Reports and Queries Chapter 3 – Access text Reports – Page Queries – Page

Data or Information? Data – facts Information – data arranged in a useful format Forms – organized display of records Reports – Printed information Queries – Selected subsets of data

Reports Types – page 103 Columnar 1 record per page Use Forms for this Tabular Display selected fields Multiple records per page Grouped summary Use Report Wizard

Report View Report Header Page Header Detail Section Page Footer

Design View Page Footer Detail Section Page Header Report Header

Queries Define a subset of data Limit to certain items in a field Sort, combine fields Calculated fields Output – dynaset Looks like table Limited to display shown

Query Design Table Add Tables Fields Criteria Calculated Field

Query Criteria AND condition (same line) OR condition (separate lines) Relational operators Between function NOT function Like Function

Calculated Fields Form: FullName: [FName] & “ “ & [LName] Age: (Now-[DOB])/ Appears as a field in dynaset Multiple tables – table name Zoom window Name: Access treats this like a field name Field names appear in square brackets

Other Queries Update Queries – replace values Delete Queries – delete specified records Summary Queries Cross-tab Queries Parametric Queries

Summary Queries View -> Total Group by – what data is related? Group Functions: Count function Sum function Min function Max function Average function First of – displays first entry in the group

Cross-Tab Queries Select under “Query” Cross-tab line appears Set Row heading Column Heading Value Don’t show Creates grid

Parametric Query Define parameter Goes in “Criteria” Prompt in [ ] Access asks for parameter Dynaset limited to selected subset No criteria set? You misspelled a field name