Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall1 PowerPoint Presentation to Accompany GO! With Microsoft ® Office 2007 Intermediate Chapter 8 Customizing Data Output with Reports

Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall2 Objectives Build Reports Based on Queries Export a Report and Create a Labels Report Create a Subreport Using Design Tools Summarize Report Data Create Report with an Interactive Filter

Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall3 Build Reports Based on Queries In a database, reports are most common format for output A query is usually created first An effective report displays just the desired data Include data from related table in recordset Recordset is all the records of a given set

Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall4 Build Reports Based on Queries Summarize data before including in report Query should be built that provides exact data desired Query is used as the recordset for report A select query is a database object that retrieves specific data from one or more tables

Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall5 Build Reports Based on Queries Query will return only records where all criteria are true AND condition is a logical test that compares two conditions and returns true only when both conditions are true A group organizes records by common value and enables summary data for group

Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall6 Build Reports Based on Queries Criteria for AND conditions

Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall7 Build Reports Based on Queries Running sum is a calculation that accumulates from record to record Line numbers increase accuracy Optimize reports for internal staff printed in black and white Bottom gridlines help workers focus on one record at a time

Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall8 Build Reports Based on Queries Group count, line numbers, and bottom gridlines

Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall9 Build Reports Based on Queries Queries can be copied, pasted, and then adjusted to select different records Reports based on queries can be copied, pasted, and adjusted Two reports or queries cannot have the same name so the new report or query needs a new name

Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall10 Build Reports Based on Queries Copied reports inherit layout and formatting When working with reports in Design view, clicking the Report Selector button selects the entire report A record source is the table or query that provides the underlying data

Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall11 Export a Report and Create a Labels Report Access can export reports as Web pages (HTML documents) An HTML document is a text document written in Hypertext Markup Language that displays in a Web browser The export process will create several new files

Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall12 Export a Report and Create a Labels Report Web pages should not have spaces in their names Formatting options for Web pages are not as flexible as an Access report

Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall13 Export a Report and Create a Labels Report Report in Web browser

Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall14 Export a Report and Create a Labels Report Export steps can be saved to save time if report is exported daily Data task specification is listed in the Manage Data Tasks dialog box A data task specification saves the steps needed to import or export data so it can be performed by clicking a single button

Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall15 Export a Report and Create a Labels Report An aggregate function calculates statistics Group by function is an aggregate function that returns one record for each unique value

Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall16 Export a Report and Create a Labels Report Access provides techniques for creating labels Most labels can be identified by their manufacturer and product number Label is constructed by typing text and moving available fields from the associated table into the Prototype label

Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall17 Export a Report and Create a Labels Report Label Wizard

Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall18 Create a Subreport Using Design Tools Creating a report in Design view can sometimes be more effective Design view provides more controls, better precision, and greater flexibility Report Design tool creates a new, blank report that opens in Design view Tabular layout arranges each field in a column and each record in a row

Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall19 Create a Subreport Using Design Tools Labels move into Page Header as column headers

Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall20 Create a Subreport Using Design Tools Removing a Stacked layout or Tabular layout enables each control to be independently positioned The many side of a one-to-many relationship can be included in a subreport A subreport is a report that is nested inside another report

Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall21 Create a Subreport Using Design Tools Use the Subform/Subreport control to insert a subreport Subreports can be created using the Subreport Wizard Formatting a subreport in its own window provides more precision and options

Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall22 Create a Subreport Using Design Tools Main report and Subreport tabs

Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall23 Create a Subreport Using Design Tools Calculated controls

Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall24 Summarize Report Data In a large database reports can display too much detail Access provides several techniques to summarize and filter report data: summary options, charts to provide visual summary, and advanced filters and sorts Information is easier to understand when it is divided into groups

Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall25 Summarize Report Data Summary options can be configured within the Report Wizard Options include field selection, sort order, sum, summary only, and title

Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall26 Summarize Report Data Reports provide a visual meaning that is often hard to see when data is in rows and columns Access uses a separate program called Microsoft Chart to create charts Above the chart, the Chart toolbar displays; below the chart a datasheet displays

Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall27 Summarize Report Data Microsoft Chart

Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall28 Summarize Report Data Value axis is the numerical scale on the left side of a chart that shows the range of numbers for the data points Chart formats include formatting the axis, the walls, the border, and the area (background) Titles and legends can also be formatted

Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall29 Summarize Report Data When a report is built without an underlying query, the Advanced Filter/Sort should be used Report view window only displays the desired records

Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall30 Summarize Report Data Filtered record and query

Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall31 Create a Report with an Interactive Filter An interactive filter prompts the user for input when the report is opened Summary statistics describe groups of data by calculating totals, averages, minimums, and maximums

Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall32 Create a Report with an Interactive Filter Report Design view

Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall33 Create a Report with an Interactive Filter A parameter query (placed inside square brackets) asks the user to type the query before the criteria is run Text placed in the square brackets displays in the Enter Parameter Value dialog box The Filter property displays the parameter created using the Advanced Filter tool

Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall34 Create a Report with an Interactive Filter Report in Layout view with property sheet

Microsoft Office 2007 Intermediate© 2008 Pearson Prentice Hall35 Objectives Build Reports Based on Queries Export a Report and Create a Labels Report Create a Subreport Using Design Tools Summarize Report Data Create Report with an Interactive Filter