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 2013-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 2013-Illustrated3

Use the Report Wizard A report is the primary object you use to print database contentA report is the primary object you use to print database content 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 Microsoft Office 2013-Illustrated4

Use the Report Wizard The record source is the table or query that defines the fields and records displayed on the reportThe record source is the table or query that defines the fields and records displayed on the report Microsoft Office 2013-Illustrated5

Selecting Fields for a Report Using the Report Wizard Microsoft Office 2013-Illustrated6

Use 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 2013-Illustrated7

Modifying Column Width in Report Layout View Microsoft Office 2013-Illustrated8

Report Views Microsoft Office 2013-Illustrated9

Review 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 2013-Illustrated10

Review Report Sections Microsoft Office 2013-Illustrated11

Apply 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 2013-Illustrated12

Group, Sort, and Total Pane Microsoft Office 2013-Illustrated13

Add 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 2013-Illustrated14

Adding subtotals to group footer sections Microsoft Office 2013-Illustrated15

Resize and Align Controls Two alignment commands:Two alignment commands: * Within its own border * With respect to each other You can resize a control by using the ↔ pointerYou can resize a control by using the ↔ pointer Microsoft Office 2013-Illustrated16

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 Microsoft Office 2013-Illustrated17

Resizing Controls in Layout View Microsoft Office 2013-Illustrated18

Selecting More Than One Control at a Time in Report Design View Microsoft Office 2013-Illustrated19

Format a Report Formatting refers to enhancing the appearance of the informationFormatting refers to enhancing the appearance of the information Formatting includes:Formatting includes: * Font style, size and color * Background colors * Line thickness and color * Alignment Microsoft Office 2013-Illustrated20

Useful Formatting Commands Microsoft Office 2013-Illustrated21

Create 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 2013-Illustrated22

Label Wizard Dialog Box Microsoft Office 2013-Illustrated23

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 2013-Illustrated24