Reports and Forms Second Term, 2018-19 BUS2206 Access Lab Reports and Forms Second Term, 2018-19

Part II Reports

Reports: Introduction (1) One of the important features of Database Management software is to produce management reports. Reports are constructed based on tables or queries. If it is based on a query, the result of the query will be captured as the output and the query is run in the background. If it is based on a table, the data of the table is output directly to the report.

Reports: Introduction (2) There are two ways to construct a report: Manually place data items in the report. It allows you full control of the look and feel of the report. However, this is a more time consuming process. Access automates the report creation process for you. This is a faster and simpler process but you have less control of the report’s look and feel. We will take the second approach in this module.

Report created from a table (1) P. 38 Step 2: Click the Create tab. Step 3: Click the Report button. Step 1: Select the table.

Initial report from the table (2)

Reports: Select Group & Sort Button (3) Step 1: Select the Design tab. Step 2: Click the Design & Sort button. Step 3: Click the “Add a group” button.

Reports: Select the Employee ID (4) Step 4: Select the Employee ID.

Reports: Employee ID grouped(5)

Reports: Sum of Hours of Employees (6) Select the Total button.

Reports: Report View (7) Step 1: Click the View button. Select Print View. Or select one of the report view here.

Finished Report(8)

Reports: Change Report Logo (1) P.41 Change Report Logo to Lingnan Logo Step 1: Highlight the Logo.

Reports: Change Report Logo (2) Step 1: Select the Design tab. Step 2: Click the Logo button.

Reports: Select Logo file (3) This is the Logo file from desktop

Reports: Scale down the Logo (4) Step 1: Right click the Logo and select properties from the menu Step 2: Change size mode from clip to stretch. Lingnan logo too big To fit.

Reports: Scale Logo size (5) Change size mode from clip to stretch. Lingnan logo fits this time.

Reports: Update Report Title(1) In layout view, select the title and start edit.

Reports: Update Report Title(2) Edited title We can save the report at this point. Name the Report with _R as the suffix.

Reports: Report Saved Name the Report with _R as the suffix.

Report based on a Query (1) P. 42

Result of the new query (2)

Report created using the query (3) Select this button Layout view

Select Last Name for the report (4)

Report with repeated First Name (5) Drag and drop the first name up to last name row will remove the repeated first name.

Result of drag and drop (6) No more repeated first name

Final Result in Report View (7)

Part IV Forms

Forms: Introduction Forms are used for data entry in a controlled manner. Forms provides additional data protection features. We usually do not enter data directly to tables since they do not provide data protections. We can create a form from a table or a query. We can also create a subform within a form. We will create a form from the table: Employee_T; and a subform from table “Hours Worked_T”.

Forms: Create a form from a table (1) P. 46 Step 2: Click the Create tab. Step 3: Select the Form button Step 1: Select a table.

Forms: Result of the form creation(2)

Forms: Adjust the width of the fields (3) To adjust the field width: 1. Switch to design view 2. Highlight all fields 3. Then, adjust the width accordingly. Design view

Forms: To add a subform (4) Step 3: Subform Wizard shows up. Then, click next and click finish. Step 1: Select a table. Step 2: Drag and drop the selected table to the form.

Forms: Clean up the Subform (5) Step 1: Delete the subform title Step 2: Delete Employee ID

Forms: Clean version of the Subform (6)

Forms: Form View of the Subform (7) New Hours record can be added New Employee record button

Forms: Add new Employee Records (8) Step 2: New records show up Step 1: New Employee record button

Forms: Save with _F and Edited Title (9)

End of Access Report and Form Lab