Crystal Report Quick User Guide

Table of Contents
1.1 Using the Standard Report Expert ....................................................... 3 Skills Builder: Viewing the Report Gallery ............................................... 4 1.2 Previewing the Report.......................................................................... 10 Skills Builder: Previewing a Report.......................................................... 11 1.3 Designing a Report from Scratch........................................................ 12 Skills Builder: Creating a Report from Scratch...................................... 12 1.4 Inserting Fields...................................................................................... 13 Skills Builder: Inserting Fields.................................................................. 13 1.5 Browsing Field Data ............................................................................. 14 Skills Builder: Browsing a Database Field ............................................... 14 1.6 Moving and Sizing Report Objects ..................................................... 15 Skills Builder: Modifying Report Objects Using the Design Tab .......... 15 Skills Builder: Modifying Report Objects Using the Preview Tab........ 16 1.7 Placing Text Objects on the Report .................................................... 17 Skills Builder: Adding Text Objects ......................................................... 17 1.8 Saving a Report..................................................................................... 18 Skills Builder: Saving a Report ................................................................. 18 1.9 The Select Expert .................................................................................. 19 Skills Builder: Selecting a Record............................................................. 19 2.0 Removing a Report Selection............................................................... 21 Skills Builder: Removing Criteria............................................................. 21 2.1 Sorting Records..................................................................................... 22 Skills Builder: Sorting Records ................................................................. 22 2.2 Grouping Records................................................................................. 24 Skills Builder: Grouping Records ............................................................. 24 2.3 Deleting and Changing Groups ........................................................... 27 Skills Builder: Deleting a Group ............................................................... 27 2.4 Creating an Unlinked Subreport........................................................ 28 Skills Builder: Creating Unlinked Subreports......................................... 28 Creating an Unlinked Subreport............................................................... 29 Creating an Unlinked Subreport............................................................... 30 Creating an Unlinked Subreport............................................................... 31 2.5 Creating a Linked Subreport ............................................................. 32 Skills Builder: Creating Linked Subreports ............................................ 32 Creating a Linked Subreport .................................................................... 33 Creating a Linked Subreport .................................................................... 34
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Crystal Report Quick User Guide

1.1 Using the Standard Report Expert
You use the Report Gallery to create a new report. The Report Gallery offers you a choice of "experts." An expert walks you through the process of creating a report from start to finish. By using an expert, you can create a variety of reports: standard, form letter, form, crosstab, subreport, mailing label, drill down, and OLAP. You can also base a report on an existing report. Additionally, you can create a blank report if you want to build a report from scratch. You can create three types of custom reports: normal, cross-tab, and multi-column. Regardless of the type of custom report you choose, you must select the source of the data that will be exposed by the custom report. The three possible data sources are a data file, a SQL/ODBC database, and a data dictionary.

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1 Using the Standard Report Expert (cont.) Skills Builder: Viewing the Report Gallery 1. 2. Click Click to Select the New button. Using the Report Expert and select Standard.Crystal Report Quick User Guide 1. 4 .

The Data Explorer dialog box opens.1 Using the Standard Report Expert (cont. 5 .Crystal Report Quick User Guide 1. Click Database in the Standard Report Expert window. Click OK.) 3. 4. The Standard Report Expert launches.

Alternatively.) 5. the Fields tab to select the fields that will be included in the report. 9. 8.1 Using the Standard Report Expert (cont. Locate Double Click Click Click xtreme. and then click Open.mdb in the Database directory. select Find Database File. and click Add. Close. 6 .Crystal Report Quick User Guide 1. you can click Next to be directed to the Fields tab automatically. 6. Expand Database Files. Customer and Orders to include these tables in the report. 7.

You can double-click a field. This adds the database fields to the report. select it and click Add. and Contact Position. Contact Last Name. 7 .) 10. or click and drag it to include it in the report. Double Click Contact First Name.1 Using the Standard Report Expert (cont.Crystal Report Quick User Guide 1.

8 . Click to Select Red/Blue Border and click Preview Sample.1 Using the Standard Report Expert (cont.) 11. Click 13. Click the down arrow to move it back to its original location. and then click the up arrow to move the last name ahead of the first name in the report. the Style tab to select a predefined style for the report. 12.Crystal Report Quick User Guide 1. Click to Select Customer Contact Last Name.

1 Using the Standard Report Expert (cont.Crystal Report Quick User Guide 1.) 14. 9 . Click to Select All records and click OK.

Alternatively. The previous page button enables you to move one page backward at a time. • The vertical scrollbar enables you to scroll up and down on a preview page. 10 . • The horizontal scrollbar enables you to scroll from left to right on a preview page. Alternatively.Crystal Report Quick User Guide 1. you can use the up-scroll-arrow and the downscroll-arrow for the same purpose. • The next page button enables you to move one page forward at a time. • The stop button enables you to stop the transfer of a large volume of data over the network from the data source to the report computer. • The close button enables you to close the preview tool and reveal only the Design tab.2 Previewing the Report There are many tools you can use to preview a report. you can use the left-scroll-arrow and the right-scroll-arrow for the same purpose.

Crystal Report Quick User Guide 1.) Skills Builder: Previewing a Report 1. the Previous Page button. Click Click Scroll Click Click the Preview tab or the Print Preview button if you haven't done so already. 5. 2. and up and down. 11 . the Next Page button. 75% for the zoom factor. 3. 4.2 Previewing the Report (cont. by clicking and dragging the scrollbar or by clicking on the arrows. to the right and left.

a tool that enables you to add fields to the report. As a Blank Report. The Field Explorer.Crystal Report Quick User Guide 1. and click Add. appears. 12 . 2. and click Close. Database Files Find Database file Customer.3 Designing a Report from Scratch You can build a design from scratch without using an Expert. Skills Builder: Creating a Report from Scratch 1. Click Click to Select Click Click the New button. 3. 4. OK.

and click within the report. Click to Select Customer ID. and then click within the report. Move 3. and then click the Insert to Report button. and move the field symbol to the report window. Double Click 4. Click and Drag the symbol to the Details section of the report window.Crystal Report Quick User Guide 1. Contact First Name. You can double-click a field to add it to the report's design. The database field is added to the report's design. 2. Contact Last Name to an appropriate place on the report window. 13 . Clicking and dragging is the third way to add a database field to a report's design.4 Inserting Fields Skills Builder: Inserting Fields 1.

3. A unique list of the different items contained in the field is revealed.5 Browsing Field Data The Browse button enables you to browse the data contained within a field before you add that field to your report. Contact Title.Crystal Report Quick User Guide 1. and click Browse. Skills Builder: Browsing a Database Field 1. 4. 2. 8. 6. Done. 7. Click Select Click Select the Insert Fields button. Click Close Right Click Click Done. and click the Browse button. 5. 14 . the Contact First Name field representation. and then click Browse Field Data. Done. Contact Position. the Field Explorer.

Crystal Report Quick User Guide 1. 4.6 Moving and Sizing Report Objects You can change the size and placement of report objects from either the Design tab or the Preview tab. You are now viewing the representative objects for the report. and then click to select the field representation. the Contact First Name field representation. Click Click to Select Place Click and Drag Click to Select Scroll Click to Select the Design tab if you aren't already viewing the Design mode. 6. You can use the Preview mode to see how your report will look when objects are resized and moved. However. to the right. the sizing handle to the left to reduce its length. 7. the Contact First Name text object on the report window. if your report has a lot of data. modifying report objects in Preview mode will require significantly more time than modifying them in Design mode. the Contact Last Name text object. hold down the Ctrl key. and then reduce its size to match the length of the text object. 2. 3. the mouse pointer on the right-most vertical sizing handle until the pointer becomes a doubleheaded horizontal arrow. 5. 15 . Skills Builder: Modifying Report Objects Using the Design Tab 1.

and then reduce the size of both objects. Last Year’s Sales to the report. Move Click Add Close 16 . a sizing handle. 6. 2. There is no text object above the sales figures in the report. All entries beneath the Contact Last Name label are tinted gray. the Insert Fields button. 5. 9. 7. a sizing handle for either one of the selected objects. the selected objects to the left. 10. All entries beneath the Contact Last Name label are resized. Both the label and all of the subsequent entries are selected. the Contact Last Name field. and then click to select the first entry. Place Click and Drag Click to Select the mouse pointer over the selected objects so that the pointer is a four-pronged up down-right-left arrow. indicating that they've been selected. 3. the Field Explorer. 8.6 Moving and Sizing Report Objects (cont. the Contact Position label. Skills Builder: Modifying Report Objects Using the Preview Tab 1.) 8.Crystal Report Quick User Guide 1. hold down the Ctrl key. the objects. Click Click to Select Click and Drag Click to Select the Print Preview button. 4.

Crystal Report Quick User Guide 1. 2. the field symbol over the sales figures. 6. the Preview tab to view the change. Click Move Type Click Click Move Type Click Click the Insert Text Object button. 3. 9. 5.7 Placing Text Objects on the Report Text objects are used for titles and other information not bound to underlying data. Skills Builder: Adding Text Objects 1. Last Year’s Sales. Customer Information. the field symbol to the Report Header section. 4. the Design tab. Insert Text Object. 17 . and then click the mouse. The text is inserted within the report. off of the object. 8. 7.

Click Locate Type View Save the Save button. 18 . the directory in which you want to save the report.rpt.Crystal Report Quick User Guide 1. Before you save a report. it is stored in the computer's memory only.rpt for the report name and click Save. CustomerInfo1. 4. If the computer were to encounter a problem.8 Saving a Report To make a report permanent. 3. 5. the report you created with the expert as CustomerInfo2. the title bar on the report window. The new name of the saved report is visible. 2. you would have to create the report again. Skills Builder: Saving a Report 1. you must save it to disk.

the Select Expert button. the Customer. 19 .Crystal Report Quick User Guide 1. 4.9 The Select Expert You don't need to view all the data from the table or tables that underlie your report. You can select the specific records you want to include in your report. Open Click Click to Select in Design view the customer information report you built without using the Expert.Contact Position field. Click the boxes and select the values you want the record to match in the Select Expert dialog box. 2. 3. Skills Builder: Selecting a Record 1. and then click OK in the Choose Field dialog box.

Click Click OK when you are satisfied with your criteria.Crystal Report Quick User Guide 1. Refresh Data.9 The Select Expert (cont.) 5. 6. 20 .

3. and then click Refresh Data. Del.Crystal Report Quick User Guide 2. 4. Click Click Click Click the Select Expert button. the tab of the criteria you want to remove. 21 . 2.0 Removing a Report Selection Skills Builder: Removing Criteria 1. OK.

2. and then click Add. the Sort Order button. the Select Expert button and delete any existing criteria with the Del button. Customer. 7.1 Sorting Records You can sort the data within a report. Skills Builder: Sorting Records 1. Click OK. 3. and then click Refresh Data to restore all the records. 22 . Click Click Click Click Select Click to Select the Window menu and click Customer Information Report without Using an Expert.Crystal Report Quick User Guide 2.Contact Position. 5. 4. OK. Ascending to sort the records from low to high. The records are sorted by the field you specified. 6.

Orders. Click Double Click Click Click to Select Click Save Click Select the Sort Order button to add another field to the sort. Customer. 14.1 Sorting Records (cont.Crystal Report Quick User Guide 2.Order Amount.Contact Last Name. 10. 9. 11. 23 . and click OK. click Remove. 12. 13.Contact Position. and click Report3. the Sort Order button. click to select Descending. and click OK.) 8. and click OK. the Window menu. Customer. 15. the report as Orders. the Sort Order button to delete a field from the sort.

4. You can also specify that a group header is repeated on each new page so that if a group spans more than one page. you have two options. 5.2 Grouping Records One reason you group data is to create subtotals within the report.Contact Position in the first box. and then click Group. the header is repeated on each page that the group occupies. 2. Repeat Group Header On Each Page. Return Click Click Click Click to Select to Customer Information Report without Using an Expert and save changes. 24 . Customer. When you group data. in ascending order in the second box to sort the records from low to high. the Insert menu. This assumes that no group is longer than one page. You can specify that a group is kept together so that records within a group are printed contiguously on the same page. and click OK.Crystal Report Quick User Guide 2. 3. Skills Builder: Grouping Records 1.

25 . 7. Keep Group Together. 10.Crystal Report Quick User Guide 2. the report to view the changes. and then click OK. 9. 11. The Insert Group button appears on this toolbar. the Design tab to view the changes to the design incurred by the grouping.) 6.2 Grouping Records (cont. Insert Group. 8. Scroll Through Click Right Click Click to Select Scroll Through Click Click the report to view the headers for each group. 12. the Group Header and click Change Group. the Toggle Supplementary Toolbar button.

26 . Yes.2 Grouping Records (cont. click to select Repeat Group Header On Each Page. 14. Group Header #2. Select Right Click Click City.Crystal Report Quick User Guide 2. 15. and click OK.) 13. and click Delete Group.

Group Header or Group Footer.3 Deleting and Changing Groups Skills Builder: Deleting a Group 1. 4.Crystal Report Quick User Guide 2. Delete Group. 2. 5. 27 . Yes. Click Right Click Click Click Click the Design tab. OK if you receive a Drill Down warning. 3.

the Insert menu. 28 . and click Close. As a Blank Report.4 Creating an Unlinked Subreport A subreport is a report within another report. Skills Builder: Creating Unlinked Subreports 1. 6. Browse.Crystal Report Quick User Guide 2. Choose a report in the Insert Subreport dialog box. 4. Click Click to Select Double Click Click Click to Select Click the New button in Crystal Reports. 5. Employee. and locate the Top 3 Employees report. You can use Crystal Reports to create unlinked subreports. 3. and click OK. and click Subreport. 2.

10. OK. 11. and click Subreport Choose a report in the Insert Subreport dialog box. the Insert menu. Click Move Click Click to Select Click Click OK. 12. Browse. 29 . 8.Crystal Report Quick User Guide Creating an Unlinked Subreport 7. the subreport to the Report Header. and locate the Bottom 3 Employees report. 9.

18.Crystal Report Quick User Guide Creating an Unlinked Subreport 13. the Report Header margin. the Print Preview button. 22. and click OK. Move Click Click Right Click Move Click Click Right Click Type Enter the subreport to the Report Header beneath the Top 3 Employees subreport. and then click Insert Section Below. 24. @FullName to the Details section. 15. 14. the Bottom 3 Employees subreport down to Report Header b. Click Click and Drag Save and Close. the Insert Fields button. 20. 16. the Preview tab. 21.Last Name} 23. 30 .First Name} & ‘ ‘ & {Employee. 17. Formula Fields and click New. The data from the second report is overlapping the data from the first report. 19. the following formula by clicking and typing: {Employee. the Design tab to fix the display problem. FullName.

the Field Explorer. the report as Employee Summary Report.Crystal Report Quick User Guide Creating an Unlinked Subreport 25. Click and Drag Close Save Position and Extension from the Field Explorer to the Details section. and click the Preview tab. 27. 26. 31 .

6. Employee ID. 3. Orders in the Report Name box. Employee. the data within the subreport is linked to the data in the main report. As a Blank Report.Crystal Report Quick User Guide 2. and click Close. 32 . and click Subreport. Order Date. 4. OK. Report Expert. the Link tab on the Insert Subreport dialog box. 10. First Name. 7. You can use Crystal Reports to create linked subreports. the Insert menu and click Subreport.5 Creating a Linked Subreport In a linked subreport. Order ID. 14. Skills Builder: Creating Linked Subreports 1. Database. Employee ID in the Available Fields box. and Order Amount to the Report Fields list. Create a subreport. Employee ID. the Insert menu. the Fields tab. 2. 15. and click Add. 11. and Last Name from the Field Explorer to the Details section of the report. and click Close. 16. 9. 8. 13. and click OK. 12. 5. Orders. Click Click to Select Double Click Click Click and Drag Click Click to Select Type Click Click Double Click Click Add Click Click Click to Select the New button in Crystal Reports.

the subreport within the Details section. 18. Click Place Click Click Save Right Click Click to Clear OK. 33 . 23. the Print Preview button. 22.Crystal Report Quick User Guide Creating a Linked Subreport 17. the Orders subreport. 20. 19. the Design tab. and click Format Subreport. the report as Employee Information with Orders. Keep Object Together on the Common tab of the Format Editor. 21.

26. the Preview tab to view changes. Preview. 25. None in the Left. 29. 34 . 31. 28. the report. 30. Right.Crystal Report Quick User Guide Creating a Linked Subreport 24. Top. 27. OK. the Orders tab. Click Click Click Click Click Delete Click Save the Border tab. PrintDate from Report Header b. and Bottom list boxes.

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