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Course goals
Create tabular reports. Group the data in a report. Create stacked reports. Use Layout view and Design view to change a report.
Create reports
Reports are the end product of your database. They combine the raw facts in your database with enough information to give those facts meaning, and they present the results visually. Reports are also the best way to format and print your data, and theyre a good way to summarize data.
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Create reports
Header sections can appear at the top of a report, or in the case of Page Header sections, at the top of each page in the report. If you want to group the data in a report, youll see a Group Header. The section will list the fields on which you group your data.
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The Detail section is the body of your report, the data your users need to see. All reports must have a detail section. Footer sections can appear in several places. For example, you can create group footers that display sums, counts, or averages for a group of data.
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Create reports
Start by deciding on the data you need to include in the report, and then on the sections you want in the report. For example, all reports need a detail section, but do you need a header? How about grouping? From there, you decide on a layout.
Create reports
Tabular layouts resemble spreadsheets. Use them when you need to present your data in a simple list format. Stacked layouts resemble the forms you fill out at a bank or when you buy something online. Use a stacked layout when your report contains too many fields to display in tabular form.
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Create reports
Mixed layouts use elements from tabular and stacked layouts. Justified layouts use the full width of your report page and display information as compactly as possible. You use this layout when you need to display a large number of fields.
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Create reports
Like the Form tool that you saw in the previous course, the Report tool automatically creates a report that is bound, or connected, to a single data source, either a table or query. All you have to do is select the table or query and click a button.
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Create reports
In the Navigation Pane, select the table or query that you want to use as the data source for the report. Click the Create tab, and in the Reports group, click Report. Access creates a report that includes all the fields in your data source.
Create reports
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The report opens in Layout view, which gives you a chance to change it. While you work, you can switch to Report view at any time to view your changes.
Create reports
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For example, if you want to know which supplier provided a given set of computers, then grouping your assets by supplier can give you that information quickly and easily.
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Open your report in Layout view. On the Format tab, in the Grouping & Totals group, click Group & Sort. The Group, Sort and Total pane appears below your report. Click Add a group, and then select the field by which you want to group your data. Access groups your data to reflect your choice.
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Create reports
If you want to sort your data, click Add a sort, select a field, and again Layout view shows you your changes.
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For example, you can calculate how much you spent on a given model of desk or office chair.
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With your report still open in Layout view, click a grouping level, and then click More. Locate the totaled field and click the arrow next to it.
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Use the Totals dialog box to select the field you want to calculate, the type of calculation you want to use, such as a sum or average, and to set options such as subtotals and grand totals. When you finish, your report displays the calculations.
Create reports
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You drag fields from a list, arrange them to your liking, and group them.
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On the Create tab, in the Reports group, click Blank Report. Access creates a blank report and displays the Field List task pane. In the Field List task pane, open the table you want to use as a data source, then drag fields to the report. Access automatically uses the tabular layout.
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Create reports
If you want to use a different layout, highlight the fields in the report by pressing SHIFT and clicking each field header, and then...
On the Arrange tab, in the Control Layout group, click Stacked. Access rearranges the fields.
Create reports
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Click the Create tab, and in the Reports group, click Report Wizard. Complete the wizard. As part of that, you select a data source, and then ...
the fields you want to use, grouping options, a style, and more.
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Layout view works best when you need to change the look and feel of a report. For example, you can rearrange fields, change their sizes, or apply a pre-made style. In contrast, Design view gives you control over every facet of your report. For example, you can add text boxes that display the date and time that you ran a report.
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Create reports
To open a report in Layout view, go to the Navigation Pane, right-click the report, and click Layout View. Use the commands in the Format, Arrange, or Page Setup tabs. For example, on the Format tab, in the AutoFormat group, click a style to apply it to the report.
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Follow the same steps to open a report in Design view. Once youre there, you can insert a number of controls, such as check boxes or date and time controls.
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Test question 1
All reports must contain which of the following? (Pick one answer.)
1. A title section.
2. A date/time section. 3. A detail section. 4. A footnote section.
Create reports
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Test question 2
You can add controls to a report when working in Design view. (Pick one answer.)
1. True. 2. False.
Create reports
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Test question 3
Whats the really important thing to remember when designing reports? (Pick one answer.)
1. They must be clear and easy to understand. 2. They must contain a date and time. 3. They must group data in some way. 4. They must use all the available report sections.
Create reports
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