Microsoft Access Intro Class 9 Report Design

2 Using AutoReport Fast way of creating a report from a table or query ALL fields are automatically included in the report Make sure you are in the Reports object in the main database window From the Database toolbar, click the button In the screen that pops up, choose AutoForm Tabular (common for reports), and then choose the table or query to base the report on Click OK and wait for the report to be generated

3 To Create a Report Using the Wizard In the Reports object in the main database window, click the Create report by using wizard option. On the first screen of the wizard, click the drop down arrow to choose which table or query you want to base the report on. On the next screen, choose which fields from the table or query that you want to include on the report. The next screen gives you grouping options To choose a field to group by, double-click the field from the left section of the screen – the field will appear blue and raised on the right side of the screen To take a grouping field away from the right section of the screen, double- click the blue field on the right and it will return to the left The next screen will ask you to add sorting levels (if you wish) on up to four fields Depending whether you included a numeric field while you were choosing fields, and whether you decided to add grouping levels, you will see a Summary Options button at the bottom of the Sorting screen. Summary options allow you to include calculated totals within your report. On the following screens, choose a layout and style for the report (tabular is standard for reports, while columnar is standard for forms) Finally, give the report a name and click the Finish button.

4 Report Design View Very similar to Form Design View Field List, Toolbox and Properties all exist Still have labels and text boxes Selecting, moving aligning and spacing controls identical to form design

5 Report Sections Report Header – information will appear on first page of report only Page Header – information will appear at the top of every page in report (labels that represent field titles usually appear in this section) Grouping Header – will only appear if grouping options were chosen in Wizard or if manually inserted – designates which field is being grouped on Details – the actual data from the fields in the table/query is displayed – usually contains textboxes that are bound to fields

6 Report Sections (cont’d) Grouping Footer – will only appear if grouping options were chosen in Wizard or if manually inserted – information in it will appear at the bottom of each group in the report Page Footer – information will appear at the bottom of every page in report Report Footer – information will appear on the last page of the report only The Wizard will usually decide which sections are needed in a report, but you can also add/remove sections manually in Report Design View, by clicking the View menu and at the bottom of the View menu you will see commands to hide/display the Report Header/Footer, as well as Page Header/Footer sections

7 Adding a Calculated Field in Report Design In Report Design View, display the Toolbox Click once on the Text Box button on the Toolbox, then click once in the Details section where you would like to place the control (optional - delete the associated label that appears with the text box) In the text box, start off all calculations with the equals (=) sign, then proceed to type in the rest of the equation E.g.=[UnitPrice]*[Quantity] =Sum([Quantity])

8 To Format a Calculated Field as Currency In Report Design View, right-click on the text box that contains the formula you wish to format and then click the Properties command On the Format tab, set the Format property to Currency.

9 Hiding Duplicates In Report Design View, right-click on the text box for the field that contains duplicates and then choose the Properties command On the Format tab of the properties screen, set the Hide Duplicates property to Yes The Grouping Feature is an alternative to this

10 To Add Grouping Levels Manually In Report Design View, click the Sorting and Grouping button in the top toolbar Choose which field you want to sort or group on Turn the Group Header and Footer on (set one or both to Yes) Set the Keep Together option to Yes to prevent groups from breaking up across page breaks

11 To Create Mailing Labels Make sure you are in the Reports object in the main database window From the Database toolbar, click the button In the screen that appears, click the Label Wizard option and then choose the table or query to base the report on Click OK and wait for the wizard to start

12 To Create Mailing Labels (cont’d) On the first screen of the Wizard, choose the make and size of labels you want On the next screen, choose a font style for the labels, if you wish On the next screen, add the fields from the table or query to the prototype label, being careful to arrange the fields exactly how you want them to appear on the label On the next screen, choose to sort by a field, if you wish Finally, give the report a name and click the Finish button

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