Microsoft Access Illustrated Unit D: Using Reports

Objectives Use the Report WizardUse the Report Wizard Use Report Layout ViewUse Report Layout View Review report sectionsReview report sections Apply group and sort ordersApply group and sort orders(continued) Microsoft Office 2010-Illustrated2

Objectives (continued) Add subtotals and countsAdd subtotals and counts Resize and align controlsResize and align controls Format a reportFormat a report Create mailing labelsCreate mailing labels Microsoft Office 2010-Illustrated3

Using the Report Wizard Report Wizard is one way to create a reportReport Wizard is one way to create a report It is a tool that asks you questions to guide development of the reportIt is a tool that asks you questions to guide development of the report Your responses determine record source, style and layoutYour responses determine record source, style and layout The Wizard helps sort, group and analyze recordsThe Wizard helps sort, group and analyze records Microsoft Office 2010-Illustrated4

Selecting Fields for a Report Using the Report Wizard Selecting Fields for a Report Using the Report Wizard Page75 Figure D-1 Microsoft Office 2010-Illustrated5

Using Report Layout View Reports have multiple views that you use for various report-building and report-viewing activitiesReports have multiple views that you use for various report-building and report-viewing activities Report Layout View applies a grid to the report that helps you resize, move, and position controlsReport Layout View applies a grid to the report that helps you resize, move, and position controls Microsoft Office 2010-Illustrated6

Modifying Column Width in Report Layout View Modifying Column Width in Report Layout View Page 77 Figure D-3 Microsoft Office 2010-Illustrated7

Report Views Report Views Page 77 Table D-1 Microsoft Office 2010-Illustrated8

Reviewing Report Sections Report sections determine where and how often controls in that section print in the final reportReport sections determine where and how often controls in that section print in the final report Microsoft Office 2010-Illustrated9

Reviewing Report Sections Reviewing Report Sections Page 78 Table D-2 Microsoft Office 2010-Illustrated10

Applying Group and Sort Orders Grouping means to sort records by a particular field plus provide a header and/or footer section before or after each group of sorted recordsGrouping means to sort records by a particular field plus provide a header and/or footer section before or after each group of sorted records To change sorting or grouping options for a report, you must work in Report Design ViewTo change sorting or grouping options for a report, you must work in Report Design View Microsoft Office 2010-Illustrated11

Group, Sort, and Total Pane Group, Sort, and Total Pane Page 81 Figure D-8 Microsoft Office 2010-Illustrated12

Adding Subtotals and Counts Calculations are used to add subtotals and counts to a reportCalculations are used to add subtotals and counts to a report Expressions are needed to create a calculationExpressions are needed to create a calculation Functions are built-in Access formulasFunctions are built-in Access formulas Arguments are information needed by a functionArguments are information needed by a function Microsoft Office 2010-Illustrated13

Resizing and Aligning Controls You can resize a control by using the ↔ pointerYou can resize a control by using the ↔ pointer After resizing a control, it may need to be realignedAfter resizing a control, it may need to be realigned Two ways to align controls:Two ways to align controls: * Within its own border * With respect to each other Microsoft Office 2010-Illustrated14

Precise Resizing and Aligning [Ctrl] + arrow key(s) move a control one pixel at a time[Ctrl] + arrow key(s) move a control one pixel at a time [Shift] + arrow key(s) resize a control one pixel at a time[Shift] + arrow key(s) resize a control one pixel at a time Pixel:Pixel: * pix = picture * el = element Microsoft Office 2010-Illustrated15

Resizing Controls in Layout View Resizing Controls in Layout View Page 85 Figure D-14 Microsoft Office 2010-Illustrated16

Selecting More Than One Control at a Time in Report Design View Selecting More Than One Control at a Time in Report Design View Page 85 Table D-3 Microsoft Office 2010-Illustrated17

Formatting a Report Formatting can make a report look more professional and easier to readFormatting can make a report look more professional and easier to read Formatting includes:Formatting includes: * Font style, size and color * Background colors * Line thickness and color * Alignment Microsoft Office 2010-Illustrated18

Useful Formatting Commands Useful Formatting Commands Page 87 Table D-4 Microsoft Office 2010-Illustrated19

Creating Mailing Labels Any data in your Access database can be converted into labels using the Label Wizard, a special report wizard that precisely positions and sizes information for hundreds of standard business labelsAny data in your Access database can be converted into labels using the Label Wizard, a special report wizard that precisely positions and sizes information for hundreds of standard business labels Microsoft Office 2010-Illustrated20

Label Wizard Dialog Box Label Wizard Dialog Box Page 89 Figure D-18 Microsoft Office 2010-Illustrated21

Summary Using the Report WizardUsing the Report Wizard Using Report Layout ViewUsing Report Layout View Reviewing report sectionsReviewing report sections Applying group and sort ordersApplying group and sort orders Adding subtotals and countsAdding subtotals and counts Resizing and aligning controlsResizing and aligning controls Formatting a reportFormatting a report Creating mailing labelsCreating mailing labels Microsoft Office 2010-Illustrated22