Lecture Access – Reports. What’s a Report? Way to analyze your data –Groups –Sum / Average Paper or HTML output (or screen preview) Based on live data.

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Presentation transcript:

Lecture Access – Reports

What’s a Report? Way to analyze your data –Groups –Sum / Average Paper or HTML output (or screen preview) Based on live data (as your data changes, so does your report)

Why Use a Report? Sales Analysis Commission Information “Personalized” Letters Customer Invoices Service Tags Mailing Labels Tax Forms

Creating a Report: Access Or Select Query/table first, and then click Report Wizard

Report Wizard Options

Report will open when Wizard finishes

Report Design Control settings: –Size and Location –Font and Font Size –Color, Background, and Borders Add Logos and Images Change Record Grouping and Sorting objects in a report and form are called "controls"

Design Mode Record Detail Page Footer Report Header Page Header Report Footer

Design Preview

Improving Design

Grouping Records Report details (records) can be grouped by any field in the query: –Date- Customer –Product- Etc Use Grouping to make your reports clearer or provide useful information Be sure to SORT within the group!

A simple report that lists the commissions employees earn on each sale. This could be based off a query with more meaningful, filtered results. Creating a Group At the bottom of the Design Window, CLICK: Add a Group

Sorting with the Group Once your report is grouped, click on “Add a Sort”, so that your records are sorted properly within the Group.

Previewing the Group

Adding a Sum to a Group To add value to our report, let’s add a Sum of the OrderPrice for each employee. To add Sum functions for Order Price, SELECT OrderPrice object CLICK: SUM Function (Sigma button) on the Design Ribbon to total the orders for each employee

Adding a Count Function to a Group To count the numbers of Orders sold for each Employee: Drag in a new TextBox TYPE: =Count([OrderPrice])

Report with Summary Info

Employee Name Header

Formatting Labels Lines Fit to one page

Mailing Labels

Mailing Labels: con’t CHOOSE: Font Style from the next window and click Next

Mailing Labels: con’t ADD Your fields to the label template. Be sure to press ENTER in between adding fields into the prototype label, so that each field appears on its own line CLICK: FINISH and save your Report as Mailing Labels CLICK: OK if you get any message prompts regarding printing margin errors.

Customized Labels