Shelly Cashman: Microsoft Access 2016 Module 4: Creating Reports and Forms © 2017 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 otherwise on a password-protected website for classroom use.

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

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

Project – Reports and Forms (1 of 3) Figure 4-1: display of Account Financial Report Groups of records by account type Display of header and footers

Project – Reports and Forms (2 of 3) Figure 4-3: display of custom form

Project – Reports and Forms (3 of 3) Roadmap Group, sort, and total in a report. Conditionally format controls in a report. Filter report records. Create a multiple-table report. Create a form using the form wizard. Modify controls in a control layout on a form. Filter form records. Create mailing labels.

Report Creation (1 of 6) To Group and Sort in a Report Open the report to group and sort Right-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

Report Creation (2 of 6) 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 Figure 4-13: display of Group & Sort button with totals

Report Creation (3 of 6) To Remove the Group, Sort, and Total Pane Click the Group & Sort button to remove the Group, Sort, and Total pane Figure 4-14: display of Group, Sort & Total pane removed

Report Creation (4 of 6) To Conditionally Format Controls Click the field to conditionally format Click the Conditional Formatting 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

Report Creation (5 of 6) To Filter Records in a Report Right-click the field on which to filter Click the desired filtering option Figure 4-23: display of filter shortcut menu

Report Creation (6 of 6) 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 Figure 4-25: display of shortcut menu with value to select and ‘Clear filter from Current Due’

Multiple-Table Reports (1 of 3) 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 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

Multiple-Table Reports (2 of 3) To Create a Report that Involves Multiple Tables 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 Click the magnifying glass mouse pointer somewhere within the report to view more of the report

Multiple-Table Reports (3 of 3) To Create a Summary Report Click the Hide Details button to hide the details in the report Figure 4-47: display of Hide Details button

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 Figure 4-52: display of completed form and Close button for Account Financial Form

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 Figure 4-54: display of Stacked button

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. If you do not want to display the time, click the Include Time check box to remove the check mark Click the OK button Figure 4-56: display of Date and Time box with selected date format and time not included with OK button

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 Figure 4-58: display of Format tab with Bold button

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 Figure 4-59: display of Date control moved with four-headed arrow pointer shape indicating you can move the control by dragging

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 Figure 4-61: display of line indicating position fields will be placed when you release mouse button or finger

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 Figure 4-63: display of ‘Add Existing Fields’ button in the Design tab in the Tools group with City field highlighted on the field list

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

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 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)

Mailing Labels (2 of 2) To Create Labels Click the Next button Select the field to sort by, and then click the Add Field button Verify the name for the report Click the Finish button