Microsoft Office XP Microsoft Office XP Illustrated Introductory, Enhanced Illustrated Introductory, Enhanced

ReportsReportsUsingUsing

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Plan a reportPlan a report Create a reportCreate a report Group recordsGroup records Change the sort orderChange the sort order Add a calculationAdd a calculation

ObjectivesObjectives

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Align controlsAlign controls Format controlsFormat controls Create mailing labelsCreate mailing labels

ObjectivesObjectives

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Unit IntroductionUnit Introduction

A A reportreport is an Access object used to is an Access object used to create printouts.create printouts.– The record source for an Access report The record source for an Access report

is either a table or a query objectis either a table or a query object– Reports can be formatted using Reports can be formatted using

different font styles, font colors, different font styles, font colors, headers and footers, and graphical headers and footers, and graphical elementselements

– Reports can include subtotals, Reports can include subtotals, averages, and other statisticsaverages, and other statistics

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Planning a ReportPlanning a Report

A report is often the primary tool A report is often the primary tool used to communicate database used to communicate database information.information.– A report has bound, unbound, and A report has bound, unbound, and

calculated controlscalculated controls– Reports have more sections than formsReports have more sections than forms

• A report A report sectionsection determines how often and determines how often and where controls placed within that section where controls placed within that section print in the final reportprint in the final report

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Planning a Report (cont.)Planning a Report (cont.)

Report planning guidelines.Report planning guidelines.– Determine the information (fields and Determine the information (fields and

records)records)– Determine how the fields are organizedDetermine how the fields are organized– Determine how the fields should be Determine how the fields should be

sorted and/or groupedsorted and/or grouped• GroupingGrouping is sorting records in a certain is sorting records in a certain

order with a Group Header section and order with a Group Header section and Group Footer sectionGroup Footer section

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Planning a Report (cont.)Planning a Report (cont.)

• A A Group HeaderGroup Header section contains controls section contains controls that introduce the upcoming group of that introduce the upcoming group of recordsrecords

• A A Group FooterGroup Footer section holds controls that section holds controls that calculate statistics such as subtotals for calculate statistics such as subtotals for the preceding group of recordsthe preceding group of records

– Identify other descriptive information Identify other descriptive information that needs to be placed in the reportthat needs to be placed in the report

• Items such as a Report Header, Report Items such as a Report Header, Report Footer, Page Header, and Page FooterFooter, Page Header, and Page Footer

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Planning a Report (cont.)Planning a Report (cont.)

Report sections

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Planning a Report (cont.)Planning a Report (cont.)

Report Header section

Group Header section

Group Footer section

Page Footer section

Detail section

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Creating a ReportCreating a Report

Create reports in Access using the Create reports in Access using the Report Design View or the Report Report Design View or the Report Wizard.Wizard.– The The Report WizardReport Wizard asks questions that asks questions that

guide you through the development of a guide you through the development of a reportreport

• The style and layout of the report are The style and layout of the report are determined in the Report Wizarddetermined in the Report Wizard

• How records are sorted, grouped, and How records are sorted, grouped, and analyzed are determined in the Report analyzed are determined in the Report WizardWizard

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Creating a Report (cont.)Creating a Report (cont.)

Label

Text boxes

Page headerReport header

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Creating a Report (cont.)Creating a Report (cont.)

Why reports should be based on Why reports should be based on queries.queries.– An underlying query enables you to An underlying query enables you to

easily add fields to a report or limit the easily add fields to a report or limit the number of records in the table number of records in the table

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Grouping RecordsGrouping Records

GroupingGrouping refers to sorting records on refers to sorting records on a report a report in additionin addition to providing areas to providing areas where additional controls can be where additional controls can be placed.placed.– These areas above and below the These areas above and below the

group of records are called the Group group of records are called the Group Header and Group FooterHeader and Group Footer

– Create groups using the Report Wizard Create groups using the Report Wizard and change groups in the object’s and change groups in the object’s Design ViewDesign View

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Grouping Records (cont.)Grouping Records (cont.)

Report Header

Group Header

Group Footer

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Changing the Sort OrderChanging the Sort Order

The grouping field acts as a primary The grouping field acts as a primary sort field.sort field.– Additional sort fields can be definedAdditional sort fields can be defined– When you sort records within a group, When you sort records within a group,

you order the Detail records according you order the Detail records according to a particular fieldto a particular field

– The Report Wizard prompts you for The Report Wizard prompts you for group and sort information at the time group and sort information at the time you create a reportyou create a report

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Changing the Sort Order (cont.)Changing the Sort Order (cont.)

Records sorted in

ascending order

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Changing the Sort Order (cont.)Changing the Sort Order (cont.)

Adding a field to a report.Adding a field to a report.– To add a field from the underlying table To add a field from the underlying table

or query object, click the Field List or query object, click the Field List button on the Report Design toolbarbutton on the Report Design toolbar

– Drag the field from the field list to the Drag the field from the field list to the appropriate position on the reportappropriate position on the report

• Creates a label control that displays the Creates a label control that displays the field name and a bound text box control field name and a bound text box control that displays the field valuethat displays the field value

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Adding a CalculationAdding a Calculation

Create a Create a calculationcalculation by entering an by entering an expression into an unbound text box.expression into an unbound text box.– An An expressionexpression is a combination of is a combination of

fields, operators (such as +,-,/ and *) fields, operators (such as +,-,/ and *) and functions that result in a single and functions that result in a single valuevalue

– Expressions can include a Expressions can include a functionfunction, , which is a built-in formula provided by which is a built-in formula provided by Access that helps you create a Access that helps you create a calculationcalculation

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Adding a Calculation (cont.)Adding a Calculation (cont.)

– Every calculated expression begins Every calculated expression begins with a equal sign and when it uses a with a equal sign and when it uses a function, the arguments for the function function, the arguments for the function are placed in parenthesesare placed in parentheses

– An An argumentargument is the information that the is the information that the function needs to create the final function needs to create the final answeranswer

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Adding a Calculation (cont.)Adding a Calculation (cont.)

Common expressions

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Adding a Calculation (cont.)Adding a Calculation (cont.)

Text box control

Label control

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Aligning ControlsAligning Controls

Aligning controls in columns and Aligning controls in columns and rows makes information easier to rows makes information easier to read.read.– Alignment commands:Alignment commands:

• Left, right, or center-align a control within Left, right, or center-align a control within its own border with commands on the its own border with commands on the Formatting toolbarFormatting toolbar

• Align control edges with respect to one Align control edges with respect to one another using the Align command on the another using the Align command on the Format menuFormat menu

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Aligning Controls (cont.)Aligning Controls (cont.)

Right edges of controls are aligned

Bottom edges of

controls are aligned

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Formatting ControlsFormatting Controls

FormattingFormatting enhances the appearance enhances the appearance of information.of information.– Common formatting attributes include, Common formatting attributes include,

bold, italic, underline, and fill colorbold, italic, underline, and fill color

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Creating Mailing LabelsCreating Mailing Labels

Mailing labelsMailing labels are commonly used to are commonly used to identify objects, label products, and identify objects, label products, and address mass mailings.address mass mailings.– Use the Use the Label WizardLabel Wizard to create mailing to create mailing

labels.labels.– Avery is the default label manufacturerAvery is the default label manufacturer

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Creating Mailing Labels (cont.)Creating Mailing Labels (cont.)

Click to view other label

manufacturers