How to Hide Social Security Numbers in MS Access 2007 Reports

Access 2007 has the option to create reports from forms and tables. There may be times when you do not want all the information entered into a form or table displayed in a report. Social Security numbers are one of the items you may not want displayed in a printed report for all to see. There are two ways to hide a Social Security Number in an Access 2007 Report.

Instructions

Delete the Column

1. Open Access 2007 and select the "Open" option in the file menu. Select the database that has the report you wish to edit, from the "Open Files" windows, and click "Open." If this is a secure database, you will need to log in before continuing.

2. Click the report title in the "Navigation" tool bar.

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3. Find the "View" section under the "Home" tab and select it. Click "Layout View."

4. Locate the "Social Security Number" column in the report and right-click the top of the column. The entire column will outlined with dashes.

5. Select "Delete" from the list provided. This may throw the printing layout off. Check the "Print View" to adjust the columns for printing.

 

6. Save the report. You can now print or export the report. To add the column back, go back to the layout view and select "Add Existing Column." Choose the "Social Security Number" column from the tool bar and drag it to the location on the report you want it displayed.

Make the Contents of the Column Invisible

7. Open the Access 2007 database and open the report you wish to edit.

8. Change the view style to "Layout View." Click the "Home" tab and select "View." Choose "Layout View" from the list.

 

9. Right-click the "Social Security Number" column and select "Properties" from the list. The "Property Sheet" is now visible on the right side of the screen.

10. Select the "Format" tab. Look down the list of options in the table. "Visible" is the second option down. Beside "Visible" is the word "Yes." Change the "Yes" to "No."

11. Save the changes to the report and view it in "Report View." The Social Security number column is still there, but there are no contents in the column. To view the Social Security numbers again, repeat the process and change the "No" to "Yes." This option will not affect any print settings for the report, because the column is still in the report.

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