© Paradigm Publishing, Inc. 1

2 Access 2010 Level 1 Unit 2Creating Forms and Reports Chapter 6Creating Reports and Mailing Labels

© Paradigm Publishing, Inc. 3 Creating Reports and Mailing Labels  Create a Report Create a Report  Customize a Report Customize a Report  CHECKPOINT 1 CHECKPOINT 1  Group and Sort Records Group and Sort Records  Create a Report Using the Report Wizard Create a Report Using the Report Wizard  Prepare Mailing Labels Prepare Mailing Labels  CHECKPOINT 2 CHECKPOINT 2 Quick Links to Presentation Contents

© Paradigm Publishing, Inc. 4 Create a Report  The primary purpose for inserting data in a form is to improve the display of the data and to make data entry easier.  You can also insert data in a report. The purpose for this is to control what data appears on the page when printed.

© Paradigm Publishing, Inc. 5 Create a Report…continued To create a report: 1.Click the desired table or query in the Navigation pane. 2.Click the Create tab. 3.Click the Report button in the Reports group. Report button

© Paradigm Publishing, Inc. 6 Create a Report…continued report  A report, like a form, is comprised of control objects such as a logo, title, labels, and text boxes.

© Paradigm Publishing, Inc. 7 Create a Report…continued To change the order of a selected column: 1.Select the desired column. 2.Position the mouse pointer in the column heading. 3.Drag the column to the desired position. 4.Release the mouse button. vertical orange bar

© Paradigm Publishing, Inc. 8 Create a Report…continued To sort records: 1.Click in the field containing the data. 2.Click the Ascending button or the Descending button in the Sort & Filter group in the Home tab. Descending button

© Paradigm Publishing, Inc. 9 Create a Report…continued To change to Print Preview: 1.Click the Print Preview button in the view area. Print Preview button

© Paradigm Publishing, Inc. 10 Create a Report…continued To change the margins: 1.Switch to Print Preview. 2.Click the Margins button in the Page Size group. 3.Click the desired selection at the drop- down list. Margins button

© Paradigm Publishing, Inc. 11 Create a Report…continued  Since one of the purposes of a report is to answer specific questions, design and run a query and then create a report based on that query.

© Paradigm Publishing, Inc. 12 Customize a Report To insert a title: 1.Click the Report Layout Tools Design tab. 2.Click the Title button in the Header/Footer group. 3.Type the desired title. 4.Press Enter. Title button

© Paradigm Publishing, Inc. 13 Customize a Report…continued To sum the totals in a column: 1.Click in the desired column heading. 2.Click the Report Layout Tools Design tab. 3.Click the Totals button in the Grouping & Totals group. 4.Click the Sum option at the drop-down list. Totals button

© Paradigm Publishing, Inc. 14 Customize a Report…continued  Click the Report Layout Tools Arrange tab and options display for inserting and selecting rows, splitting cells horizontally and vertically, moving data up or down, controlling margins, and changing the padding between objects and cells.

© Paradigm Publishing, Inc. 15 Customize a Report…continued  Select and format data in a report with options at the Report Layout Tools Format tab.  You can apply formatting to a report or specific objects in a report.

© Paradigm Publishing, Inc. 16 Customize a Report…continued To change the font for selected objects: 1.Select the desired objects. 2.Click the Report Layout Tools Format tab. 3.Click the Font button arrow in the Font group. 4.Click the desired option at the drop-down list. Font button arrow

© Paradigm Publishing, Inc. 17 Customize a Report…continued  Click the Report Layout Tools Page Setup tab and the buttons that display are buttons also available in Print Preview.

© Paradigm Publishing, Inc. 18 1)The Report button is located in which tab? a.File b.Home c.Create d.Database Tools 1)The Report button is located in which tab? a.File b.Home c.Create d.Database Tools 3)When you create a report, the report displays in the work area in this view. a.Layout b.Design c.Report d.Print Preview 3)When you create a report, the report displays in the work area in this view. a.Layout b.Design c.Report d.Print Preview 2)Select all control objects in the report in both the Header and Detail sections by pressing these keys. a.Ctrl + O b.Ctrl + S c.Ctrl + A d.Ctrl + R 2)Select all control objects in the report in both the Header and Detail sections by pressing these keys. a.Ctrl + O b.Ctrl + S c.Ctrl + A d.Ctrl + R 4)Use this button in the Grouping & Totals group to perform functions. a.Totals b.Formula c.Sum d.Function 4)Use this button in the Grouping & Totals group to perform functions. a.Totals b.Formula c.Sum d.Function Next Question Next Slide Answer

© Paradigm Publishing, Inc. 19 Group and Sort Records  A report presents database information in a printed form and generally displays data that answers a specific question.  To make the data in a report easy to understand, you can divide the data into groups. For example, you can divide data in a report by region, sales, dates, or any other division that helps identify the data to the reader.

© Paradigm Publishing, Inc. 20 Group and Sort Records…continued To group and sort records: 1.Open the desired report in Layout view. 2.Click the Group & Sort button in the Grouping & Totals group in the Report Layout Tools Design tab. 3.Click the Add a group button. 4.Click the desired group field. Add a group button

© Paradigm Publishing, Inc. 21 Group and Sort Records…continued To sort additional data within the report: 1.Click the Add a sort button. 2.Click the field on which you want to sort. Click the field on which you want to sort.

© Paradigm Publishing, Inc. 22 Create a Report Using the Report Wizard To create a report using the Report Wizard: 1.Click the Create tab. 2.Click the Report Wizard button in the Reports group. 3.At the first Report Wizard dialog box, choose the desired table or query. 4.Specify the desired fields. 5.Click the Next button. continues on next slide… first Report Wizard dialog box

© Paradigm Publishing, Inc. 23 Create a Report Using the Report Wizard…continued 6.At the second Report Wizard dialog box, specify the grouping level. 7.Click the Next button. continues on next slide… second Report Wizard dialog box

© Paradigm Publishing, Inc. 24 Create a Report Using the Report Wizard…continued 8.At the third Report Wizard dialog box, specify a sort order. 9.Click the Next button. continues on next slide… third Report Wizard dialog box

© Paradigm Publishing, Inc. 25 Create a Report Using the Report Wizard…continued 10.At the fourth Report Wizard dialog box, specify the layout and orientation. 11.Click the Next button. continues on next slide… fourth Report Wizard dialog box

© Paradigm Publishing, Inc. 26 Create a Report Using the Report Wizard…continued 12.At the fifth Report Wizard dialog box, type a name for the report. 13.Click the Finish button. fifth Report Wizard dialog box

© Paradigm Publishing, Inc. 27 Prepare Mailing Labels To create mailing labels using the Label Wizard: 1.Click the Create tab. 2.Click the Labels button in the Reports group. 3.At the first Label Wizard dialog box, specify the label size, units of measure, and the label type. 4.Click the Next button. continues on next slide… first Label Wizard dialog box

© Paradigm Publishing, Inc. 28 Prepare Mailing Labels…continued 5.At the second Label Wizard dialog box, specify the font name, size, weight, and color. 6.Click the Next button. continues on next slide… second Label Wizard dialog box

© Paradigm Publishing, Inc. 29 Prepare Mailing Labels…continued 7.At the third Label Wizard dialog box, specify the fields. 8.Click the Next button. continues on next slide… third Label Wizard dialog box

© Paradigm Publishing, Inc. 30 Prepare Mailing Labels…continued 9.At the fourth Label Wizard dialog box, specify a field by which the labels are sorted. 10.Click the Next button. continues on next slide… fourth Label Wizard dialog box

© Paradigm Publishing, Inc. 31 Prepare Mailing Labels…continued 11.At the fifth Label Wizard dialog box, type a name for the label file. 12.Click the Finish button. fifth Label Wizard dialog box

© Paradigm Publishing, Inc. 32 1)To make the data in a report easy to understand, you can divide the data into these. a.parts b.objects c.sections d.groups 1)To make the data in a report easy to understand, you can divide the data into these. a.parts b.objects c.sections d.groups 3)This is the default sort order in the Report Wizard. a.chronological b.hierarchical c.ascending d.descending 3)This is the default sort order in the Report Wizard. a.chronological b.hierarchical c.ascending d.descending 2)This guides you through the steps for creating a report. a.Report Wizard b.Report Helper c.Report Starter d.Report Assistant 2)This guides you through the steps for creating a report. a.Report Wizard b.Report Helper c.Report Starter d.Report Assistant 4)If you create a report with fields from more than one table, you will choose options from how many Report Wizard dialog boxes? a.4 b.5 c.6 d.7 4)If you create a report with fields from more than one table, you will choose options from how many Report Wizard dialog boxes? a.4 b.5 c.6 d.7 Next Question Next Slide Answer

© Paradigm Publishing, Inc. 33 Creating Reports and Mailing Labels Create a report using the Report button Display a report in Print Preview Create a report with a query Format and customize a report Group and sort records in a report Create a report using the Report Wizard Create mailing labels using the Label Wizard Summary of Presentation Concepts