this group, and groups your data according to the conditions you have specified.


Field Format (strings) dialog box

This dialog box appears whenever you click the String button in the Field Format section of the Options dialog box.

You use the Field Format (strings) dialog box to set default formatting specifications for string fields that appear on your report. You use this dialog box to suppress printing of duplicate string field data and to align values within string fields. You also use it as a gateway to the Format String dialog box which contains additional formatting options.

Dialog box options

Suppress if Duplicated

When activated, nothing is printed in a column of string field data if it duplicates data on the previous line; the data only prints once. For example, to print the customer number only once for each customer, activate this option for the customer number field. The value will print again on a new page.

Alignment

Alignment refers to the placement of the field value within the space allotted for the field on the report. You have the following choices:

Default

Default restores the default alignment for the field values: string fields are left aligned by default.

Left

Left places all field values flush left in the space allotted. The first character in the value is flush against the left margin of the field box. Thus, when you select Left, the first character in each value is aligned.

Centered

Centered centers the field value within the space allotted by the field box.

Right

Right places all field values flush right in the space allotted. The last character in the value is flush against the right margin of the column. Thus, when you select Right, the last character in each value is aligned.

Format String button

When you Click the Format String button, the Format String dialog box appears. You use that dialog box to specify the number of lines you want the program to use when printing each string field value.


Field Format (numbers) dialog box

This dialog box appears whenever you click the Number button in the Field Format section of the Options dialog box.

You use the Field Format (numbers) dialog box to set default formatting specifications for number fields that appear on your report. Specifically, you use this dialog box:

to suppress printing of duplicate number field data,

to set number fields to conform to Windows' default format, and

to call up the Format Number dialog box which contains additional formatting options.

Dialog box options

Suppress if Duplicated

When activated, nothing is printed in a column of number field data if it duplicates data on the previous line; the data only prints once. The duplicate value will print again on a new page if the duplicate values continue to a new page.

Use Windows Default Format

Uses the number formats from the International dialog box in the Windows' Control Panel.

Alignment

Alignment refers to the placement of the field value within the space allotted for the field on the report. You have the following choices:

Default

Default restores the default alignment for the field values: number fields are right aligned by default.

Left

Left places all field values flush left in the space allotted. The first character in the value is flush against the left margin of the field box. Thus, when you select Left, the first character in each value is aligned.

Centered

Centered centers the field value within the space allotted by the field box.

Right

Right places all field values flush right in the space allotted. The last character in the value is flush against the right margin of the column. Thus, when you select Right, the last character in each value is aligned.

Format Number button

The Format Number button takes you to the Format Number dialog box. The dialog box contains a variety of options for formatting numbers as numbers, and additional options for formatting numbers as currency.

NOTE: The currency provision is included in this dialog box to make it easier for you to work with fields from dBASE databases since dBASE doesn't offer a currency data type.


Field Format (date) dialog box

This dialog box appears whenever you click the Date button in the Field Format section of the Options dialog box.

You use the Field Format (date) dialog box to set default formatting specifications for date fields that appear on your report. Specifically, you use this dialog box:

to suppress printing of duplicate date field data,

to set date fields to conform to Windows' default format, and

to call up the Format Date dialog box which contains additional formatting options.

Dialog box options

Suppress if Duplicated

When activated, nothing is printed in a column of date field data if it duplicates data on the previous line; the data only prints once. The duplicate value will print again on a new page.

Use Windows Default Format

Uses the date formats from the International dialog box in the Windows' Control Panel.

Alignment

Alignment refers to the placement of the field value within the space allotted for the field on the report. You have the following choices:

Default

Default restores the default alignment for the field values: date fields are left aligned by default.

Left

Left places all field values flush left in the space allotted. The first character in the value is flush against the left margin of the field box. Thus, when you select Left, the first character in each value is aligned.

Centered

Centered centers the field value within the space allotted by the field box.

Right

Right places all field values flush right in the space allotted. The last character in the value is flush against the right margin of the column. Thus, when you select Right, the last character in each value is aligned.

Format Date button

The Format Date button takes you to the Format Date dialog box. The dialog box contains a variety of additional options for formatting dates.


Field Format (Boolean) dialog box

This dialog box appears whenever you click the Boolean button in the Field Format section of the Options dialog box.

You use the Field Format (Boolean) dialog box to set default formatting specifications for Boolean fields that appear on your report. Specifically, you use this dialog box to suppress printing of duplicate Boolean field data and to align Boolean fields. You also use it as a gateway to the Format Boolean dialog box which contains additional formatting options.

Dialog box options

Suppress if Duplicated

When activated, nothing is printed in a column of Boolean field data if it duplicates data on the previous line; the data only prints once. The duplicate value will print again on a new page if the duplicate data continues to a new page.

Alignment

Alignment refers to the placement of the field value within the space allotted for the field on the report. You have the following choices:

Default

Default restores the default alignment for the field values: Boolean fields are left aligned by default.

Left

Left places all field values flush left in the space allotted. The first character in the value is flush against the left margin of the field box. Thus, when you select Left, the first character in each value is aligned.

Centered

Centered centers the field value within the space allotted by the field box.

Right

Right places all field values flush right in the space allotted. The last character in the value is flush against the right margin of the column. Thus, when you select Right, the last character in each value is aligned.

Format Boolean button

When you Click the Format Boolean button, the Format Boolean dialog box appears. You use this dialog box to specify the way you want Boolean values to appear on your report.


Edit Group Section (sections) dialog box

The Edit Group Section (sections) dialog box appears when you select the Edit|Group Section command. Use this dialog box to select the group section you wish to edit.

Dialog box overview

The Sections list in the dialog box lists all of the group sections in the current report.

NOTE:  Group sections are numbered consecutively in the order created, and they appear on the list in the format:

Group #n:file.triggerfieldname

How to use the Edit Group Section (sections) dialog box

Select the section you want to format and Click OK. Crystal Reports takes you to the Edit Group Section (edit) dialog box which enables you to edit the selected section to meet your needs.


Delete Section dialog box

The Delete Section dialog box appears when you select the Edit|Delete Section command. Use this dialog box to select the group section you wish to delete.

Dialog box overview

The Sections list in the dialog box lists all of the group sections in the current report.

NOTE:  Group sections are numbered consecutively in the order created, and they appear on the list in the format:

Group #n:file.triggerfieldname

How to use the Delete Group Section dialog box

Select the section you want to delete and Click OK (or Double Click the section you want to delete. Crystal Reports deletes the selected section.


Edit Group Section (edit) dialog box

The Edit Group Section (edit) dialog box appears once you have selected a group section to edit from the Edit Group Section (sections) dialog box. Use this dialog box to change the sorting and grouping specifications (sort and group by field, sort direction, etc.) for any of the groups on your report.

Dialog box options

The top scroll box

The top scroll box contains a list of the fields and expressions being used in the report. Click the scroll arrow to reveal the list, and select from that list the field that you want the program to use for triggering group sections.

The program will first sort report data based on this field.

Then it will go down the report and group the data whenever the value in the field changes.

If you select a date or Boolean field, the program gives you the ability to further narrow your selection. See Date and Boolean conditions below.

The sort order scroll box

The next scroll box lists the two sort direction options, in Ascending order (1 to 9, A to Z) and in Descending order (9 to 1, Z to A). The default option is in ascending order. If you want to change the sort direction, Click the scroll arrow to reveal both options and make your selection from the list.

Date and Boolean conditions

When your groups are based on changes in a Date or Boolean field, Crystal Reports displays another scroll box at the bottom of the dialog box. This scroll box enables you to further define your sorting and grouping specification.

Date Conditions

This new scroll box contains a list of date ranges that define typical grouping periods.  When you select a date condition, Crystal Reports first sorts your data by date. Then it breaks the data into groups and prints a subtotal whenever the date condition that you select is met. Click the scroll arrow to reveal the list of Date conditions.

Boolean Conditions

This new scroll box contains a list of Boolean conditions that define typical grouping situations. When you select a date condition, the program first sorts your data. Then it breaks the data into groups whenever the Boolean condition you select is met. Click the scroll arrow to reveal the list of Boolean conditions.


Hide and Show

The Hide and Show options allow you to hide a report section that is showing or to show a report section that is hidden. Hide and Show are available through two methods, the right mouse [image] button menu and the Show/Hide Sections dialog box.

Right mouse [image] button menu

When you Click a visible report section in the gray area at the left of the Report Designer and then Click the right mouse button, the Hide option appears on the SpeedMenu. Click Hide and Crystal Reports hides the selected section.

When you Click a hidden report section in the gray area at the left of the Report Designer and then Click the right mouse button, the Show option appears on the SpeedMenu. Click Show and Crystal Reports redisplays the selected section.

NOTE: The Status Bar displays the name of the section the cursor is in when the cursor is in the gray area to the right of the Report Designer. This includes hidden sections. When a hidden section name appears on the Status Bar, you can Click the right mouse button and select Show from the SpeedMenu to redisplay the section.

Show/Hide Sections dialog box

1.	When you Click in the gray area at the left of any section (visible or hidden) in the Report Designer, the Show/Hide Sections option appears just below the Show or Hide option.

2.	Click Show/Hide Sections and the Show/Hide Sections dialog box appears.

3.	Each section that appears in your report is listed in the Sections list box with either an S or an H to the left of the section name. For example S [image] Details.

S means the section is currently shown.

H means the section is currently hidden.

4.	Select the section you would like to change the status of in the Sections list box.

5.	Click either the Show section or Hide section option button at the bottom of the dialog box to change the status of the section. The letter next to the section name in the Sections list box will change accordingly.

6.	Click OK, and Crystal Reports returns you to the Report Designer:

If you changed the status of a visible section to Hidden, the section will be hidden in the Report Designer.

If you changed the status of a hidden section to Show, the section will be opened and visible in the Report Designer.


Change Position command
Change Position command - right mouse button menu

This command takes you to the Graphic Position dialog box. You can use that dialog box to set the absolute position of the selected bit--mapped graphic in your report.

Dialog box options

The dialog box has two settings:

Left

--  Use Left to set the position of the left side of the graphic relative to the left edge of the section.

Top

--  Use Top to set the position of the top of the graphic relative to the top of the section.

NOTE: All settings are in either inches or centimeters, based on your settings in the International section of the Windows' Control Panel.

Insert your new settings and Click OK when finished to return to the Graphic Format dialog box.

NOTE: The numeric position of a graphic (as shown in the Graphic Position dialog box) is relative to the page margins you have set. For example, if you have set a left page margin of 1.00 inches and you place your graphic, numerically, with a Left setting of  0.5 inches, the graphic will print 1.5 inches in from the left edge of the paper, 0.5 inches in from the left margin.

NOTE: The settings displayed when you first call up this dialog box indicate the current position of the graphic in the section.

NOTE: A setting of Top = 0.00, Left = 0.00 positions the graphic flush in the upper left hand corner of the section.

NOTE: You can also reposition a graphic using a mouse if you want to determine its final position visually rather than by the numbers. For complete instructions on repositioning a graphic with a mouse, see Inserting, moving, and deleting graphics (See Personal Trainer).


Cross-Tab Group Options dialog box
Cross [image] Tab Group Option dialog box

The Cross [image] Tab Group Option dialog box enables you to modify group options for any grouped field used in the cross [image] tab report.

The dialog box displays the name of the sort and group by field in the following format:

When the report is printed, the records will be sorted and grouped by:   fieldname

In addition to the text, the dialog box contains a sort order scroll box, a condition scroll box, and, if your sort and group by field is a date field, a date used scroll box.

The sort order scroll box

The sort order scroll box lists the two sort direction options, in Ascending order (1 to 9, A to Z) and in Descending order (9 to 1, Z to A). The default option is in ascending order. If you want to change the sort direction, Click the scroll arrow to reveal both options and make your selection from the list.

The condition scroll box

When your groups are based on changes in any kind of field other than a date field, the second scroll box displays the value on any change. This means, any time the value in the specified field changes, the values are grouped. Thus, if you group on customer number, for example, a new group will start every time the customer number changes. Similarly, if you group on State, a new group will start every time the state changes. The on any change value is the only condition available with anything but date fields.

Differences when grouping on Date fields

When your groups are based on changes in a Date field, Crystal Reports activates a list of conditions in the conditions scroll box and displays a date used scroll box at the bottom of the dialog box. These scroll box es enable you to further define your sorting and grouping specification and your display specifications.

Date Conditions

This new scroll box contains a list of date ranges that define typical grouping periods.  When you select a date condition, Crystal Reports first sorts your data by date. Then it breaks the data into groups whenever the date condition that you select is met. Click the scroll arrow to reveal the list of Date conditions and select the condition you want.

Date Used

The second date scroll box lets you specify whether the program should print the first date in the period or the last date in the period when printing row or column headings. For example, if you sort and group a column by date and you select a monthly condition (meaning a new group should start every time the month changes), the program lets you decide whether the first day of each month (January 1, 1994, 2/1/94, etc.) should appear as the column heading or the last day (January 31, 1994, 2/28/94, etc.). Click the arrow to reveal your two options and select the option you want.


Cross--Tab dialog box
Cross [image] Tab dialog box

The Cross [image] Tab dialog box appears when you select File|New|CrossTab. This dialog box lets you create a crosstab report quickly and easily. Crosstabs are reports that present summarized data in a row versus column structure similar to that of a spreadsheet. These reports are easy to read, and they are particularly useful for making rapid comparisons or identifying trends.

Dialog box overview

The Cross [image] Tab dialog box makes it easy for you to set up sophisticated cross [image] tab reports in a hurry. To use this dialog box:

you select the field(s) that you want to appear as column headings and place them in the Columns box,

you select the field(s) that you want to appear as row headings and place them in the Rows box, and

you select the field that you want summarized and place it in the Summarized Field box. (A summarized field is the field whose value you want to appear at the row/column intersections and to be totalled at the end of each row and at the bottom of each column.)

NOTE: In order to print a cross [image] tab report, you must enter at least a summarized field in the Cross [image] Tab dialog box. That is the only field that is required.

NOTE:  You can have only one summarized field per cross [image] tab report.

NOTE: There is no practical limit on the number of row/column headings you can have in a Crystal cross [image] tab report. When you have selected more than one heading for a row or column, the heading at the top of the list becomes the outmost heading, the next heading on the list  falls just inside the first heading, etc. For example, if your list in the Columns box has Item at the top and Color just below it, your report will display data broken down first by item, and then, for each item, the data will be broken down by color.

Selecting, placing, and removing fields

1.	From the Fields box, select the field you want summarized and drag it into the Summarized Field box.

2.	Again from the Fields box, select whatever fields you want for row headings and drag them into the Row box.

3.	Again from the Fields box, select whatever fields you want for Column headings and drag them into the Column box.

4.	Click OK to exit the Cross [image] Tab dialog box and move to the Cross [image] Tab Designer. Once in the Designer, you can format fields, group your data, etc. to get the report the way you want it.

5.	Print your report using one of the File|Print options.

NOTE:  To add or delete report fields, you must be in the Cross [image] Tab dialog box.

NOTE: When you have multiple row headings or multiple column headings in a report, the program summarizes the data in the order in which the headings appear in their respective boxes. For example, if the top field in the Row box is State and the next field is City, the report will summarize by state and then within each state, by city.

Inverting your crosstab report

Inverting a cross [image] tab report means to exchange the headings on the horizontal and vertical axes of the report. What were column headings become row headings, and vice [image] versa. There are many reasons you might want to do this, but the most common reason  is to get the report to fit  better on a page.

To invert your cross [image] tab report:

1.	With your cross [image] tab report set up, Click the right mouse button in the gray Cross [image] tab area to the left of the Cross [image] Tab Designer edit box. A SpeedMenu appears.

2.	Select Invert Cross [image] Tab and the program inverts the report for you.

3.	Repeat the process if you want to return the report to its original format.

Grouping data in your cross [image] tab report

You can group data in your cross [image] tab report just as you do in any other report. You select a row or a column heading as your sort and group by field and the program breaks the report into a series of mini cross [image] tab reports, each one showing a single group.

To group data in your cross [image] tab report.

1.	In the Cross [image] Tab Designer, select the row or column field you want to use as your sort and group by field

2.	Select Insert|Group Section. The Insert Group Section dialog box appears.

3.	Select the sort and group by field you want to use and the sort direction and Click OK when finished. The program groups your cross [image] tab to your specifications.

Using date and Boolean fields as summarized fields

When you use date or Boolean fields as summarized fields, the program handles them differently than it does when you use them as row or column headings.

When used as row or column headings, the program prints the actual field values. (In a date field, it prints the first or last date in the period specified.)

When used as  summarized field, however, the program summarizes the values and prints a count of values (or, if you specify, some other summary), not the actual field value.

NOTE: For more complete information on creating crosstab reports, please see the CrossTab Reports topic.


Crystal Library dialog box

Crystal Services maintains a bulletin board for technical support. Using the bulletin board you can find information on a wide range of topics including updated technical information, fixes for minor problems that users have reported, and comments and advice from Crystal support technicians. We're constantly adding new files to help keep Crystal Reports the most efficient, sophisticated, but easy to use report writer available. You can download any of the bulletin board files for your own use.

Crystal Library boosts your efficiency when using the Crystal bulletin board. It allows you to download a list of files available on the bulletin board so you can review them at your leisure, off-line, and select the files of interest. When you're finished, use the Crystal Library command to call the bulletin board and download the files automatically.

To download a list of library files

1.	To download a list of library files so you can review it off-line:

2.	Select the Help|Crystal Library command. The Library dialog box appears.

3.	Select the Connect button. The Send via Modem dialog box appears with default modem settings. This dialog box is the same one that appears when you select the Connect button in the Technical Support Request dialog box.

4.	Select the correct Port and Baud Rate options if the default settings do not match those on your modem. If you are unsure about what type of modem you have, consult your modems documentation.

5.	Select the correct Phone type if the default setting does not match the one on your modem. The correct phone number is already inserted in the Number box for you.

6.	Select the Modem... button. The Modem Settings dialog box appears.

7.	Use the Modem Settings dialog box to make sure the default settings match your modems settings. If youre not sure whether the default settings are correct, consult your modems documentation.

NOTE: After youve made sure the information in the Modem Settings and Send via Modem dialog boxes is correct, you won't have to do it again unless you install a different modem on your computer.

8.	Select the OK button. The Modem Settings dialog box will disappear and you will return to the Send via Modem dialog box.

9.	Select the Update Support Database option.

10.Select the Connect button. An information box will appear, telling you that your computer is initializing your modem and making a connection with the Crystal Library.

When your computer has connected with the Crystal Bulletin Board, it will automatically download an updated list of the support database files. When this list is downloaded, you can disconnect from the bulletin board and, while you're off-line, select the files you want to download.

File Information

The size and date of each file is provided at the top of the dialog box, so you can estimate the time it will take to download it.

When you highlight a file on the list, a brief description of the file appears in the bottom half of the dialog box to help you make your selection(s).

To download support files from the bulletin board

1.	Select the Help|Crystal Library command. The Library dialog box appears.

2.	Select the file(s) you want to download by clicking on the file name(s).

3.	Select the Connect button. An information box will appear, telling you that your computer is initializing your modem and making a connection with the bulletin board.

NOTE: You must select at least one file for downloading before clicking the Connect button.

Once your computer has connected with the bulletin board, the files you have selected will be downloaded automatically. You may then disconnect from the library and use the files.


Print Date dialog box

If your report contains a Date field, you can change the date that appears in this field with the Print Date dialog box. This allows you, for example, to postdate a report that you need to print prior to the date it will be reviewed in a meeting or conference.

Print Date dialog box options:

1.	Choose the Today's Date option if you want the Date field to print the current date. The current date is determined by the settings in the Date/Time Control Panel on your Windows system.

2.	Choose the Other option to set the date that is printed by the Date field.

3.	Set the Year, Month, and Day by typing in a new value in the appropriate text box.

4.	Click OK. When the report is printed, the Date field will display the date specified.


Sorting tips and tricks

The following tips and tricks reference various sorting--related topics. Each item can be found elsewhere as part of another topic. The items are presented together here to provide easy review of many important tips, tricks, cautions, and explanations.

1.	If you group your data using the Insert|Group Section, Insert|Summary Field|Subtotal, or Insert|Summary Field|Summary command, Crystal Reports sorts your data automatically, as part of the grouping process. For example, if you sort a customer list by state, Crystal Reports first sorts the list alphabetically by state, before breaking it into state groups. In such a case, you don't have to use this command to generate the sorting.

2.	Sorting is done automatically for all groups. For example, if you group on Customer, Crystal Reports knows to sort on customer. The sorts specified in the Sort Order dialog box will take lesser precedence.

3.	When you sort by group, nothing happens to the sort order of the records within a group (as evidenced by the record numbers in the table above); only the relative positions of the groups themselves change.


Report topics tips and tricks

The following tips and tricks reference various report topics. Each item can be found elsewhere as part of another topic. The items are presented together here to provide easy review of many important tips, tricks, cautions, and explanations.

1.	As a default, Crystal Reports allows three lines for the page header and three lines for the page footer. If you need more lines than that, click the I--beam cursor in the appropriate section and press Enter one time for each additional line you want to add.

2.	For section integrity, Crystal Reports will not let you move a field outside the section in which it was originally placed. If you try to move the field to a different section, it snaps back to the section of origin when you release the mouse button. If you want to move a field to a different section of the report, delete the field in its current position (using the Delete key), and re--insert the field in the new section using the Insert|Database Field command.

3.	When you hide the Details section (using Format|Section/Hide Section), you hide everything in the Details section. You may have certain fields, expressions or string in that section that you want to appear on your final report, however. Re--enter those items in the subtotal section where they will print along with the summarized values.


Report layout and formatting tips and tricks

The following tips and tricks reference various layout and formatting related topics. Each item can be found elsewhere as part of another topic. The items are presented together here to provide easy review of many important tips, tricks, cautions, and explanations.

1.	The Default Section Font button in the Options dialog box (File|Options) gives you the opportunity to customize the Crystal Reports Report Designer to best fit your needs. When you make changes via the button, Crystal Reports simply changes the defaults so the fonts used in each section appear in the format you typically want them in. These default changes don't in any way limit the fonts available for use in any section of your report, however. You still have the ability to reformat text or field elements individually if you wish.

2.	When you change fonts, Crystal Reports automatically adjusts line and letter spacing to accommodate your change.

3.	You can change the default field formats via the File|Options command.

4.	The changes you make via the Field Formats box in the Options dialog box (File|Options) apply only to elements that you insert after you make the changes. Elements that you entered before you changed the defaults retain their previous format.

5.	Thousands separator (Format|Field/Format Number dialog box) allows you additionally to type in a character to be used as a thousands separator. The default is a comma (,). If you want to change the separator, delete the comma in the edit box and replace it with the separator of your choice.

6.	If you want to get all of the details in a group, plus the Group Start and the Group End sections, to start on a new page, there are two techniques you can use to accomplish this.

Use New Page Before in the Group Start Section, or use New Page After in the Group End section. Both techniques produce the same output except at the end of the report.

  With the first method (Group Start section), the Grand Total section prints on the same page as the last group.

  With the second method (Group End section), the Grand Total Section prints on a separate page.

7.	Not all options are available for formatting all sections. For example, New Page Before and New Page After are not available options when you are formatting the Page Header section: Crystal Reports already generates a page break before each Page Header section, and, since a header cannot stand alone on a page, there is no need for the Page Break After option.

8.	If you want to center the text over a field, or right or left align it, you can type the text into a text field and use the Format|Field alignment commands to set the alignment of the text within the text field (See Centering Text and Fields in Personal Trainer).

9. Text can be moved right and left (with the Tab and Backspace keys) and so can fields (with the Right Arrow and Left Arrow keys). By moving text and fields in concert, you should easily be able to get good alignment.

10. If you want to move several pieces of text on a given line into position (i.e., aligning titles with data fields), begin at the left. Move the leftmost text into position, reset the insertion point to the left of the second text element and move it into position, reset the insertion point to the left of the third text element, etc.

11. Crystal Reports allows you to move fields across other fields without affecting the placement of the bottom fields.

12. To align field titles with fields it's best to work from left to right. Make certain the first title is aligned with its field, then align the second title with its field, etc. Aligning, in this case, consists of aligning the left edge of the title with the left edge of the field.

13. You can hide either the Group Header section or the Group Footer section for any group by activating the Hide Section option available via the Format|Section command.

This prints only those records that don't have a null value in the EmpNum field.


Numbers (page, group, record) tips and tricks

The following tips and tricks reference various number--related topics. Each item can be found elsewhere as part of another topic. The items are presented together here to provide easy review of many important tips, tricks, cautions, and explanations.

1.	You can insert as many page number fields in your report as you wish. Page numbers may appear in any section of the report.

2.	The Format|Section command allows you to reset the page number for invoices, statements, etc.

3.	When you use Insert|Special Field|Record Number, Crystal Reports assigns a number to each record as it processes the records for printing. The number assigned represents the number of the record as it is printed. The records A, B, and C, for example, if sorted in ascending order (A to Z), will have the following record numbers: Record A = 1, Record B = 2, and Record C = 3. The same records, if sorted in descending order (Z to A), will have the following record numbers: Record C = 1, Record B = 2, and Record A = 3. The term record number thus refers to the record position in the report, not to the record position in the database from which it came; if a record changes its position in a report relative to other records, its record number changes as well. (See Insert|Special Field|Record Number)

4.	When you use Insert|Special Field|Group Number, Crystal Reports assigns a number to each group as it processes the records for printing. The number assigned represents the number of the group as it is printed. The groups A, B, and C, for example, if sorted in ascending order (A to Z), will have the following group numbers: Group A = 1, Group B = 2, Group C = 3. The same groups, if sorted in descending order (Z to A), will  have the following group numbers: Group C = 1, Group B = 2, Group A = 3. The term group number thus refers to the position of the group in the report, not to the data in the group; if a group of data changes its position in a report relative to other groups, its group number changes as well. Only the innermost groups are numbered. (See Insert|Special Field|Group Number)


Mouse, keyboard, and cursor tips and tricks

The following tips and tricks reference various mouse, keyboard, and cursor--related topics. Each item can be found elsewhere as part of another topic. The items are presented together here to provide easy review of many important tips, tricks, cautions, and explanations.

1.	You can delete text and fields using the right mouse button menus. Select the text or field you want to delete and Click the right mouse button to call up the menu. If you are deleting text, select the Clear option. If you are deleting a field, select the Delete Field option.

2.	If you have swapped left/right mouse buttons via the Control Panel, the left mouse button will activate the SpeedMenus.

3.	You can use the keyboard as well as the buttons to move around in the Print Window. Ctrl+Home moves you to the first page, Pg Up moves you to the previous page, Pg Dn moves you to the next page, Ctrl--End moves you to the last page, and Esc closes the print window.

4.	As a visual aid, the cursor changes to the shape of a tiny hand whenever it is over a jump expression in the Help facility.


Groups(subtotals, summary fields) tips & tricks

The following tips and tricks reference various group--related topics. Each item can be found elsewhere as part of another topic. The items are presented together here to provide easy review of many important tips, tricks, cautions, and explanations.

1.	Delete Section deletes both the Group Header and the Group Footer section for the selected group. You cannot use this command to delete one of the two sections but not the other. If what you want to do is to keep one of the sections from printing but not the other, you can do that using the Hide Section option under the Format|Section command.

2.	You can't sum or average a text, Boolean, or date field.

3.	You can summarize both subgroups and the report as a whole if you wish. Simply enter one summary field in a Group section and another in the Grand Totals section.

4.	When you select Insert|Special Field|Group Number, Crystal Reports assigns a number to each group as it processes the records for printing. The number assigned represents the number of the group as it is printed. The groups A, B, and C, for example, if sorted in ascending order (A to Z), will have the following group numbers: Group A = 1, Group B = 2, Group C = 3. The same groups, if sorted in descending order (Z to A), will  have the following group numbers: Group C = 1, Group B = 2, Group A = 3. The term group number thus refers to the position of the group in the report, not to the data in the group; if a group of data changes its position in a report relative to other groups, its group number changes as well. (See Insert|Special Field|Group Number)

5.	If you want to get all of the details in a group, plus the Group Start and the Group End sections, to start on a new page, there are two techniques you can use to accomplish this.

Use New Page Before in the Group Start Section, or use New Page After in the Group End section. Both techniques produce the same output except at the end of the report.

  With the first method (Group Start section), the Grand Total section prints on the same page as the last group.

  With the second method (Group End section), the Grand Total Section prints on a separate page.

6.	When you create a group, both the group header and group footer sections are given the same name so you can tell that they are tied together. The two sections are also tied together visually.

7.	You can hide either the Group Header section or the Group Footer section for any group by activating the Hide Section option available via the Format|Section command.

8.	The Insert|Summary Field|Subtotal command is simply a shortcut for setting up a summary field that adds the values in each group.

9.	Not all summary field options are available for every data type. For example, you can't sum or average text fields.

10.If you group your data using the Insert|Group, Insert|Summary Field|Subtotal, or Insert|Summary Field|Summary command, Crystal Reports sorts your data automatically, as part of the grouping process. For example, if you sort a customer list by state, Crystal Reports first sorts the list alphabetically by state, before breaking it into state groups. In such a case, you don't have to use this command to generate the sorting.

11.When you sort by group (See Personal Trainer), nothing happens to the sort order of the records within a group (as evidenced by the record numbers in the table above); only the relative positions of the groups themselves change.

12.When you format the document so that only one group appears per page, the sum for each group, the subtotal, effectively becomes the total for your document.

13.You can tell when data is grouped because two new sections appear in the Report Designer bracketing the Details section. These sections are identified with the name of the field you selected as the sort and group by field.

14.You can nest groups within groups (i.e., company within city within state, etc.).You can add additional nesting levels as needed; there is no practical limit to how many nesting levels you can set up.


Database tips and tricks

The following tips and tricks reference various database--related topics. Each item can be found elsewhere as part of another topic. The items are presented together here to provide easy review of many important tips, tricks, cautions, and explanations.

1.	When you have activated multiple databases (for example, by opening a .QBE file in Crystal Reports), the fields in the Insert Database Field dialog box are grouped by table, and each group is headed by the name of the table.

2.	The currency provision is included in the Format Number dialog box to make it easier for you to work with fields from dBASE databases, since dBASE doesn't offer a currency data type.


Command tips and tricks

The following tips and tricks reference various Crystal Reports commands. Each item can be found elsewhere as part of another topic. The items are presented together here to provide easy review of many important tips, tricks, cautions, and explanations.

1.	To speed the report building process, the Insert Database Field dialog box is set to remain on screen until you Click the Done button. The dialog box can be moved anywhere on screen that is convenient.

2.	You can change the default field formats via the File|Options command.

3.	Crystal Reports stores your default options in the file CRW.INI, located in the Windows directory.

4.	The Insert|Summary Field|Subtotal command is simply a shortcut for setting up a summary field that adds the values in each group.

5.	Delete Section deletes both the Group Header and the Group Footer section for the selected group. You cannot use this command to delete one of the two sections but not the other. If what you want to do is to keep one of the sections from printing but not the other, you can do that using the Hide Section option under the Format|Section command.

6.	The Format|Section command allows you to reset the page number for invoices, statements, etc.

7.	You can hide either the Group Header section or the Group Footer section for any group by activating the Hide Section option available via the Format|Section command.

8.	Database|File Location does not physically move the database(s). It simply directs Crystal Reports to look for the database(s) in a different location than you originally specified when setting up the report.

9.	You cannot use the Same As Report button in the File Location dialog box until you have saved the report.


Creating summary reports

Summary reports are reports that present only summarized values, leaving out the details used to arrive at those values. For example, in a report summarizing the sales generated by each sales rep, the total amount of sales for each rep would appear but not the individual orders making up the total.

Crystal Reports makes it easy to create summary reports. To do so you simply create a report, enter totals, subtotals, and summary values to fit your needs, and then turn off (suppress) the details using the Format|Section command. Here is the process.

1.	Create the report including all the fields, expressions, subtotals, grand totals, and summaries that you want. (For help in this area, refer to the topics in the Creating a report index.)

2.	Select Format|Section. The Format Section dialog box appears.

3.	Select Details (to format the Details section of your report.) A second Format Section dialog box appears.

4.	Select Hide Section and Click OK. Crystal Reports hides the Details section when it prints your report.

NOTE: When you hide the Details section you hide everything in the Details section. You may have certain fields, expressions or text in that section that you want to appear on your final report, however. Re--enter those items in the subtotal section where they will print along with the summarized values.


Creating invoices/orders/statements

Invoices, orders, statements, credit memos, and similar documents have certain requirements not typically found in other reports:

there are usually many documents created in a single run from a single file,

each document may begin on Page 1,

each document contains data about a single entity (order, transaction, customer, etc.),

each document has a "live" header (a name, address, etc. specific to the details on the document),

totals often appear only at the bottom of the page, and

the documents are often printed on pre--printed forms.

Creating documents that fit these requirements is easy using Crystal Reports.

How to create invoices/orders/statements

There are two considerations in building these kinds of reports:

creating the report itself, and

custom formatting the report to meet its specialized needs.

Creating the report

You create the report (activate the database(s), insert the fields, etc.) following the steps discussed under Creating a report. Specifically, you need to do the following:

--  activate the database(s) from which you want to draw data for the report,

--  enter the data fields necessary to create a "live" document header (a page header that for each document,

--  enter a page number field in the Page Footer section (if you want a page number to appear on each page of your document) and center it if you wish (following the procedure outlined in Centering text, fields in Personal Trainer),

--  enter the fields, expressions (for line item extensions, etc.), and text you want to appear as details in your document,

--  group the data and subtotal the groups using the Insert|Summary Field|Subtotal or Insert|Summary Field|Summary commands, and

NOTE: When you format the document so that only one group appears per page, the sum for each group, the subtotal, effectively becomes the total for your document.

Formatting the report

You format the Group Footer section of your report (the section that contains the subtotal)using the tools provided with the Format|Section command. Those tools are:

--  New Page After

--  Print at Bottom of Page

--  Reset Page Number After

Here is how the tools work together:

--  The New Page After option causes Crystal Reports to insert a page break immediately after printing each subtotal. Since subtotals appear at the end of each group, New Page After allows only one group to print per page.

--  The Print at Bottom of Page option causes the subtotals to appear only at the bottom of the page (if that's what you want), even if the details stop well up on the page. You can leave Print at Bottom of Page inactive if you want the subtotal to appear at the end of the details, even if that is well up the page.

--  The Reset Page Number After option resets the page number for the following page to 1 after it prints the group total (subtotal). You can use this option if you want the pages in your document numbered with each new document beginning with page 1.

The final product

With the report created following the suggestions in Creating the report and formatted using the options discussed in Formatting the report, Crystal Reports does the following:

--  It sorts the data, groups it, and calculates the subtotal for each group.

--  It prints a single group on each page. Each group consists of the group details (the line items of the document), the subtotal (which becomes the document total when the documents are separated ), the page header (which contains the name and address of the customer, the document date, etc.),and the page footer (which includes the page number, etc.).

--  It prints the group total at the bottom of the page (if that was your desire).

--  It resets the page number of the page following the group total (which is the first page of the next document) to one.

--  It continues this process until all of the groups in the file (each one an invoice, a statement, etc.) are printed.

Printing on preprinted forms

To print your document on preprinted forms:

1.	Place the fields, expressions, and text in positions that approximate the positions in which they should appear on the forms.

2.	Set up your preprinted forms in the printer.

3.	Print a sample to the printer to check the placement on the form.

4.	Adjust the field, expression, and text positions in Crystal Reports to correct printing misplacements.

5.	Repeat Steps 2 and 3 until the data is correctly placed.

Once the data is correctly placed in Crystal Reports and the report saved, the data should line up automatically each time you print the documents as long as you always set the paper position in the printer to the same starting point.


How to identify the "top" groups

A group is a set of records that are related to each other in some way. In a customer list, for example, a group could consist of all those customers living in the same ZIP code, or in the same state. In a sales report, a group could consist of all the orders placed by the same customer, or all of the orders generated by a specific sales rep. Crystal Reports allows you to group data in a variety of ways (see Grouping data with Crystal Reports in Personal Trainer)

One of the reasons you create reports may be to identify "top" groups: the best sales reps (in a sales report), the biggest customers (in an order report), the states with the most customers (in a customer report), etc. Identifying these "top" groups is easy with Crystal Reports following these steps:

create the report,

group the data and summarize the data in each group, and

sort the summarized groups.

Creating the report

You create the report (activate the database(s), insert the fields, etc.) following the steps discussed under Creating a report.

Grouping and summarizing the data

You group and summarize the data (sum, average, or count the values in each group, calculate the variance or standard deviation, or determine the maximum or minimum value in the group) following the steps discussed in Grouping data with Crystal Reports (See Personal Trainer).

Sorting the summarized groups

You sort the summarized groups using the steps discussed for the Report|Group Sort Order command.

Examples

An example can help to clarify this process.

Let's assume that you want to identify and rank the states/provinces in which you have the most customers. Your customer database (called company) has the following fields:

FIELD	DESCRIPTION

CUSTNUM	The customer number

CONAME	The customer name

ADDRESS	The street address

CITY	The city

STATE	The state or province

ZIP/POSTAL	The ZIP code or Canadian Postal code

To create the report

1.	First, you create the report. Let's assume that your report contains each of these fields, side by side on a single line in the Details section of the report, like this:

CUSTNUM CONAME ADDRESS CITY STATE ZIP/POSTAL

To group and summarize the data

2.	Now, you group and summarize the data. We're interested in "customers by state" so we'll start a new group in the CONAME field every time the state changes. To do that:

a.	Select the {company.CONAME} field.

b.	Select Insert|Summary Field|Summary. The Insert Summary dialog box appears.

c.	Select Count in the top scroll box (to count the customers in each group).

d.	Select company.{company.STATE} as the sort and group by field. This tells Crystal Reports to sort the data by state, and then to begin a new group each time the state changes.

e.	Leave the Sort Direction as the default, in ascending order.

f.	Press OK when finished.

To this point, Crystal Reports has sorted the data by state and created a new group whenever the state changes. The groups are currently in ascending alphabetical order by state: the group containing all the customers from Alaska comes before the group containing all the customers from Colorado.

To sort the groups

3.	To complete the process and identify the "top 10" states for customers, select Report|Group Sort Order. The Sort Order dialog box appears.

The Summary Fields box in the dialog box lists all the groups currently established on your report. Since you've only established one group, it's the only one listed in the box. It's listed this way:

Group #1: company.STATE

Count of company.CONAME

Translated this means, the {company.CONAME} field is grouped and counted every time the value in the {company.STATE} field changes.

4.	Select this as the sort group by clicking on Count of company.CONAME. That group appears in the Sort Fields box, and the Sort Direction options become active.

5.	We want to sort the groups so that those with the highest counts appear first on the list and those with the lowest counts appear last, so choose Descending.

6.	Click OK when finished. When you print your report, the state with the very highest number of customers (the highest count) is listed first, then the state with the next highest number of customers, then the state with the third highest, etc.

NOTE: When you sort by group, nothing happens to the sort order of the records within a group; only the relative positions of the groups themselves change.

7.	If you want to actually number the groups at this point, select Insert|Special Field|Group Number  and place the group number field where you want it to appear. The first group (the group with the most customers) will be given the number 1, the next group the number 2, etc.

This same basic process can be used with most reports.

See Also

Sorting report data by group (See Personal Trainer)


How to create a table

You can create attractive tables for your report quickly and easily using Crystal Reports' box and line drawing functions. A short example will demonstrate the basic principles involved.

NOTE:  If you want to reproduce this example yourself using Crystal Reports, you will find the database from which the data is drawn (detail.dbf) located in the CRW directory (or the directory where you installed Crystal Reports sample data).

To create the example table

1.	Using detail.dbf, place the following fields side by side in the Details section and resize the fields to get the look you want:

detail.ORDERNUM

detail.QTY

detail.ITEMNUM

detail.PRICE

Leave a little room between the fields so you can enter table lines.

2.	Build an expression that multiplies the detail.QTY field by the detail.PRICE field. See dBASE Help if you need instructions on using the Expression Builder.

3.	Place the expression in the Details section to the right of the detail.PRICE field.

4.	Subtotal the expression field so it prints a subtotal whenever the value in detail.ORDERNUM changes.

5.	Draw a single box around all the data in the Details section. This will place a box around each row of data that appears in the Details section of your report. (For information on drawing graphic boxes, see Creating, moving, and formatting boxes in Personal Trainer.)

6.	Draw vertical lines between each of the fields in the Details section. Each line should extend exactly from the top to the bottom of the graphic box you drew in Step 2. (For information on drawing graphic lines, see Creating, moving, and formatting lines in Personal Trainer.)

7.	Draw a single graphic box around the subtotal data.

NOTE: Make certain that the right edge of the box aligns with the right edge of the graphic box you drew in Step 5, and make certain that the left edge of the box aligns with the vertical line you drew between the last (rightmost) two fields (Step 6).

To include column headings in your table:

8.	Use the column headings that the program generated automatically or enter new headings in the Page Header section using the Insert|Text Field command.

9.	Position and size the headings to get the look you want..

10.If you are using the program--generated headings, select all of the headings by Clicking them one at a time while holding down the Shift key.

11.Select Format|Font, and then Click the Underline checkbox in the Effects section of the Font dialog box to turn the underlining off.

12.Draw a single graphic box around all of the headings. Make certain that:

  the right edge of the box aligns with the right edge of the graphic box you drew in Step 5, and

  the left edge of the box aligns with the left edge of the graphic box you drew in Step 5.

13.Draw vertical lines between each of the heading text fields. Each line should extend exactly from the top to the bottom of the graphic box you drew in Step 12, and each line should be directly above the corresponding line you drew between fields in Step 6. You can use the Status Bar coordinates to make sure the lines are directly above each other.

14.All that remains is getting rid of the big gap between the headings and the rest of the table. We get rid of this gap by hiding the group header section for the subtotal group. In the gray area at the left of the Report Designer, Click the #1: ORDERNUM -- A section, Click the right mouse button, and select Hide from the SpeedMenu that appears. Crystal Reports removes the section from the Report Designer.

NOTE:  The methods described in this tutorial are not the only methods you can use for creating tables. They were presented in order to familiarize you with some basic techniques. You may find that you can build tables with fewer boxes and lines by experimenting with techniques outlined in Using graphic boxes to highlight data (See Personal Trainer).

NOTE:  Your report prints as one table. To break it into individual tables for each order number, Click the Group Footer section (the subtotal section) and press Enter one time. This puts a space after each subtotal and breaks the table apart at the same time.

If you break the table up this way and want to have column headings with each table, create the headings using text fields, unhide the group header section (reversing Step 14) and place the text fields in that section. Draw lines and boxes around these fields as described in Steps 12 and 13.

NOTE:  If you plan to make font formatting changes , try to make those changes before you create the table. If you change font size or make other changes once you have the table in place, you may have to replace and resize lines and resize boxes to accommodate your changes.


Mailing labels and label type items

Using Crystal Reports with your printer, you can easily create:

   address labels,

shipping labels,

audiotape and videotape labels,

diskette labels,

file folder labels,

rotary file cards,

postcards,

name badges,

and a host of related items that come mounted for printing in laser, ink jet, or dot matrix printers.

These items:

--  come in a variety of shapes and sizes,

--  are mounted on single sheet and/or tractor feed paper, and

--  are laid out on the carrier paper in a number of different configurations.

Despite this diversity, Crystal Reports enables you to set up and print your data on virtually any of these label--type items quickly, and with a minimum of effort.

Creating label type items  the process

There is a three--fold process to creating mailing labels:

setting the paper size,

specifying label size and layout, and

setting up the label stock in your printer.

Setting the paper size

Paper size refers to the size of the carrier paper.

--  If you are using laser labels, your paper size will generally be standard letter size, 8 1/2 by 11 inches.

--  If you are using dot matrix labels, your paper size may also be the standard 8 1/2 by 11 inches, but it could also be any of a number of irregular paper sizes (4 1/2 by 6 inches, 4 1/2 by 12 inches, etc.)

You set the paper size (if different than the current default) via the File|Printer Setup menu option. If you need to specify a new user--defined paper size, you do that via the Printer section in the Windows Control Panel.

NOTE:  On dot matrix labels, the part of the carrier paper that includes the tractor holes should not be included in the paper size width setting. As a rule of thumb, measure the entire width of the carrier paper (including the tractor holes) and then subtract 3/4". Enter the resulting amount as your paper size.

Specifying label size and layout

Labels come in a variety of shapes and sizes and are mounted in a number of different layouts. You specify the label size, layout, and other printing parameters via the File|New|Mailing Label command.

Setting up the label stock in your printer

Crystal Reports assumes that your label stock is set up for printing. If you need help with this aspect of the process, please consult the manual that came with your printer.

General instructions for creating label--type items

This section provides step--by--step instructions for creating label--type items. The information is general in nature so as to provide guidelines for the entire range of potential uses. You can set up most popular Avery labels simply by selecting the label number of interest from the Choose Mailing Label Type scroll list in the Mailing Labels dialog box.

To create the items

1.	Select File|New|Mailing Label. The Choose Database File dialog box appears.

2.	Using this dialog box, select the database that contains the data you want to use for your mailing labels. The Mailing Labels dialog box appears.

3.	Using this dialog box, select the Avery label number of interest, or select User Defined Label and then set the page margins, label size, gaps, and printing direction.

NOTE:  The margins, label size, and gap information you provide in the Mailing Labels dialog box tell Crystal Reports:

where the labels are positioned on the carrier paper, and

where it should begin printing the first line on the label (provided you want anything printed on the first line).

You tell the program where you want the data to appear on the label by positioning the data where you want it to appear using the Label Designer

NOTE:  Not all settings apply to all labels. For example, if you're using a label  that is 15/16 inch high with a 1/16 inch horizontal gap between labels, you don't have to worry about gaps. The gaps are so insignificant that you can set your label height to the full one inch. On a laser label with a top margin of 1/3 inch and a horizontal gap of 3/16 inch, however, the margins and gaps are significant and must be entered in order to assure proper data placement on all the labels.

4.	Select OK when you're finished setting up your label specifications and the Label Designer appears along with the Insert Database Field dialog box.

  If you are printing to labels mounted on standard 8 1/2 x 11 inch paper (not counting the dot matrix tractor carrier strips), proceed to Step 13.

  If you are printing to tractor feed labels and your paper size is different than the standard 8 1/2 x 11 paper, proceed to the next step.

5.	Open the Windows Control Panel and Double Click the Printers icon. The Printers dialog box appears.

6.	With your printer highlighted in the Installed Printers scroll list, Click the Setup button. The Setup dialog box for your printer appears.

7.	Click the arrow on the Paper Size scroll box. The Paper Size scroll list appears.

  If your paper size is listed, select it and Click the OK button. That returns you to the Printers dialog box. Click the Close button, and then Exit the Control Panel and return to the Report Designer. Go directly to Step 13.

  If your paper size is not listed, select User Defined Size. The User Defined Size dialog box appears.

8.	Set up your paper size using the options in this dialog box.

Dialog box options

Unit box	Select 0.1 mm if you are setting up a metric paper size, or select 0.01 inch if your paper size is measured in inches. The Width Range and Length Range figures reflect your choice of millimeters or inches.

Width	Enter the paper width in units. Each unit is either one--tenth of a millimeter (if you selected 0.1 mm) or one one--hundredth of an inch (if you selected 0.01 inch). For example, to set up a page 850 mm wide (if you've set your units to mm), enter 850 in the Width edit box. To set up a page four inches wide (if you've set your units to inches), enter 400 in the Width edit box (1 inch = 100 units).

Length	Enter the paper length in the same way you entered the paper width.

NOTE: The User Defined Size option is not available if your printer does not support user defined sizes. See the documentation that came with Windows or your printer for more information.

9.	Click the OK button when finished, and you return to the Setup dialog box.

10.Click the OK button to return to the Printers dialog box. Once there, Click the Close button, exit the Control Panel, and return to the Label Designer.

11.Using the Insert Database Field dialog box, select the fields you want to include on your mailing labels and position them where you want them to appear on the labels. Make certain that you keep the fields within the boundaries displayed for the sample label.

NOTE:  Place fields only on the first (left) label. Crystal Reports uses that one label as an example of how you want your labels printed and it prints your data on all the labels following that example. If you enter fields on more than one label, you will get overprinting and other unsatisfactory results.

NOTE:  Changing the font, font size, or font style of your data, or using borders will have a significant impact on field placement.

NOTE:  If the fields appear to extend beyond the right edge of the sample label, you may be able to shorten the length of one or more of the fields so you can fit all of the fields into the available space. See Spacing fields (See Personal Trainer) for further information.

12.Click the Done button in the Insert Database Field dialog box when finished, and then print your labels to the print window for review. (You can, of course, do this at any time during the process.)

13.Go back and make any changes you want and print to the Print Window until the labels look just right.

NOTE:  If you need to adjust the margins, label dimensions, the gaps, the number of labels across or down the page, or the printing direction, do the following:

Select Format|Section. The Format Section/Sections dialog box appears.

Select Details and Click OK. The Format Section/Formatting dialog box appears.

Click the Label Layout button and the Mailing Labels dialog box appears.

Reset your specifications and Click OK when finished.

14.Save your mailing labels report. (Again, you can do this at any time during the process.)

15.With your labels set up in the printer, select File|Print|Printer to do a final print of your mailing labels.


Setting up labels with borders

In setting up most labels, you measure from label edge to label edge to determine label height and width. Then, if you enter label text on the top line and print your label data flush left, Crystal Reports starts printing slightly below the top edge of the label and slightly to the right of the left edge of the label.

When you use labels with borders, however, the borders often appear right where the printing might begin. Thus, if you measure these labels from edge to edge, you stand a good chance of having your text begin on top of a border instead of inside the borders.

When setting up labels that have borders, you have to factor the border into your measurements. As a general rule when working with labels with borders, treat the white space inside the border as if it alone were the label.

To set up labels with borders:

1.	Follow the general instructions for creating label--type items.

2.	When you get to Step 3 of those instructions, use the following guidelines for setting up your label in the Mailing Labels dialog box:

NOTE:  These are general guidelines only. You may want to adjust the settings to fit your specific needs after you have done some trial printing.

  Set the top margin as the distance from the top edge of the page to the inside edge of the top border,

  Set the left margin as the distance from the page edge to the inside edge of the left border,

  Set the label width to the width of the white space between the left and right border,

  Set the label height to the height of the white space between the top and bottom border,

  Set the horizontal gap as the distance between the inside edge of the right border of the first label and the inside edge of the left border of the label to its right, and

  Set the vertical gap as the distance between the inside edge of the bottom border of the first label and the inside edge of the top border of the label below it.

  Select the Printing Direction setting that fits your needs.

3.	If you are printing:

  to tractor feed labels and the paper size is different than the standard 8 1/2 x 11 paper, complete the general instructions beginning with Step 7.

  to labels mounted on standard 8 1/2 x 11 inch paper (not counting the carrier tractor holes), complete the general instructions beginning with Step 11


Setting up circular labels

Setting up circular labels is easy to do, but you have to exercise some care in the way you set up your data for printing:

the shape of the label is limiting.

--  Lines of text at the top and bottom of the label cannot be as long as a line of text in the center of the label. And

the Crystal Reports Label Designer displays only square and rectangular sample labels, so some judgment and trial printing may be necessary to place the data exactly as you want it.

To set up circular labels:

1.	Follow the general instructions for creating label--type items.

2.	When you get to Step 3 of those instructions, use the following guidelines for setting up your label in the Mailing Labels dialog box:

NOTE:  These are general guidelines only. You may want to adjust the settings to fit your specific needs after you have done some trial printing.

  Measure the distance from the top edge of the paper to the closest point on the top row of labels and enter that value as your top margin.

  Measure the distance from the left edge of the paper to the closest point on the first column of labels, and enter that value as your left margin.

  Measure either the vertical or horizontal diameter of a label, and enter that figure as the label width and again as the label height.

  Measure the smallest distance between two labels across the page and enter that as your horizontal gap.

  Measure the smallest distance between two labels down the page and enter that as your vertical gap.

  Select the Printing Direction setting that fits your needs.

3.	Select OK when you're finished setting up your label specifications, and the Label Designer appears along with the Insert Database Field dialog box. The outline of a square label appears in the Label Designer. The label outline has sides that numerically match the height and width you set for your label.

NOTE:  The label does not appear to be a square in the Label Designer but rather a rectangle that is taller than it is wide. This is necessary to provide room on the screen label to display borders, oversized fonts, etc. Rest assured:

  that Crystal Reports treats the label numerically as a square,

  that the number of printable lines available on the screen label is correct as if the outline displayed were an exact square, and

  that the program prints the label data to the dimensions of a square.

4.	If you are using labels:

  with a standard 8 1/2 by 11 carrier paper size (not counting tractor holes), proceed to Step 5  below.

  with a non--standard carrier paper size (something other than 8 1/2 by 11 not counting the dot matrix tractor strips), complete Steps 5--11 of the general instructions and then proceed to Step 5 below.

5.	Using the Insert Database Field dialog box, select the fields you want to include on your mailing labels and position them where you want them to appear on the labels.  Use the following guidelines to help you position your data properly:

  Using the down arrow key, count the number of lines on the label displayed in the Label Designer. You will know you're on the last line when the insertion point is just above the outline for the bottom of the label (or just above the cross--hatched non--printing area).

Divide the number of lines in two to get the approximate middle of your label.

Enter your label data using the middle of the label as a guide.

--  You can put your longest label line on the middle line.

--  As you move towards the top or the bottom of the label, make sure your data is progressively shorter than that on the middle line.

--  Be extremely careful entering data on the top or bottom line of a circular label. The shape of the label doesn't allow for much text at either of these points.

Complete Steps 12 -- 15 in the general instructions once you have selected and placed the data fields.

NOTE:  For best results when working with circular labels, center the field data (See Personal Trainer) where practical.


Multi--column "telephone book" reports
Multi--column telephone book reports

In a typical report, data flows in a single stream straight down the page. In a telephone book report, however, each page is divided into columns and the data flows from column to column (down the first column, then down the second column, etc.). Data in such a report is normally organized into blocks or details (for example, all the data about a given customer: customer number, company name, address, phone number, etc.). The details flow after one another in some organized fashion (numerically, by customer number; alphabetically by customer name, etc.).

To set up this kind of report:

activate the database(s) you want to use,

format the report for multiple column printing,

set up your details, and

print the report.

Activating the database(s) you want to use

For complete instructions on activating the database(s) you want to use in your report, see File|New|Report.

Formatting the report for multiple column printing

You format a report for multiple column printing using the Format|Section command.

When you format the report for multiple column printing, you specify:

the size of each detail (block of data),

the size of the gaps that you want to appear (horizontally and vertically) between details, and

the path you want the program to follow when printing your data.

To set up your report for multi--column printing:

1.	Select Format|Section. The Format Section (sections) dialog box appears.

2.	Since you want your details to appear in multiple columns, highlight the Details section and Click OK to select it. The Format Section (formatting) dialog box appears.

3.	Click the Format with Multiple Columns checkbox. This activates the Multi--Column Layout button.

4.	Click the Multi--Column Layout button and the Multi--Column Layout dialog box appears. You use this dialog box to set up a multi--column page.

5.	Enter the size of the block you want allocated for each detail. Your specifications will depend to a great degree on how many details you want to fit across and down a page.

To determine detail width:

--  start with the page width (for example, 8 1/2 inches),

--  subtract the right and left margins you intend to use or the non--printing default margins the program presets for your printer (for example, with half--inch margins, subtract the sum of both margins (one inch) from the page width. You now have a 7 1/2 inch wide working area.)

--  subtract any gap (gutter) you want to appear between side--by--side details. (For example, if you are setting up a two column report with a half inch gap between details, subtract 1/2 inch from the working area. Your new working area is 7 inches wide.)

NOTE:  Make certain you factor in the correct gap values. Remember that there is one horizontal gap on a two column report, two on a three column report, three on a four column report, etc.)

--  Finally, divide your working area by the number of columns you want to appear on your report. (For example, for a two column report, divide 7 by 2 to arrive at a detail width of 3 1/2 inches.)

To determine detail height:

--  As a rough rule for estimating detail height, use one sixth (.17) inch for each line in your detail. For example, if you will have four lines of data in each detail, begin with a detail height estimate of .68 inch (four lines times one--sixth inch per line). Increase the size of your per--line estimate if you intend to use large fonts (larger than 10 point), decrease the size if you intend to use small fonts (smaller than 10 point).

NOTE:  These methods for estimating detail size are provided only as a starting point for your work. You may want to put in some trial specifications, print to the Print Window and review your work, and then adjust your font size, detail size, gaps, and margins to get exactly the look you want.

Crystal Reports calculates and displays in the Number of Details box the number of complete details it can print across and down the page. Check the numbers displayed against your calculations and, if necessary, change the Detail Size, and/or the Gap Between Labels settings in the Multi--Column Layout dialog box, and/or the margin settings in the Printer Margins dialog box to get the number of details you want to print across and down the page.

6.	Enter the printing direction you want the program to use. For a standard telephone book report (values flow down the first column, then down the second, etc.) use Down then Across. If you prefer to have your values flow across the columns (first record in column one, second record in column two), select Across then Down.

7.	Enter the gaps you want to appear between details:

  for the horizontal gap, enter the gap value you used in your calculation of detail width in Step 5, and

  for the vertical gap, enter whatever value you think is appropriate. One sixth inch (.17 inches) is a good starting value if you're using 10 point fonts. You may want to use a larger gap if you're using a larger font size, a smaller gap if you're using a smaller font size.

NOTE:  When you select Format with Multiple Columns, the program automatically activates the Keep Section Together checkbox. With this checkbox activated, the program automatically inserts a column break before a detail if it senses that the normal column break would split the detail data between columns. The column break moves the entire detail to the next column.

Setting up your details

Once you have set up multiple column formatting, the Report Designer appears with the Details section expanded sufficiently to display an outline of your detail. The Insert Database Field dialog box also appears. Using the outline as a guide, enter the fields you want to include on your labels.

Keep all fields within the detail outline. If a field extends beyond a detail outline, you may find the program printing where you want gaps or overprinting an adjacent detail. If a field is too big to fit inside the outline, resize the field or use a smaller font. For information on resizing fields, see the discussion under Spacing Fields (See Personal Trainer). For information on changing font size, see Format|Font.

NOTE:  The detail displayed contains as many usable lines as your detail specifications allow, based on the default font for the Details section.

NOTE:  Place fields only in the outline for the first (left) detail. Crystal Reports uses that one detail as an example of how you want your details printed and it prints your data for all the details following that example. If you enter fields in the outline provided for more than one detail, you will get overprinting and other unsatisfactory results.

NOTE:  If you need to adjust the detail dimensions, the gaps, or the printing direction, select Format|Section, select the Details section from the Format Section/Sections dialog box, and Click the Multi--Column Layout button in the Format Section/Formatting dialog box. This takes you to the Multi--Column Layout dialog box where you can make the changes you want.

NOTE:  If you need to adjust the page margins, use the File|Page Margins command and reset the margins to your new specifications.


Using Group Sort, Record Sort Order together

When you group data, Crystal Reports first sorts the data and then breaks it into groups. If you have set a sort order (using the Report|Record Sort Order command) in addition to the grouping sort, the grouping sort takes precedence. In other words, the grouping sort is done first; non--grouping sorts follow, even if they were entered first. There are times in which you may not want this to happen.

Consider the following data

Customer	Item	Quantity

A	A1	4

A	A2	2

A	A2	3

A	A1	1

B	A2	4

B	A1	2

B	A1	1

B	A2	3

Assume that you want the data broken down by customer so that all Customer A data appears before Customer B data, plus, you want a quantity subtotal for each item. In other words, you want your data to look like this on the completed report:

Customer	Item	Quantity	Subtotal

A	A1	1

A	A1	4

5

A	A2	3

A	A2	2

5

B	A1	1

B	A1	2

3

B	A2	3

B	A2	4

7

Getting your data like this requires two separate sorts:

the data must be sorted by customer, and

the data for each customer must be sorted (and subtotaled) by item.

A logical approach to doing this sorting seems to be to use Report|Record Sort Order to set up {file.Customer} as a sort field, and then use Insert|Summary Field|Subtotal to subtotal {file.Quantity} every time {file.Item} changes. Unfortunately, this approach does not produce the desired results. When you use that approach, your data comes out looking like this:

Customer	Item	Quantity	Subtotal

A	A1	1

A	A1	4

B	A1	1

B	A1	2

8

A	A2	3

A	A2	2

B	A2	3

B	A2	4

12

Because the grouping sort (that is a part of the subtotaling activity) takes precedence over the customer sort (set up via Report|Record Sort Order), the sorts are performed in the wrong order to produce the results you want.

Data is first sorted by item (the grouping sort), so that all Item A1 appears before item A2.

Then the data is sorted by customer (the non--grouping sort), so that, for item A1, all customer A comes before customer B, and for item A2, all customer A comes before customer B.

Clearly you need to sort the data by customer before it is sorted by item.

How to solve this problem

To solve the problem you group your data by customer (using Insert|Group Section), and then you subtotal your data so that the Quantity field is subtotaled every time the item changes. This time, since both sorts are part of grouping activity, the sorts take place in the order in which they are entered into Crystal Reports. (To eliminate extraneous spacing caused by the extra grouping, you can hide the customer group sections using Format|Section/Hide Section.)

The steps to follow:

1.	Select Insert|Group Section. The Insert Group Section dialog box appears.

2.	In the scroll box, select the field that you want to be used as the first sort field.

3.	Set the Sort Direction to in ascending order (A to Z, 1 to 9) or in descending order(Z to A, 9 to 1) in the next scroll box, and set the Condition bottom scroll box if the field you select is a date field .

4.	Click OK when finished.

5.	Select the field that you want subtotaled.

6.	Select Insert|Summary Field|Subtotal. The Insert Subtotal dialog box appears.

7.	In the top scroll box, select the field that you want to trigger a subtotal whenever it's value changes.

8.	Set the sort direction to in ascending order (A to Z, 1 to 9) or in descending order (Z to A, 9 to 1), and set the Condition if the field you select is a date field.

9.	Click OK when finished.

10. If you want to hide the first group field, select Format|Section. The Format Section/Sections dialog box appears.

11. Select the group header section (Group header #1:) for the first group you entered, and Click OK when finished. The Format Section dialog box appears.

12. Click Hide Section and Click OK when finished.

13. Select Format|Section one more time, and select the group footer section (Group footer #1:) for the first group you entered and Click OK when finished. The Format Section dialog box appears.

14. Click Hide Section and Click OK when finished.

15. Now, when you print your report, the data will be sorted by the first sort field (the sort and group by field for the first group) and then by the second sort field (the sort and group by field for the subtotal group).

NOTE:  The data is sorted using the first sort field even though you have hidden the first group. Hiding only keeps the data from printing; it doesn't prevent the sorting from taking place.


CrossTab Reports

Use CrossTab to create a crosstab report. crosstabs are reports that present summarized data in a row versus column structure similar to that of a spreadsheet. These reports are easy to read, and they are particularly useful for making rapid comparisons or identifying trends. To illustrate, consider the following data representing only a portion of a fairly cumbersome columnar report.

CUSTOMER	ITEM	QUANTITY
A	1001	14
A	1002	43
A	1003	14
A	1101	13
A	1102	15
B	1001	48
B	1002	11
B	1003	20
B	1101	14
B	1102	13
C	1001	23
C	1002	4
C	1003	17
C	1101	1
D	1001	5
D	1002	8

The report shows the quantity of each item purchased by each customer. But its columnar format makes the report long and difficult to use when trying to compare customers' purchasing habits. Now consider the same data presented in a crosstab report:

	1001	1002	1003	1101	1102	Total
A	14	43	14	13	15	99
B	48	11	20	14	13	106
C	23	4	17	1		45
D	5	8	2	6	19	40
E	39	25	8	4	7	83
F	18	8	1	14	10	51
G	18	12	8		3	41
H	11	13	3	3	2	32
I	4				4	8
J	10	5		6	1	22
K	19	6	4		11	40
L	24	5		2	9	40
Total	233	140	77	63	94	607

This report shows the quantity of each item that was bought by each customer:.

 customers (A, B,...L) make up the row headings,

 items (1001,1002..1102) make up the column headings,

 the quantity purchased is the summarized field.

 the value at each row/column intersection is the quantity of a particular item bought by a particular customer, for example, the total number of item1102 purchased by Customer F.

 the total at the end of each row is the total of all the quantity values in that row, for example, the total number of items purchased by customer D .

 the total at the bottom of each column is the total of all the quantity values in that column, for example, the total number of item 1001 purchased by all customers.

The report is compact, and you can compare your customers' purchasing habits in a hurry.

Crosstab reports are powerful reports that can boost your efficiency, but they're easy to create using Crystal Reports.

NOTE: When you use the CrossTab command while using another report, Crystal Reports creates a new report window and opens the new report in that window. The report you were working on remains unchanged in its own window.

To build a cross [image] tab report

1.	Select File|New|Cross [image] tab. The Choose Database File dialog box appears.

2.	Select the database from which you want to create a cross [image] tab report, and Click OK when finished. The Cross [image] Tab dialog box appears.

Dialog box overview

The Cross [image] Tab dialog box makes it easy for you to set up sophisticated cross [image] tab reports in a hurry. To use this dialog box:

you select the field(s) that you want to appear as column headings and place them in the Columns box,

you select the field(s) that you want to appear as row headings and place them in the Rows box, and

you select the field that you want summarized and place it in the Summarized Field box. (A summarized field is the field whose value you want to appear at the row/column intersections and to be totalled at the end of each row and at the bottom of each column.)

NOTE: In order to print a cross [image] tab report, you must enter at least a summarized field in the Cross [image] Tab dialog box. That is the only field that is required.

NOTE:  You can have only one summarized field per cross [image] tab report.

NOTE: There is no practical limit on the number of row/column headings you can have in a Crystal cross [image] tab report. When you have selected more than one heading for a row or column, the heading at the top of the list becomes the outmost heading, the next heading on the list  falls just inside the first heading, etc. For example, if your list in the Columns box has Item at the top and Color just below it, your report will display data broken down first by item, and then, for each item, the data will be broken down by color.

Selecting, placing, and removing fields

There are two ways you can select and place a field in the Cross [image] Tab dialog box

Drag and Drop, and

using the Add/Set buttons:

Drag and Drop	To drag and drop a field, simply highlight the field name in the list in the Fields box. Then, with the cursor on the highlighted field name, depress the left mouse button and, while keeping it depressed, drag the field where you want it to go. Release the mouse key to drop the field when you get it into position.
NOTE: When you drag and drop a field on top of another field, the new field will appear in the field list beneath the old one.

NOTE: You can also drag and drop fields between the Row, Column, and Summarized Field boxes or within any of those boxes. For example, if you have two fields in the Row box and you want to reverse the order in which they appear, drag the top field onto the bottom field and the fields will reverse positions.

NOTE: If you have a field in the Summarized Field box and you drag a new field into that box, the new field will replace the old field.

Add/Set buttons	These buttons send the selected field to the specified destination (Rows box, Columns box, etc.). To use, highlight the field name in the Fields box list and Click the appropriate button to send it to the destination you want . For example, to add a highlighted field to the Columns box, Click the Add Column to Crosstab button and the program will enter the highlighted field in the Columns box.
The Cross [image] Tab dialog box contains a number of other boxes and buttons:

Remove Field from Cross [image] tab button	This button removes a highlighted field from the report. This command works with fields in the Rows, Columns, or Summarized Field boxes.
Options button	The Options button enables you to modify group options for any grouped field used in the cross [image] tab report. The Cross [image] Tab Group Options dialog box appears. Once in that dialog box you can select ascending or descending sort order, for grouped date fields you can select the date condition, and for grouped boolean fields you can select the boolean condition.
Browse Field Data button	The Browse Field Data button displays the data in a selected field. To review data in any field, highlight the field and Click the Browse Field Data button. This option works in the Rows, Columns, and Summarized Field boxes, and in the Fields box as well.
Fields box	The Fields box is similar to the Insert Database Field dialog box. It contains a list of all of the fields and expression fields that are available for use in your report. You select fields from the list and place them in either the Rows box, the Columns box, or the Summarized field box. As you place fields in your report, the program adds a list of those fields to the Fields box list under the heading report fields.
Columns box	The Columns box contains a list of all the fields that you want to use as column headings. You add fields to the list from the Fields box. These headings will appear on the horizontal (x) axis of your report.
Rows box	The Rows box contains a list of all the fields that you want to use as row headings. You add fields to the list from the fields box. These headings will appear on the vertical (y) axis of your report.
Summarized Field box	The Summarized Field box contains the field that you want summarized in your report. For example, in a report that shows the amount ordered by item by customer, the amount field is the summarized field. Values from that field will appear on the report at all the row/column intersections at which an amount is called for.
New Formula button	The New Formula button enables you to create a formula for use in your report. When you Click this button, the New Formula dialog box appears. Enter a name for your formula in that dialog box and Click OK. The Expression Builder appears. Create your formula and Click the OK button when you're finished. Your formula will appear in the Fields list under the Report Fields heading. At this point you can use it in your report just as you would use any field. NOTE: If your formula does not include fields from the open database(s), (if it's a constant formula for example [1=1]), it will not appear in the Fields list and therefore won't be available for use in your report.
Edit Formula button	The Edit Formula button enables you to edit a formula that you're using or that's available for use in your cross [image] tab report. When you highlight a formula in the Fields list or the Columns, Rows, or Summarized Field boxes and then Click this button, the program opens the Expression Builder with the highlighted formula active. Make your modifications and Click the OK button when finished. NOTE: This button is active only when you have a formula highlighted.
3.	From the Fields box, select the field you want summarized and drag it into the Summarized Field box.

4.	Again from the Fields box, select whatever fields you want for row headings and drag them into the Row box.

5.	Again from the Fields box, select whatever fields you want for Column headings and drag them into the Column box.

6.	Click OK to exit the Cross [image] Tab dialog box and move to the Cross [image] Tab Designer. Once in the Designer, you can format fields, group your data, etc. to get the report the way you want it.

7.	Print your report using one of the File|Print options.

NOTE:  To add or delete report fields, you must be in the Cross [image] Tab dialog box.

NOTE: When you have multiple row headings or multiple column headings in a report, the program summarizes the data in the order in which the headings appear in their respective boxes. For example, if the top field in the Row box is State and the next field is City, the report will summarize by state and then within each state, by city.

Returning to the Cross [image] Tab dialog box

To return to the Cross [image] Tab dialog box:

1.	Click the right mouse button while the mouse cursor is positioned in the gray area to the left of the Cross [image] Tab Designer.

2.	Select Cross [image] Tab Layout from the SpeedMenu that appears.

NOTE: Alternately, you can select Format|Section, select Cross [image] Tab from the Format Section (Sections) dialog box when it appears, Click OK, and then Click the Cross [image] Tab Layout button from the Format Section (Formatting) dialog box when it appears.

Inverting your cross [image] tab report

Inverting a cross [image] tab report means to exchange the headings on the horizontal and vertical axes of the report. What were column headings become row headings, and vice [image] versa. There are many reasons you might want to do this, but the most common reason  is to get the report to fit  better on a page.

To invert your cross [image] tab report:

1.	With your cross [image] tab report set up, Click the right mouse button in the gray Cross [image] tab area to the left of the Cross [image] Tab Designer edit box. A SpeedMenu appears.

2.	Select Invert Cross [image] Tab and the program inverts the report for you.

3.	Repeat the process if you want to return the report to its original format.

Grouping data in your cross [image] tab report

You can group data in your cross [image] tab report just as you do in any other report. You select a row or a column heading as your sort and group by field and the program breaks the report into a series of mini cross [image] tab reports, each one showing a single group.

To group data in your cross [image] tab report.

1.	In the Cross [image] Tab Designer, select the row or column field you want to use as your sort and group by field

2.	Select Insert|Group Section. The Insert Group Section dialog box appears.

3.	Select the sort and group by field you want to use and the sort direction and Click OK when finished. The program groups your cross [image] tab to your specifications.

Using date and Boolean fields as summarized fields

When you use date or Boolean fields as summarized fields, the program handles them differently than it does when you use them as row or column headings.

When used as row or column headings, the program prints the actual field values. (In a date field, it prints the first or last date in the period specified.)

When used as  summarized field, however, the program summarizes the values and prints a count of values (or, if you specify, some other summary), not the actual field value.