Chapter 4 Creating Reports and Forms Microsoft Access 2010 Chapter 4 Creating Reports and Forms

Objectives Create reports and forms using wizards Modify reports and forms in Layout view Group and sort in a report Add totals and subtotals to a report Conditionally format controls Resize columns Filter records in reports and forms Creating Reports and Forms

Objectives Print reports and forms Apply themes Add a field to a report or form Include gridlines Add a date Change the format of a control Move controls Create and print mailing labels Creating Reports and Forms

Housekeeping Create a Chapter 4 folder Copy Camashaly Design database from Ch. 3 to chapter 4 folders Open the Camashaly Design From Chapter 4 Read the project on pages 210-213 Creating Reports and Forms

Project – Reports and Forms Creating Reports and Forms

Project – Reports and Forms Creating Reports and Forms

General Project Guidelines Determine whether the data should be presented in a report or a form Determine the intended audience for the report or form Determine the tables that contain the data needed for the report or form Determine the fields that should appear on the report or form Creating Reports and Forms

General Project Guidelines Determine the organization of the report or form Determine the format of the report or form Review the report or form after it has been in operation to determine whether any changes are necessary For mailing labels, determine the contents, order, and type of label Creating Reports and Forms

Different Views Report View – shows the report on the screen Print Preview – shows it as it will appear printed Layout View – like report view, but allows you to make changes Design View – Allows you to make changes, but doesn’t show you the actual report We will use Layout View! Creating Reports and Forms

Report Sections Report Header – prints once at the beginning of the report Page Header – prints at the top of each page Detail section – prints once for each record Page Footer – prints at the bottom of each page Report Footer – prints once at the end of the report Group Header – prints before records in a group Group Footer – prints after records in a group Creating Reports and Forms

Grouping and Sorting in a Report You should have 2 reports that were created in earlier chapters in your database. You will modify these to add grouping and sorting Do pages 217-220 READ the section o grouping and sorting options on page 220. Creating Reports and Forms

Grouping and Sorting in a Report Creating Reports and Forms

Adding Totals and Subtotals Controls – Bound – displays data from the database Unbound – other things, (title, date, page #) Calculated – totals, avgs, etc. Anything that is calculated from the data. You can determine subtotals and totals in a report. Use the Totals button on the design tab Do pages 222-223 Creating Reports and Forms

Conditionally Formatting Controls This allows you to format some things in a different color or font to bring emphasis to them. Do pages 224-229 Creating Reports and Forms

Conditionally Formatting Controls Creating Reports and Forms

Arrange & Page setup tabs Turn to page 230 and let’s discuss Notice the steps to print a report on page 231. DO NOT PRINT! Creating Reports and Forms

Multi-table reports Basically you will be getting information from more than one table. We do this with queries already Do pages 232-235 Creating Reports and Forms

Creating a Report that Involves Multiple Tables Creating Reports and Forms

Other points of interest You can create a report in layout view as well..see pages 236-238 You can also use themes to create reports..see pages 238-241 This is simply aesthetics…has nothing to do with the data, which is what the report is all about. Open any report…click on the themes button.. Look at some different one. You can also choose font themes and color themes. Creating Reports and Forms

Creating a Summary Report A report without the detail lines is a summary report. Page 242 Creating Reports and Forms

Using the Form Wizard to Create a Form 3 Sections to a Form – similar functions as report sections Header Detail Footer Do pages 243-254 Creating Reports and Forms

Creating Labels Mailing labels are created just like reports. Do pages 256-259 DO NOT PRINT LABELS! Creating Reports and Forms

Creating Labels Creating Reports and Forms

What to do Now? Homework www.scsite.com/ac2010 Do the practice test for Chapter 4. It is due the next class meeting at 9:00am In the Lab Copy Philamar and Chamber of Commerce databases from Chapter 3 to Chapter 4 Do In the Lab:Lab 3 – Philamar – pg. 271 Do Cases & Places #1 – Chamber of Commerce – pg. 271-272 Creating Reports and Forms