1. Creating Custom Reports, Macros, and Switchboards
Lab 6
Creating Custom Reports, Macros, and Switchboards
Word 2002-Lab 1

2. Calculate group totals. Customize a report’s layout.
Objectives
Group report records.
Calculate group totals.
Customize a report’s layout.
Enhance a report’s appearance.
Add a calculated control to a report.
Create mailing labels.
Create macros to automate database tasks.
Use a switchboard to navigate a database.
Secure a database with password protection.
Word 2002-Lab 1

3. Concepts
Grouping Records - Records in a report can be grouped into categories to allow you to better analyze the data.
Group Calculations - If you group data in your report, you can perform group calculations on values, such as a group total, an average, a minimum value, and a maximum value.
Macro - A macro automates common database tasks, such as opening and printing tables, forms, and reports.
Switchboard - A switchboard is a form that contains command buttons for performing a variety of actions in a database, such as viewing forms and reports, running macros, opening other switchboards, and exiting the application.
Word 2002-Lab 1

4. Creating a Grouped Report
Outline
Creating a Grouped Report
Planning the Report
Running and Modifying the Associated Query
Using the New Object Button to Create a Report
Using the Report Wizard to Create a Grouped Report
Displaying the Report

5. Customizing the report layout
Outline
Customizing the report layout
Resizing and Rearranging Controls
Changing Text Alignment and Font and Fill Colors
Working with Lines and Borders
Adding a Page Header
Changing the Record Source

6. Using calculated controls in a report
Outline
Using calculated controls in a report
Creating a Text Box Control
Using the Expression Builder
Changing Control Properties
Printing a grouped report
Creating Mailing Labels
Using the Label Wizard
Printing Mailing Labels

7. Using Macros Automating Repetitive Actions with a Macro
Outline
Using Macros
Automating Repetitive Actions with a Macro
Copying and Editing Macros
Creating a Print Macro

8. Using a Switchboard Securing a Database Lab Review
Outline
Using a Switchboard
Creating Switchboard Pages with the Switchboard Manager
Adding and Editing Switchboard Items
Adding Items to the Main Switchboard
Using the Switchboard Form
Automatically Displaying the Switchboard on Startup
Securing a Database
Lab Review

9. Creating a Grouped Report
Plan the report
Create an associated query
Use the new object button to create a report
Some students might not be familiar with grouped reports
Ask for or give examples of grouped reports
Example: It might be useful for a store manager to group payroll records by department. Then, rather than getting a long list of pay for individual employees, the manager could get a report showing total payroll for each department
Example: A mail-order company might group orders by date of purchase, then by item number to see detailed sales information
These are special reports that group and summarize data in an organized and attractive manner
Many reports are based on a query instead of a table
This makes it easier to limit the data that you actually want in the query
The Report Wizard is extremely useful in creating grouped reports
Word 2002-Lab 1

10. Using the Report Wizard to Create a Grouped Report
In the above dialog box, you can select the fields on which you want to group the report
Word 2002-Lab 1

11. Concept 1: GROUPING RECORDS
Group by category to better analyze data
Access automatically groups records based on fields you choose
Group by as many as 10 fields in one report
Should be created based on priority from largest group to smallest
Give examples of grouping records.
Records in a report can be grouped by categories to allow you to better analyze the data
Access can group records and calculate totals for the entire group. In Access you can create a report that will automatically group records based on fields you choose to group by. You can group by up to 10 fields in any one report.
Groups should be created based on priority from the largest to the smallest
Example: It might be useful for a store manager to group payroll records by department. Then, rather than getting a long list of pay for individual employees, the manager could get a report showing total payroll for each department
Example: A mail-order company might group orders by date of purchase, then by item number to see detailed sales information
Word 2002-Lab 1

12. Categories for Grouping
The above report will group the data first by location and then by job title within the location
Word 2002-Lab 1

13. Concept 2: GROUP CALCULATIONS
The Wizard screen asks you to choose the type of calculation you want to use to summarize the grouped data on your report
If you group data in your report, you can perform one or more of the following group calculations on values:
Sum (adds all values by group)
Avg (calculates the average value for the group)
Min (calculates the lowest value for the group)
Max (calculates the highest value for the group)
Word 2002-Lab 1

14. Grouped Report
The report displays a total and average for the gross pay field for each group
Word 2002-Lab 1

15. Summary Calculations Group summary
The summary calculation in the above report includes summary information, a count value, and the total and average gross pay values
Word 2002-Lab 1

16. Customizing the Report
Resize and rearrange controls
Change text alignment
Change font and fill colors
Work with lines and borders
Add page header
Changes to the report is made in Design View
Word 2002-Lab 1

17. Group Header & Footer Sections
Controls that display group identification information each time group changes
Besides the standard Report Header, Page Header, Detail, Page Footer, and Report Footer sections, there are also sections called Location Header and Job Title Footer
These are called Group Header and Footer sections
They display group identification information on the report each time the group changes
Word 2002-Lab 1

18. Controls rearranged and resized
Use Format/Size/To Fit to automatically resize the selected control to fit its contents
Controls are compound objects, you need to select the control individually to apply font color changes to it
Do not extend the line beyond the 6.5-inch ruler position or the report will be too wide to fit on a single page
You will notice this problem if you see blank pages in your report when you preview or pint it
Word 2002-Lab 1

19. Customized Report
It is always a good idea to preview a report before printing it
Word 2002-Lab 1

20. Changing the Record Source
Created report can be used again with other queries
Change the Record Source control in the report to reference a different query
If you like the report and want to use it again with different data, change the record source to reference a different query
Make sure that when you change a control for the report, you have correctly selected the record
Double click on the Report Selector (sometimes this box if difficult to see at first or
Use New/Properties to open the Report Properties dialog box
Word 2002-Lab 1

21. Using Calculated Controls in a Report
Create a text box control
Open the Property dialog box
Add a calculated control to the Control Source
Use Expression Builder
Format field
Preview report
A calculated control works the same way in a report as it does in a form — you enter an expression into it that calculates values from other controls in the report or its underlying table or query, or another report and it displays the results of that expression
Word 2002-Lab 1

22. Control Source property
Calculated Control
Control Source property
You can type some or all of the calculation directly in the expression box, or build the calculation by selecting the appropriate operator buttons and/or expression elements, or use a combination of both methods
New text box
Word 2002-Lab 1

23. Printing a Grouped Report
Displays 2 pages
Preview the report to see if any changes need to be made
Word 2002-Lab 1

24. Creating Mailing Labels
Use Label Wizard
Predefined labels or create custom ones
Can specify font and text coloring
Select desired fields
Print labels
The Report Wizard includes a Label Wizard that will create mailing labels
Word 2002-Lab 1

25. Creating Mailing Labels
You can specify the type of label you want to create
You can either use a predefined label or create a custom label
Just as with other reports, you select the fields from the table to include in the labels
Unlike other reports, however, as you select the fields, you also design the label layout in the Prototype Label box
You may type any additional text, such as punctuation or a holiday message, directly onto the prototype
Word 2002-Lab 1

26. Printing Mailing Labels
Three columns of mailing labels appear across the width of the page
The placement of the labels on the page corresponds to the 5160 Avery labels you selected in this example using the Label Wizard
The labels can be sorted by zip code or by another field
Word 2002-Lab 1

27. Automates common database tasks
Concept 3: MACRO
Automates common database tasks
Opening & printing tables, forms , reports
You enter a series of actions you want Access to perform
Action – self-contained instructions
Argument – provides additional information about action
A macro automates common Access database tasks, such as opening and printing tables, forms, and reports
It makes using your report easier
Once a macro is created, you can run it from the Macros section of the database window
You can also attach a macro to a command button on a form or create a custom menu command or toolbar button that will execute the macro.
When a macro is run, Access starts at the beginning of the macro and performs all the specified actions in order until it reaches the end of the macro or, if the macro is part of a group of macros, the next macro in the group.
Word 2002-Lab 1

28. Creating a Macro
To create a macro, you enter a series of actions that you want Access to perform
An action is a self contained instruction that can be combined with other actions to automate tasks
You specify the arguments associated with the action
Arguments provide additional information on how the action is to be carried out
Word 2002-Lab 1

29. Saving a Macro Assign a name to the macro
As with other database objects, macros are saved with the database
Word 2002-Lab 1

30. Copying & Editing Macros
Comment modified to reflect new view
Change view to Print Preview
You can use Copy and Paste to copy the first macro you created to create additional ones
Change the actions and arguments to correspond with what you want this macro to do.
Word 2002-Lab 1

31. Concept 4: SWITCHBOARD
A form that contains command buttons for performing actions in a database
Viewing forms and reports
Running macros
Opening other switchboards
Exiting applications
Switchboard Page
Switchboard Manager
Create a switchboard form to easily navigate through the database objects, selecting what function you want to perform
A switchboard is like a menu
Add items to select
Restrict access to the tables so that records are only entered through the form
Easy navigation of database
When you create a Switchboard form with the Switchboard Manager, Access automatically creates a Switchboard Items table that describes what each button on the switchboard form does
Each switchboard in a database is called a switchboard page
You use the Switchboard Manager to create and modify switchboard pages
When you first use the Switchboard Manager, Access automatically creates a Main Switchboard page
You can put all the buttons for the database on this one page, or you can create individual switchboard pages that divide the buttons by category and then use the Main Switchboard to access these pages
Word 2002-Lab 1

32. Switchboard Employees Pay Location Main Switchboard View Tables
View Forms
View Reports
Employees
Pay
Location
Employee Update
Mailing labels
Gross pay
Review the above layout with the students
In your Lab exercise you will be creating 2 switchboard pages for the form and report macros
Buttons for these will be added to the Main Switchboard
Word 2002-Lab 1

33. Creating Switchboard Pages with the Switchboard Manager
Open the Switchboard Manager
Choose Tools/Database Utilities/Switchboard Manager
Main Switchboard page is created automatically
Edit page to contain other pages
Access initially creates a Main Switchboard page as the default
Edit this switchboard to contain the buttons for the individual switchboard pages after you create them
Word 2002-Lab 1

34. Creating a Switchboard
The new switchboard pages are displayed in the Switchboard Manager dialog box.
Word 2002-Lab 1

35. Adding and Editing Switchboard Items
Adding an item to the Employee Form switchboard
Word 2002-Lab 1

36. Reports Switchboard

37. Automatically Displaying Switchboard
You cab have the Main Switchboard page open automatically when the database is opened rather than the Database window open
Access allows you to customize how a database looks and acts when opened, including what menus and toolbars are displayed, what window features are displayed, and how various features act.
Word 2002-Lab 1

38. Exclusive protection Password protection Restricts access
Securing a Database
Exclusive protection
Restricts access
Must be done each time file is opened
Password protection
Protects the database
You can restrict access to the database by requiring that a password be entered in order to open the database
You can also set the database to exclusive access to prevent others in a multiuser environment from opening the database while you are accessing it
A multiuser database allows multiple users to access and modify the same database at the same time
Word 2002-Lab 1

39. Setting to Exclusive Mode
Choose File/Open and select the database file
From the Options on the drop-down menu, select Open Exclusive
You need to set the database to Exclusive mode each time you open the file
Word 2002-Lab 1

40. Key Terms
Action - A self contained instruction that can be combined with other actions to automate tasks.
Argument - Provides additional information on how a macro is to be carried out.
Exclusive - Type of database that prevents others in a multiuser environment from opening the database while you are accessing it.
Group - A way of organizing data on a common attribute. When data is grouped, calculations can be performed on all data in each group.
Group Calculations - Reports grouped on one or more fields can have calculation based on these groups.
Word 2002-Lab 1

41. Label Wizard - Used to create mailing labels.
Key Terms
Group Header and Footer Sections - Section of Report Design that contains information on the groups.
Label Wizard - Used to create mailing labels.
Macro - Automates common Access database tasks, such as opening and printing tables, forms, and reports.
Multiuser - Type of database that allows multiple users to access and modify the same database at the same time.
Switchboard - Startup window that makes it easier to move from one task to another in a database.

42. Switchboard Manager - Used to create and modify switchboard pages.
Key Terms
Switchboard Form - An Access form that contains command buttons for performing a variety of actions in a database, such as viewing forms and reports, running macros, opening other switchboards, and exiting the application.
Switchboard Items Table - Describes what each button on the switchboard form does.
Switchboard Manager - Used to create and modify switchboard pages.
Switchboard Page - Each switchboard in a database.

43. Discussion Questions
Discuss how grouping records in a report makes the report more meaningful.
Discuss how group calculations can be used in a report. Give examples of the kinds of information that could benefit from summary data.

44. Discussion Questions
Discuss how calculated controls can be used in a report. What types of calculations could you perform?
Discuss how macros and switchboards can help automate database operations. Give examples of some operations that could be automated with these tools.
Word 2002-Lab 1

45. Frequently Asked Questions
Is it necessary to create a report from a query?
What is the purpose of grouping records?
What summary values can I calculate when using the Report Wizard for creating groups?
Are controls on forms and reports modified and formatted in the same way?
Word 2002-Lab 1

46. Frequently Asked Questions
How do I create a calculated control in a report?
I have a database and I need mailing labels. Do I have to use Word or does Access have a mailing label feature?
What is a macro?
When would I use a macro in Access?
Word 2002-Lab 1

47. Frequently Asked Questions
What is an Access Switchboard?
I want my switchboard to begin at startup. Is this possible?
What type of data security does Access offer?
Word 2002-Lab 1

48. Official MS Access Web Site http://www.mircosoft.com/access
Web Links
Official MS Access Web Site
Access Links
Access Report Topics

49. Compact an Access Database
Web Links
Compact an Access Database
How to Create a Running Sum Query
SSW: How to Improve Access Performance

50. Tony's Main MS Access Page http://www.granite.ab.ca/accsmstr.htm
Web Links
Tony's Main MS Access Page
Sample Databases from Microsoft
Create Command Buttons for Access the Easy Way