Access Reports
Reports Enable printed or screen output Can generate many different reports from a single table or database Are easy to create with wizards
Types of reports Columnar (vertical) – looks like repeated forms Tabular – field names across the top, data in columns Groups, totals, and summaries – like tabular with “breaks” Mailing labels
Report Wizard Start with the wizard, then modify Create a simple report for the Contacts table Sort by LastName, then by FirstName Create a report for the Donations table and group by ContactID 1)Contact Report – Create ribbon, Report Wizard, Table=Contacts, select last name,first name, address, city (from Table Zips), zip, email – view by Contacts, no grouping, sort by last name, layout tabular (adjust the widths…) – pick a style- 2)Donations Report – Create ribbon, Report Wizard – simple report – Table=Donation, select ContactID, DonDate, DonAmt – next-Grouping: grouping options-show ContactID-next-Sort-DonDate-Summary Options-Sum-OK-Next –layout- Stepped- Portrait –next – pick a style – next – name report Anonymous Donations w/sum Report
More Complex Reports Create a Donation Summary report using both tables View by Donation Group by quarter Change to “by Month” – note that headers are not changed DonSummaryReport using two tables: Report Wizard – Table-Donation – select Don Date – Table:Contact – select last name, first name, -Table: Donation – select donation amount. View by Donations – Grouping: grouping options – donation date and quarter (use drop down)- Sort Order & Summary Info: Donation date, last name – XSummary Options- sum/avg/min/max/ Xdetail & Summary – XCalculate percent – Layout: Outline & landscape– pick a style – Name Report: Donations Summary Report--- Design view, Design ribbon: Group and Sort, by Group on DonDate click on More>, change “by quarter” to “by month”, edit DonDate header: space out, change Quarter to Month and change “Qq” to “Mm”
More Complex Reports (cont’d) Want page breaks? Insert where you want it View in Print Preview Modify the report to select only 1/1/14 – 1/31/14 Select the report Properties Click on the Data tab… NEED PAGE BREAKS: Design View – first move footer down to make space to insert page break symbol. Design ribbon, Controls area, click on Page Break tool, insert just after summary info. View in Print Preview to see page breaks. Save Report before modifying. In design view, select Report Properties toolbar button – click on Data tab – click the ... by the Record Source – add criteria to appropriate fields (in donations report type the following under donation date field…. Between 1/1/14 and 1/31/14)
More Complex Reports (cont’d) Click on the … by the Record Source Add Criteria to the appropriate fields Save the Query and rerun the report Save the report
What’s Next? Customizing More complex queries Custom forms Custom reports More complex queries