Microsoft Office XP Illustrated Introductory, Enhanced Reports Using

2Using Reports Unit D  Plan a report  Create a report  Group records  Change the sort order  Add a calculation Objectives

3Using Reports Unit D  Align controls  Format controls  Create mailing labels Objectives

4Using Reports Unit D Unit Introduction  A report is an Access object used to create printouts. –The record source for an Access report is either a table or a query object –Reports can be formatted using different font styles, font colors, headers and footers, and graphical elements –Reports can include subtotals, averages, and other statistics

5Using Reports Unit D Planning a Report  A report is often the primary tool used to communicate database information. –A report has bound, unbound, and calculated controls –Reports have more sections than forms A report section determines how often and where controls placed within that section print in the final reportA report section determines how often and where controls placed within that section print in the final report

6Using Reports Unit D Planning a Report (cont.)  Report planning guidelines. –Determine the information (fields and records) –Determine how the fields are organized –Determine how the fields should be sorted and/or grouped Grouping is sorting records in a certain order with a Group Header section and Group Footer sectionGrouping is sorting records in a certain order with a Group Header section and Group Footer section

7Using Reports Unit D Planning a Report (cont.) A Group Header section contains controls that introduce the upcoming group of recordsA Group Header section contains controls that introduce the upcoming group of records A Group Footer section holds controls that calculate statistics such as subtotals for the preceding group of recordsA Group Footer section holds controls that calculate statistics such as subtotals for the preceding group of records –Identify other descriptive information that needs to be placed in the report Items such as a Report Header, Report Footer, Page Header, and Page FooterItems such as a Report Header, Report Footer, Page Header, and Page Footer

8Using Reports Unit D Planning a Report (cont.) Report sections

9Using Reports Unit D Planning a Report (cont.) Report Header section Group Header section Group Footer section Page Footer section Detail section

10Using Reports Unit D Creating a Report  Create reports in Access using the Report Design View or the Report Wizard. –The Report Wizard asks questions that guide you through the development of a report The style and layout of the report are determined in the Report WizardThe style and layout of the report are determined in the Report Wizard How records are sorted, grouped, and analyzed are determined in the Report WizardHow records are sorted, grouped, and analyzed are determined in the Report Wizard

11Using Reports Unit D Creating a Report (cont.) Label Text boxes Page header Report header

12Using Reports Unit D Creating a Report (cont.)  Why reports should be based on queries. –An underlying query enables you to easily add fields to a report or limit the number of records in the table

13Using Reports Unit D Grouping Records  Grouping refers to sorting records on a report in addition to providing areas where additional controls can be placed. –These areas above and below the group of records are called the Group Header and Group Footer –Create groups using the Report Wizard and change groups in the object’s Design View

14Using Reports Unit D Grouping Records (cont.) Report Header Group Header Group Footer

15Using Reports Unit D Changing the Sort Order  The grouping field acts as a primary sort field. –Additional sort fields can be defined –When you sort records within a group, you order the Detail records according to a particular field –The Report Wizard prompts you for group and sort information at the time you create a report

16Using Reports Unit D Changing the Sort Order (cont.) Records sorted in ascending order

17Using Reports Unit D Changing the Sort Order (cont.)  Adding a field to a report. –To add a field from the underlying table or query object, click the Field List button on the Report Design toolbar –Drag the field from the field list to the appropriate position on the report Creates a label control that displays the field name and a bound text box control that displays the field valueCreates a label control that displays the field name and a bound text box control that displays the field value

18Using Reports Unit D Adding a Calculation  Create a calculation by entering an expression into an unbound text box. –An expression is a combination of fields, operators (such as +,-,/ and *) and functions that result in a single value –Expressions can include a function, which is a built-in formula provided by Access that helps you create a calculation

19Using Reports Unit D Adding a Calculation (cont.) –Every calculated expression begins with a equal sign and when it uses a function, the arguments for the function are placed in parentheses –An argument is the information that the function needs to create the final answer

20Using Reports Unit D Adding a Calculation (cont.) Common expressions

21Using Reports Unit D Adding a Calculation (cont.) Text box control Label control

22Using Reports Unit D Aligning Controls  Aligning controls in columns and rows makes information easier to read. –Alignment commands: Left, right, or center-align a control within its own border with commands on the Formatting toolbarLeft, right, or center-align a control within its own border with commands on the Formatting toolbar Align control edges with respect to one another using the Align command on the Format menuAlign control edges with respect to one another using the Align command on the Format menu

23Using Reports Unit D Aligning Controls (cont.) Right edges of controls are aligned Bottom edges of controls are aligned

24Using Reports Unit D Formatting Controls  Formatting enhances the appearance of information. –Common formatting attributes include, bold, italic, underline, and fill color

25Using Reports Unit D Creating Mailing Labels  Mailing labels are commonly used to identify objects, label products, and address mass mailings. –Use the Label Wizard to create mailing labels. –Avery is the default label manufacturer

26Using Reports Unit D Creating Mailing Labels (cont.) Click to view other label manufacturers