From and Report

Report A report is an object in Microsoft Access that is used to display and print your data in an organized manner. Reports offer a way to view, format, and summarize the information in your Microsoft Access database. For example, you can create a simple report of phone numbers for all your contacts, or a summary report on the total sales across different regions and time periods. The Navigation Pane is where you can find all of the saved reports in the database. To view your reports, make sure that all objects are visible in the Navigation Pane.

What can you do with a report? A report is a database object that comes in handy when you want to present the information in your database for any of the following uses: Display or distribute a summary of data. Archive snapshots of the data. Provide details about individual records. Create labels. Dr. Anup Kumar

A report consists of information that is pulled from tables or queries, as well as information that is stored with the report design, such as labels, headings, and graphics. The tables or queries that provide the underlying data are also known as the report's record source. If the fields that you want to include all exist in a single table, use that table as the record source. If the fields are contained in more than one table, you need to use one or more queries as the record source. Dr. Anup Kumar

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Sections of a Report Dr. Anup Kumar Report Header Appear Top of every page displays the report title. Page Header displays the headings (field labels) for each column. Page Footer displays the page number and total number of pages. Detail Section Appears between the page header and page footer and displays the records from the table or query. Report Footer optional. Appears on the last page of the report and displays summary information such as grand totals. Dr. Anup Kumar

Sections of a Report Dr. Anup Kumar Report Header Appears at the top of the first page and displays the report title. Page Header Appears at the top of every page and displays the headings (field labels) for each column. Page Footer Appears at the bottom of every page and displays the page number and total number of pages. Detail Section Appears between the page header and page footer and displays the records from the table or query. Report Footer This section is optional. Appears on the last page of the report and displays summary information such as grand totals. Dr. Anup Kumar

Parts of a report Report Header   This section is printed just once, at the beginning of the report. Use the report header for information that might normally appear on a cover page, such as a logo, a title, or a date. When you place a calculated control that uses the Sum aggregate function in the report header, the sum calculated is for the entire report. The report header is printed before the page header. Page Header   This section is printed at the top of every page. For example, use a page header to repeat the report title on every page. Group Header   This section is printed at the beginning of each new group of records. Use the group header to print the group name. For example, in a report that is grouped by product, use the group header to print the product name. When you place a calculated control that uses the Sum aggregate function in the group header, the sum is for the current group. You can have multiple group header sections on a report, depending on how many grouping levels you have added. For more information about creating group headers and footers, see the section Add grouping, sorting, or totals. Detail   This section is printed once for every row in the record source. This is where you place the controls that make up the main body of the report. Group Footer   This section is printed at the end of each group of records. Use a group footer to print summary information for a group. You can have multiple group footer sections on a report, depending on how many grouping levels you have added. Page Footer   This section is printed at the end of every page. Use a page footer to print page numbers or per-page information. Report Footer   This section is printed just once, at the end of the report. Use the report footer to print report totals or other summary information for the entire report.

Dr. Anup Kumar

Report using Design View Record Source property Let's take a few moments to explore some of the more commonly used properties for a Report object in Access 2007. The Record Source property sets the source of the data for the report. The Record Source property can be set to a table name, query name, or you can build your own SQL statement by invoking the Query builder (ie: clicking on the button with the three dots to the right of the Record Source property). Dr. Anup Kumar

Dr. Anup Kumar

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Now when you return back to the Properties window for the Report object, you should see your SQL in the Record Source property.

Parts of a report Dr. Anup Kumar Section How the section is displayed when printed Where the section can be used Report Header At the beginning of the report. Use the report header for information that might normally appear on a cover page, such as a logo, a title, or a date. When you place a calculated control that uses the Sum aggregate function in the report header, the sum calculated is for the entire report. The report header is printed before the page header. Page Header At the top of every page. Use a page header to repeat the report title on every page. Group Header At the beginning of each new group of records. Use the group header to print the group name. For example, in a report that is grouped by product, use the group header to print the product name. When you place a calculated control that uses the Sum aggregate function in the group header, the sum is for the current group. You can have multiple group header sections on a report, depending on how many grouping levels you have added. For more information about creating group headers and footers, see the section Add grouping, sorting, or totals. Detail Appears once for every row in the record source. This is where you place the controls that make up the main body of the report. Group Footer At the end of each group of records. Use a group footer to print summary information for a group. You can have multiple group footer sections on a report, depending on how many grouping levels you have added. Page Footer At the end of every page. Use a page footer to print page numbers or per-page information. Report Footer At the end of the report. NOTE:  In Design view, the report footer appears below the page footer. However, in all other views (Layout view, for example, or when the report is printed or previewed), the report footer appears above the page footer, just after the last group footer or detail line on the final page. Use the report footer to print report totals or other summary information  Dr. Anup Kumar