Microsoft Access 2010 Chapter 4 Creating Reports and Forms

Create reports and forms using wizards Modify reports and forms in Layout view Group and sort in a report Add totals and subtotals to a report Conditionally format controls Resize columns Filter records in reports and forms Objectives Creating Reports and Forms2

Print reports and forms Apply themes Add a field to a report or form Include gridlines Add a date Change the format of a control Move controls Create and print mailing labels Creating Reports and Forms3 Objectives

Creating Reports and Forms4 Project – Reports and Forms

Creating Reports and Forms5 Project – Reports and Forms

Determine whether the data should be presented in a report or a form Determine the intended audience for the report or form Determine the tables that contain the data needed for the report or form Determine the fields that should appear on the report or form Creating Reports and Forms6 General Project Guidelines

Determine the organization of the report or form Determine the format of the report or form Review the report or form after it has been in operation to determine whether any changes are necessary For mailing labels, determine the contents, order, and type of label Creating Reports and Forms7 General Project Guidelines

Open the report to group and sort Click the Group & Sort button (Report Layout Tools Design tab | Grouping & Totals group) to display the Group, Sort, and Total pane Click the ‘Add a group’ button to add a group Click to select the field for grouping and group the records on the selected field Click the ‘Add a sort’ button to add a sort Click the field on which the records in each group will be sorted Creating Reports and Forms8 Grouping and Sorting in a Report

Creating Reports and Forms9 Grouping and Sorting in a Report

Click the column in the report to total Click the Totals button (Report Layout Tools Design tab | Grouping & Totals group) to display the list of available calculations Click the desired calculation Creating Reports and Forms10 Adding Totals and Subtotals

Creating Reports and Forms11 Adding Totals and Subtotals

Click the Group & Sort button (Report Layout Tools Design tab | Grouping & Totals group) to remove the Group, Sort, and Total pane Creating Reports and Forms12 Removing the Group, Sort, and Total Pane

Click the field to conditionally format Click the Conditional Formatting button (Report Layout Tools Format tab | Control Formatting group) to display the Conditional Formatting Rules Manager dialog box Click the New Rule button to display the New Formatting Rule dialog box Click the box arrow to display the list of available comparison operators Click the desired comparison operator Creating Reports and Forms13 Conditionally Formatting Controls

Click the box for the comparison value, and then type the desired comparison value Click the Font Color button arrow to display a color palette Click the desired color to select the color Click the OK button to enter the rule Click the OK button to complete the entry of the conditional formatting rules and apply the rule Creating Reports and Forms14 Conditionally Formatting Controls

Creating Reports and Forms15 Conditionally Formatting Controls

Right-click the field on which to filter Click the desired filtering option Creating Reports and Forms16 Filtering Records in a Report

Right-click the filtered field Click the Clear filter command on the shortcut menu to clear the filter and redisplay all records Creating Reports and Forms17 Clearing a Report Filter

Click the table in the Navigation Pane to select it Click the Report Wizard button (Create tab | Reports group) to start the Report Wizard Select the desired fields and click the Add Field button to add the field(s) to the report Click the Tables/Queries arrow, and then click the desired table to add to the report Select the desired fields and click the Add Field button to add the field(s) to the report Click the Next button three times Creating Reports and Forms18 Creating a Report that Involves Multiple Tables

Click the box arrow in the text box labeled 1 and then click the field on which to sort the report Click the Summary Options button to display the Summary Options dialog box Click the check boxes to calculate the desired calculations Click the OK button Click the Next button, and then select the desired layout and orientation Creating Reports and Forms19 Creating a Report that Involves Multiple Tables

Click the Next button to move to the next Report Wizard screen, and then type the desired report title Click the Finish button to produce the report Click the magnifying glass mouse pointer somewhere within the report to view more of the report Creating Reports and Forms20 Creating a Report that Involves Multiple Tables

Creating Reports and Forms21 Creating a Report that Involves Multiple Tables

Click the Hide Details button (Report Layout Tools Design tab | Grouping & Totals group) to hide the details in the report Creating Reports and Forms22 Creating a Summary Report

Open the Navigation Pane and select the table on which to create the form Click the Form Wizard button (Create tab | Forms group) to start the Form Wizard Add the desired fields to the form Click the Next button Select the desired layout, click the Next button, and then type the desired form title Click the Finish button to complete and display the form Creating Reports and Forms23 Using the Form Wizard to Create a Form

Creating Reports and Forms24 Using the Form Wizard to Create a Form

Click the first control on the form, and then select the remaining controls while holding down the SHIFT key Click the Stacked button (Form Layout Tools Arrange tab | Table group) to place the controls in a stacked layout Creating Reports and Forms25 Placing Controls in a Control Layout

Creating Reports and Forms26 Placing Controls in a Control Layout

Click the Date and Time button (Form Layout Tools Design tab | Header/Footer group) to display the Date and Time dialog box Click the option button for the desired date format If desired, click the option button for the time format you want to include. If you do not want to display the time, click the Include Time check box to remove the check mark Click the OK button Creating Reports and Forms27 Adding a Date

Creating Reports and Forms28 Adding a Date

Click the control of which you want to change the format Click the desired formatting option(s) on the Form Layout Tools Format tab Creating Reports and Forms29 Changing the Format of a Control

Point to the control to move so that the mouse pointer changes to a four-headed arrow and then drag the control to the desired location Creating Reports and Forms30 Moving a Control

Click the first label/field to move, hold the SHIFT key down, and then click the remaining labels and fields to move Press the left mouse button and then drag the fields to the desired location Release the left mouse button to complete the movement of the fields Creating Reports and Forms31 Moving Controls in a Control Layout

Creating Reports and Forms32 Moving Controls in a Control Layout

Click the Add Existing Fields button (Form Layout Tools Design tab | Tools group) to display a field list Drag the field to add to the desired position on the form Click the Add Existing Fields button (Form Layout Tools Design tab | Tools group) to remove the field list Creating Reports and Forms33 Adding a Field

Creating Reports and Forms34 Adding a Field

Click the Advanced button (Home tab | Sort & Filter group) to display the Advanced menu Click Advanced Filter/Sort on the Advanced menu Resize the field list so that all the fields appear Add the desired fields to the grid Select the desired sort order Add the filter criteria to the desired field Click the Toggle Filter button (Home tab | Sort & Filter group) to filter the records Creating Reports and Forms35 Filtering and Sorting Using a Form

Creating Reports and Forms36 Filtering and Sorting Using a Form

Click Create on the Ribbon to display the Create tab Click the Labels button (Create tab | Reports group) to display the Label Wizard dialog box Select the desired unit of measure, and the proper label manufacturer Scroll through the label types and then click the label type matching the labels you want to create Click the Next button Creating Reports and Forms37 Creating Labels

Click the Next button Click the field(s) you want to add to the label, clicking the desired position in the prototype label before adding the field(s) Click the Next button Select the field to sort by, and then click the Add Field button Click the Next button Verify the name for the report Click the Finish button Creating Reports and Forms38 Creating Labels

Creating Reports and Forms39 Creating Labels

Create reports and forms using wizards Modify reports and forms in Layout view Group and sort in a report Add totals and subtotals to a report Conditionally format controls Resize columns Filter records in reports and forms Chapter Summary Creating Reports and Forms40

Print reports and forms Apply themes Add a field to a report or form Include gridlines Add a date Change the format of a control Move controls Create and print mailing labels Creating Reports and Forms41 Chapter Summary

Chapter 4 Complete Microsoft Access 2010