XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 1 Developing Effective Reports Chapter 5 “Nothing succeeds like reports of success.” —Sue Sanders

XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 2 Chapter Introduction Reports  Reflect the information in the database  Summarize business activities  Use reports to format data in an attractive and informative layout for printing  Often based on data in multiple tables

XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 3 Tools Covered In This Chapter AutoReport: Columnar AutoReport: Tabular Chart Wizard Conditional formatting Label Wizard Page breaks Queries Report Wizard Sorting and Grouping Subreports

XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 4 Level 1 Objectives: Creating Simple Reports and Labels Create and modify basic reports Improve information content of reports  Sorting and summarizing Create labels using Label Wizard

XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 5 Understanding Reports Report  Presents information from one or more database tables  Printed format  Provide most options and advantages for printing database content Organize and format information to create professional presentation Include numeric and textual data Maintain flexibility when displaying summary information

XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 6 Understanding Reports (continued) Accomplish goals with reports  Create printed copy of information used regularly  Distribute information to others  Customize organization and appearance of printed information  Group or summarize information for Reporting to others Calculating running totals Group totals Grand totals Percentages of totals

XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 7 Comparing Forms and Reports

XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 8 Choosing the Appropriate Type of Report Determine report purpose and audience  Before developing Report types  Detailed  Grouped  Summary  Mailing labels  Multiple-column Types of reports can contain other reports  Called subreports

XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 9 Examples of Access Reports

XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 10 Types of Reports Available in Access

XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 11 Types of Reports Available in Access (continued)

XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 12 Planning Basic Reports Start by creating reports for various functions within pharmacy  Managers of areas can review reports  Comment on usefulness and appearance

XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 13 Creating and Modifying Basic Reports AutoReport Wizard  Create report that displays all fields and records in single table or query Report Wizard  Guides you through steps of creating report  Based on one or more tables or queries  Asks questions about Record sources Fields Layout Format

XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 14 Creating a Report Using AutoReport AutoReport Wizards:  AutoReport: Columnar  AutoReport: Tabular  One or other may be easier to read Naming reports  Use rpt prefix  Choose meaningful name

XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 15 Columnar Report Created Using an AutoReport Wizard

XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 16 Results of AutoReport in Print Preview

XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 17 Creating a Report Using the Report Wizard Provides quick way to select only fields you want to display in report  Based on one or more tables or queries Select one of several layouts and styles for report Create report with Report Wizard  Customize report in design view Provides options for selecting fields

XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 18 Creating a Report Using the Report Wizard (continued) Pages  Fields  Grouping  Sorting  Layout and orientation  Style

XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 19 Modifying a Report in Design View Can also create reports from scratch in Design view Control  Small object such as text box  Displays data or line to separate one record from another Modify report in Design view  Switch to Print Preview to see effects of changes

XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 20 Report Controls

XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 21 Three Report Views

XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 22 Modifying a Report in Design View (continued) Report sections:  Report header  Page header  Group header  Detail  Group footer  Page footer  Report footer

XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 23 Modifying a Report in Design View (continued) View property sheet for section  Double-click section bar Report caption  Name of report in title bar Report design checklist:  Is report in format chosen for all reports?  Does title label caption need to be modified?  Have I changed report caption?  Can I read complete column headings or are they truncated?

XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 24 Modifying a Report in Design View (continued) Report design checklist:  Does all data in detail area appear or is some truncated?  Is report so wide that it should use landscape orientation?  Is vertical spacing too spread out or too close?  If report has many numbers does it use gridlines to make reading it easier?  Do any extra items on report detract from its appearance?

XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 25 Modifying a Report in Design View (continued) Report design checklist:  Do any errors or blank pages appear when report printed?  Would data have more information content if grouped?  Would summary data add to information content of report?

XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 26 Common Section Properties

XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 27 Common Report Properties

XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 28 Moving Detail Fields to Multiple Lines on a Report Increase length of detail section to make room for second row of text by  Dragging page footer section bar down Move fields Add logos or other graphics  Using image button

XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 29 Creating a Custom Style for Reports Click AutoFormat button on report design toolbar  Create custom AutoFormat based on report

XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 30 Creating a Grouped Report Using a Single Table Grouped report  Groups records based on values in one or more fields  Makes report more informative  Calculate totals and other values for each group Create using Report Wizard  Only allows four grouping levels Create using Design view  Up to 10 levels allowed Group level determines how groups nested

XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 31 Using the Report Wizard to Created a Grouped Report

XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 32 Creating Labels Using the Label Wizard Store name and address information in access database  Create simple report formatted to look like mailing label  Report extracts address data from table or query Organizes it to print label for each address in record source Use Label Wizard  Specify record source for mailing label report  Select type of label Customize mailing labels using design view

XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 33 Creating Labels Using the Label Wizard (continued) Build prototype of label  By selecting necessary fields one at a time  Press enter key to move to next line Specify sort order for labels

XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 34 Level 1 Summary Report  Printed version of data Create using  AutoReport Wizard  Report Wizard Use design view to customize appearance and data Save design as AutoFormat