Mark Dixon Page 1 07 – Reports

Mark Dixon Page 2 Session Aims & Objectives Aims –To use reports to produce more readable documents Objectives, by end of this week’s sessions, you should be able to: –create a report that displays information from a table and/or query

Mark Dixon Page 3 What is a Report? Formatted listing –Based on a table(s) or query(s) Price List List of students on a Degree Mailing Labels May be: –grouped by specified field(s) –sorted by one or more fields Summary of Report data

Mark Dixon Page 4 Why use Report… Why not just use a Query? –Layout not very ‘friendly’ –May want to produce labels etc. –Headers and Footers Date and Time Page numbers

Mark Dixon Page 5 Why use Report… Why not just Print a Form? –Can only view one record –Wasted space Each Form on a single page –May want a different reporting layout to input layout

Mark Dixon Page 6 How to create Reports… Wizard: –Select Table –Select Fields –Select Grouping –Select Sorting –Summary –Layout –Style –Fine Tune Design View –Attach Report to a Table or Query –Insert Fields and label –Format Report –Add Headers and Footers

Mark Dixon Page 7 Headers and Footers… Report Header Top of first page Page Header Top of each page Page Footer Bottom of each page Details Data of each page Report Footer Bottom of last page

Mark Dixon Page 8 An Example… ACME Sales Price List List of all Products and Prices

Mark Dixon Page 9 Using the Wizard… Select Report View Select Report Wizard Select Table or Query Select Fields

Mark Dixon Page 10 Using the Wizard… Select Grouping –Group output by a specified field(s) Sort by Field –Order records by a field(s)

Mark Dixon Page 11 Using the Wizard… Summery options –Select any Summary for Report Format Report layout –Indentation etc. Fields Values Layout Orientation

Mark Dixon Page 12 Using the Wizard… Select Style –Look and feel of Report Save Report –Give it a Name –Design or View

Mark Dixon Page 13 Using the Wizard… Report Header Supplier Header Details

Mark Dixon Page 14 Using the Wizard… Details Page Footer Page Navigator

Mark Dixon Page 15 Using the Wizard…

Mark Dixon Page 16 Using the Design… Select Report View Select Design view –Page Header –Details –Report not attached to query or table

Mark Dixon Page 17 Using the Design… Report must be attached to Table or Query Select Report Set ‘Record Source’ to desired Table or Query

Mark Dixon Page 18 Using the Design… View | Sorting and Grouping or Right Click Select any Grouping –Select Field –Select group Headers or Footers Fields Order Options

Mark Dixon Page 19 Using the Design… Now have Header and Footer for Group Select fields from ‘Field List’ Drag field to relevant place –Create Field and Label

Mark Dixon Page 20 Using the Design… Insert title of Report into ‘Report Header’ Add Footer Information –Date and Page information

Mark Dixon Page 21 Using the Design…

Mark Dixon Page 22 Other Types of Report… Mailing Label –Send mail shot to each Customer Select – New –Label Wizard –Table or Query Wizard Options Tables and Queries

Mark Dixon Page 23 Mailing Labels… Select label type

Mark Dixon Page 24 Mailing Labels… Select label text

Mark Dixon Page 25 Mailing Labels… Select Field layout Available Fields Label Layout

Mark Dixon Page 26 Mailing Labels… Select any sorting Save Report and open in Design Fine tune format of labels –Change text style for different parts

Mark Dixon Page 27 Tutorial Exercise: Countries Task 1: Use a form and sub-form to enter data for Countries and Continents Task 2: Create a query that includes calculated fields for population density and population change