Microsoft Office Illustrated Introductory, Windows Vista Edition Using Reports Using Reports

Objectives Preview a reportPreview a report Use the Report WizardUse the Report Wizard Use Report Design ViewUse Report Design View Use report sectionsUse report sections(continued) Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition2

Objectives Add subtotals and countsAdd subtotals and counts Resize and align controlsResize and align controls Format a reportFormat a report Change page layoutChange page layout Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition3

Previewing a Report The report feature helps you create a professional-looking, easy-to-read document that summarizes dataThe report feature helps you create a professional-looking, easy-to-read document that summarizes data Reports are read-only objectsReports are read-only objects Report sections determine where and when controls print in the reportReport sections determine where and when controls print in the report Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition4

Report Sections Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition5

Using the Report Wizard Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition Report Wizard is one way to create a reportReport Wizard is one way to create a report It is a tool that asks you questions to guide development of the reportIt is a tool that asks you questions to guide development of the report Your responses determine record source, style and layoutYour responses determine record source, style and layout The Wizard helps sort, group and analyze recordsThe Wizard helps sort, group and analyze records 6

Report Wizard Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition7

Using Report Design View Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition Report Design View is another way to create a reportReport Design View is another way to create a report It is not quite as simple as Report Wizard but it allows more changesIt is not quite as simple as Report Wizard but it allows more changes 8

Report Design View Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition9

Adding fields to Report Design View Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition10

Using Report Sections Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition A section determines where and how often controls in that section print in the reportA section determines where and how often controls in that section print in the report Grouping means to sort records in a specific order plus provide a header or footer section after each groupGrouping means to sort records in a specific order plus provide a header or footer section after each group 11

Using Report Sections Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition12

Adding Subtotals and Counts Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition Calculations are used to add subtotals and counts to a reportCalculations are used to add subtotals and counts to a report Expressions are needed to create a calculationExpressions are needed to create a calculation Functions are built-in Access formulasFunctions are built-in Access formulas Arguments are information needed by a functionArguments are information needed by a function 13

Examples of Access Expressions Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition14

Resizing and Aligning Controls Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition You can resize a control by using the ↔ pointerYou can resize a control by using the ↔ pointer After resizing a control, it may need to be realignedAfter resizing a control, it may need to be realigned Two ways to align controls:Two ways to align controls: * Within its own border * With respect to each other 15

Precise Resizing and Aligning Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition [Ctrl] + arrow key(s) move a control one pixel at a time[Ctrl] + arrow key(s) move a control one pixel at a time [Shift] + arrow key(s) resize a control one pixel at a time[Shift] + arrow key(s) resize a control one pixel at a time Pixel:Pixel: * pix = picture * el = element 16

Formatting a Report Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition Formatting can make a report look more professional and easier to readFormatting can make a report look more professional and easier to read Formatting includes:Formatting includes: * Font style, size and color * Background colors * Line thickness and color * Alignment 17

Typical Formatting Commands Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition 18

Changing Page Layout Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition Altering the layout can make a report fit better on the page, making it easier to readAltering the layout can make a report fit better on the page, making it easier to read Page layout includes:Page layout includes: * Orientation (portrait or landscape) * Margins Remember to use Print PreviewRemember to use Print Preview 19

Page Orientation Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition Portrait:Portrait: Landscape:Landscape: 20

Page Layout Buttons Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition 21

Summary Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition Build reports to summarize and professionally present informationBuild reports to summarize and professionally present information Report sections determine where and how often the controls within them are printedReport sections determine where and how often the controls within them are printed Add calculations using text boxes that contain expressionsAdd calculations using text boxes that contain expressions Align and format controls to improve the appearance of the reportAlign and format controls to improve the appearance of the report 22