© 2008 The McGraw-Hill Companies, Inc. All rights reserved. ACCESS 2007 M I C R O S O F T ® THE PROFESSIONAL APPROACH S E R I E S Lesson 12 – Building Advanced Reports

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 2 Lesson Objectives Create a report using a wizard. Create a report with a subreport. Add expressions to a report. Add PivotCharts to a report. Work with image controls.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 3 Creating a Report Using a Wizard Exercises –Create a Report using a Wizard –Format Controls –Add Gridlines –Add Custom Colors

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 4 Create a Report Using a Wizard Quick way to create a report Can add special grouping intervals

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 5 Format Controls Make sure all data can be seen

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 6 Add Gridlines Gridlines are available if controls are part of a control layout

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 7 Add Custom Colors Color Builder uses two methods –RGB (Red, Green, and Blue) –HSL (Hue, Saturation, and Luminosity) –Each setting has a range of 0-255

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 8 Add Custom Colors Preview the finished report

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 9 Creating a Report with a Subreport Exercises –Create a Subreport –Prepare a Main Report –Add a Subreport –Modify a Subreport

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 10 Create a Subreport Subreports –Embedded into Main report –Share a common field and relationship Main report – One side of the relationship Subreport – Many side of the relationship

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 11 Prepare a Main Report Users should create the main report before trying to add the subreport

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 12 Add a Subreport Control New subreport has an attached label

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 13 Add a Subreport Control For data to change in the subreport when the main report moves from record to record, there must be a common field

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 14 Modify a Subreport Main and subreports should match formatting

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 15 Adding Expressions to a Report Exercises –Create a Concatenated Expression –Add an UCase Function –Add an IIF Function –Add an IsNumeric Function –Format the Report

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 16 Create a Concatenated Expression Syntax is the set of rules by which the words and symbols in an expression are correctly combined To Concatenate is to join text

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 17 Add an UCase Function In the past you could just use the “>” format to show all capitals letters In expression use the UCase function

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 18 Add an IIF Function IIF Function –Evaluates an “True/False” expression –If true do one action –If false do another action

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 19 Add an IsNumeric Function IsNumeric function –Returns “True” if data is a number –Returns “False” if data is not a number

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 20 Format the Report

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 21 Adding PivotCharts to a Report Exercises –Create a PivotChart –Create a Report using Report Design –Add PivotCharts to a Report –Modify Sections

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 22 Create a PivotChart PivotCharts –Can include aggregate functions –Summarize data –Can be dynamic –Reports don’t have a PivotChart View –Forms have a PivotChart View –Subforms can be added to reports

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 23 Create a PivotChart Modify titles and scales before adding a PivotChart to a report

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 24 Create a Report Using Report Design Main reports don’t need to be elaborate when you plan to add a subform

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 25 Add PivotChart to a Report Subreports need a common field if data in the subreport needs to change when the main report changes records

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 26 Modify Sections Subreport display information differently depending on which section it is located Format the Page Number control

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 27 Working with Image Controls Exercises –Add a Watermark –Add a Logo –Add an Image Control

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 28 Add a Watermark A Watermark is an image that displays in the background It can make it hard to see data Used for cover pages Use Print Preview to view this feature

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 29 Add a Logo This control defaults to the Report Header Image controls have different size modes –Clip mode – Original size –Stretch mode – Fits to frame Can distort image –Zoom mode – Fits to height or width Don’t distort image

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 30 Add an Image Control Image controls are not bound to the recordset

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 31 Lesson 12 Summary Reports are the database object most often seen by people inside or outside the company. Using the Report Wizard is often the easiest way to create a simple report. Creating professional-looking reports requires efforts to format all controls and sections properly. When controls are part of a control layout, you can add gridlines to separate the controls visually with borderlines. Color Builder is an Access tool for selecting colors from a palette or creating custom colors. A common method of organizing hierarchical information in a report is to include a subreport.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 32 Lesson 12 Summary A subreport is a control inserted into a main report. The main report and subreport should be formatted to appear as a single unified report. Expressions allow you to create or use values that are not included in your data. The UCase function returns a string that has been converted to uppercase text. An IIF function evaluates a “true/false” expression and then performs one of two actions. Functions that require numeric values to perform calculations cannot use text values for input. Reports that display numeric values should be formatted to follow standardized accounting standards.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 33 Lesson 12 Summary A PivotChart, similar to a PivotTable, summarizes information from selected fields in a data source. A PivotChart is added to a report as a subreport control. The information displayed in a PivotChart depends on the section in which it is placed. A watermark is an image control that displays in the background of a page on a form or report.