Shelly Cashman: Microsoft Access 2019

Module 4: Creating Reports and Forms

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 Objectives (1 of 2)

• Create reports and forms using wizards

• Modify reports and forms in Layout view
• Group and sort data in a report
• Add totals and subtotals to a report
• Conditionally format controls
• Resize columns
• Filter records in reports and forms

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in part, except for use as permitted in a license distributed with a certain product or service or 2
otherwise on a password-protected website for classroom use.
 Objectives (2 of 2)

• Print reports and forms

• Apply themes
• Add a field to a report or form
• Add a date
• Change the format of a control
• Move controls
• Create and print mailing labels

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in part, except for use as permitted in a license distributed with a certain product or service or 3
otherwise on a password-protected website for classroom use.
 Project—Reports and Forms (1 of 3)

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in part, except for use as permitted in a license distributed with a certain product or service or 4
otherwise on a password-protected website for classroom use.
 Project—Reports and Forms (2 of 3)

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in part, except for use as permitted in a license distributed with a certain product or service or 5
otherwise on a password-protected website for classroom use.
 Project—Reports and Forms (3 of 3)

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in part, except for use as permitted in a license distributed with a certain product or service or 6
otherwise on a password-protected website for classroom use.
 Report Creation (1 of 7)

• To Group and Sort in a Report

• Right-click the report to produce a shortcut menu
• Click Layout View
• Click the Group & Sort button to display the Group, Sort, and
Total pane
• Click the “Add a group” button to add a group
• Click to select the field for grouping and group the records on
the selected field
• Click the “Add a sort” button to add a sort
• Click the field on which the records in each group will be
sorted

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in part, except for use as permitted in a license distributed with a certain product or service or 7
otherwise on a password-protected website for classroom use.
 Report Creation (2 of 7)

• To Add Totals and Subtotals

• Click the column in the report to total
• Click the Totals button to display the list of available
calculations
• Click the desired calculation

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in part, except for use as permitted in a license distributed with a certain product or service or 8
otherwise on a password-protected website for classroom use.
 Report Creation (3 of 7)

• To Remove the Group, Sort, and Total Pane

• Click the Group & Sort button to remove the Group, Sort, and
Total pane

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in part, except for use as permitted in a license distributed with a certain product or service or 9
otherwise on a password-protected website for classroom use.
 Report Creation (4 of 7)
• To Conditionally Format Controls
• Click the field to conditionally format
• Click the Conditional Formatting button to display the Conditional
Formatting Rules Manager dialog box
• Click the New Rule button to display the New Formatting Rule dialog box
• Click the arrow to display the list of available comparison operators
• Click the desired comparison operator
• Click the box for the comparison value, and then type the desired
comparison value
• Click the Font Color arrow to display a color palette
• Click the desired color to select the color
• Click the OK button to enter the rule
• Click the OK button to complete the entry of the conditional formatting
rules and apply the rule
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in part, except for use as permitted in a license distributed with a certain product or service or 10
otherwise on a password-protected website for classroom use.
 Report Creation (5 of 7)

• To Filter Records in a Report

• Right-click the field on which to filter
• Click the desired filtering option

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in part, except for use as permitted in a license distributed with a certain product or service or 11
otherwise on a password-protected website for classroom use.
 Report Creation (6 of 7)

• To Clear a Report Filter

• Right-click the filtered field
• Click the Clear filter command on the shortcut menu to clear
the filter and redisplay all records

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in part, except for use as permitted in a license distributed with a certain product or service or 12
otherwise on a password-protected website for classroom use.
 Report Creation (7 of 7)

• The Arrange and Page Setup Tabs

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in part, except for use as permitted in a license distributed with a certain product or service or 13
otherwise on a password-protected website for classroom use.
 Multiple-Table Reports (1 of 8)

• To Create a Report that Involves Multiple Tables

• Click the table in the Navigation Pane to select it
• Click the Report Wizard button to start the Report Wizard
• Select the desired fields and click the Add Field button to add
the field(s) to the report
• Click the Tables/Queries arrow, and then click the desired table
to add to the report
• Select the desired fields and click the Add Field button to add
the field(s) to the report
• Click the Next button three times
• Click the arrow in the text box labeled 1 and then click the field
on which to sort the report
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in part, except for use as permitted in a license distributed with a certain product or service or 14
otherwise on a password-protected website for classroom use.
 Multiple-Table Reports (2 of 8)

• To Create a Report that Involves Multiple Tables (cont.)

• Click the Summary Options button to display the Summary
Options dialog box
• Click the check boxes to calculate the desired calculations
• Click the OK button
• Click the Next button, and then select the desired layout and
orientation
• Click the Next button to move to the next Report Wizard
screen, and then type the desired report title
• Click the Finish button to produce the report

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in part, except for use as permitted in a license distributed with a certain product or service or 15
otherwise on a password-protected website for classroom use.
 Multiple-Table Reports (3 of 8)

• To Modify the Report

• Click the View button arrow and then click Layout View
• Click a field to modify
• Point to the left border until the pointer becomes double-
headed arrow, then drag the pointer to the right to make the
control smaller
• Do the reverse to make the control bigger
• Use the magnifying glass pointer to zoom in on various
positions within the report
• Click View button arrow, then click Print Preview to view the
report
• Save and click close
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in part, except for use as permitted in a license distributed with a certain product or service or 16
otherwise on a password-protected website for classroom use.
 Multiple-Table Reports (4 of 8)

• To Create a Report in Layout View by Creating a Blank

Report
• Click CREATE on the ribbon to display the Create tab
• Click the Blank Report button
• If a field list does not appear, click “Add Existing Fields” button
• If tables do not appear, click “Show all tables”
• Click desired table to display field list
• Drag desired fields to the report positioning as desired
• Add a title
• Save the report

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in part, except for use as permitted in a license distributed with a certain product or service or 17
otherwise on a password-protected website for classroom use.
 Multiple-Table Reports (5 of 8)

• Using Themes

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in part, except for use as permitted in a license distributed with a certain product or service or 18
otherwise on a password-protected website for classroom use.
 Multiple-Table Reports (6 of 8)

• To Assign a Theme to All Objects

• Open any report of form in Layout view
• Click the Themes button to display the Theme picker
• Click the desired theme
• To Assign a Theme to a Single Object
• Open the specific report or form in Layout view
• Click the Themes button to display the Theme picker
• Right-click the desired theme to produce a shortcut menu
• Click the Apply Theme to This Object Only command

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in part, except for use as permitted in a license distributed with a certain product or service or 19
otherwise on a password-protected website for classroom use.
 Multiple-Table Reports (7 of 8)

• Live Preview for Themes

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in part, except for use as permitted in a license distributed with a certain product or service or 20
otherwise on a password-protected website for classroom use.
 Multiple-Table Reports (8 of 8)

• To Create a Summary Report

• Click the Hide Details button to hide the details in the report

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in part, except for use as permitted in a license distributed with a certain product or service or 21
otherwise on a password-protected website for classroom use.
 Form Creation (1 of 8)
• To Use the Form Wizard to Create a Form
• Open the Navigation Pane and select the table on which to create the form
• Click the Form Wizard button to start the Form Wizard
• Add the desired fields to the form
• Click the Next button
• Select the desired layout, click the Next button, and then type the desired form
title
• Click the Finish button to complete and display the form

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in part, except for use as permitted in a license distributed with a certain product or service or 22
otherwise on a password-protected website for classroom use.
 Form Creation (2 of 8)

• To Place Controls in a Control Layout

• Click the first control on the form, and then select the
remaining controls while holding down the SHIFT key
• Click the Stacked button to place the controls in a stacked
layout

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in part, except for use as permitted in a license distributed with a certain product or service or 23
otherwise on a password-protected website for classroom use.
 Form Creation (3 of 8)
• To Enhance a Form by Adding a Date
• Click the “Date and Time” button to display the Date and Time dialog box
• Click the option button for the desired date format
• If desired, click the option button for the time format you want to include.
• Click the OK button

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in part, except for use as permitted in a license distributed with a certain product or service or 24
otherwise on a password-protected website for classroom use.
 Form Creation (4 of 8)

• To Change the Format of a Control

• Click the control of which you want to change the format
• Click the desired formatting option(s) on the Form Layout Tools
Format tab

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in part, except for use as permitted in a license distributed with a certain product or service or 25
otherwise on a password-protected website for classroom use.
 Form Creation (5 of 8)

• To Move a Control
• Point to the control to move so that the pointer changes to a
four-headed arrow and then drag the control to the desired
location

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in part, except for use as permitted in a license distributed with a certain product or service or 26
otherwise on a password-protected website for classroom use.
 Form Creation (6 of 8)
• To Move Controls in a Control Layout
• Click the first label/field to move, hold the SHIFT key down, and then
click the remaining labels and fields to move
• Drag the fields to the desired location
• Release your finger or the mouse button to complete the movement
of the fields

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in part, except for use as permitted in a license distributed with a certain product or service or 27
otherwise on a password-protected website for classroom use.
 Form Creation (7 of 8)

• To Add a Field
• Click the “Add Existing Fields” button to display a field list
• Drag the field to add to the desired position on the form
• Click the “Add Existing Fields” button to remove the field list

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in part, except for use as permitted in a license distributed with a certain product or service or 28
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 Form Creation (8 of 8)

• To Filter and Sort Using a Form

• Click the Advanced button to display the Advanced menu
• Click “Advanced Filter/Sort” on the Advanced menu
• If necessary, resize the field list so that all the fields appear
• Add the desired fields to the grid
• Select the desired sort order
• Add the criterion to the desired field
• Click the Toggle Filter button to filter the records

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in part, except for use as permitted in a license distributed with a certain product or service or 29
otherwise on a password-protected website for classroom use.
 Mailing Labels (1 of 2)

• To Create Labels
• Click the Labels button to display the Label Wizard dialog box
• Select the desired unit of measure, and the proper label
manufacturer
• Scroll through the label types and then click the label type
matching the labels you want to create
• Click the Next button, two times
• Click the field(s) you want to add to the label, tapping or
clicking the desired position in the prototype label before
adding the field(s)

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in part, except for use as permitted in a license distributed with a certain product or service or 30
otherwise on a password-protected website for classroom use.
 Mailing Labels (2 of 2)

• To Create Labels (cont.)

• Click the Next button
• Select the field to sort by, and then click the Add Field button
• Click the Next button
• Verify the name for the report
• Click the Finish button

© 2020 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or
in part, except for use as permitted in a license distributed with a certain product or service or 31
otherwise on a password-protected website for classroom use.