If you are using an older iteration of Ms Access, Error Messages in Reports are fairly common. In this article we look to avoid them by performing some simple steps.
Like it happens with many other applications and objects, the older editions become obsolete as the new and advanced ones take over. Also old versions of software are typically more prone to errors than current ones. In the 2003 and older editions of MS Access, an error message used to appear in reports if there was no record contained in the tables or queries that the report was based on. These error messages were big distractions for all users; they not only restricted progress, but completely broke the flow, making it difficult for the user to get back to work. However, with the more recent editions of the application, like the 2007 and the 2010 edition, this problem has been done away with. If there is no data in a given table or query, it would automatically show as blank field, thus preventing any kind of distractions.
When does it usually occur?
An error message – #error, usually pops-up when one field is required to perform an operation over the other field. For example if you have to make calculations, and add data from one field to the data in another field, the message will pop – up if the other field is empty. This kind of error usually arises during calculations of any kind, which require two fields to interact with each other, if either of the two fields are empty, the error will pop up. To prevent this error from popping up every time, you will have to make changes in the settings.
How to prevent the error message from popping – up every time?
When you make calculations between two fields, you will have to make changes for all fields. If you make changes for only one of the given fields, the calculation will stop the moment it comes across a record that does not contain anything. For all fields containing a record count of 0, follow these steps.
- Decide what you want to replace the #error message with. It might be a simple ‘0’ or anything else you like. You may also choose to leave it empty, to make the report look neater and more professional.
- You can also hide the error message by evaluating HasData property of the report, this will tell you whether the report contains any data or not. Combine the results with the IIF, your results will be either one of the following equations:
-1 = Bound report with records 0 = Bound report with no records 1 = Unbound report
These are all clear and simple indications for you to understand that now you have to stop using the old editions and move ahead to using the new and updated editions of MS Access. When you move to the updated and more advanced editions, it not only makes your work easier and quicker, but also makes you feel better while using these modern applications. Sticking around the old, obsolete version is never recommended and it is wise to move to the upgraded version by easily transferring and securing your data and avoid mdb damage .
Vivian Stevens is a data recovery expert in DataNumen, Inc., which is the world leader in data recovery technologies, including repair mdf db corruption and excel recovery software products. For more information visit www.datanumen.com