1. Access Reports

2. Building and Printing Reports
Reports provide the mechanism to produce high quality printed output of database information
Reports are strictly for output; data cannot be altered through a report interface
Reports are based on information found in tables and queries

3. Using Reports
Reports allow you to group related information from one or more tables
Reports provide hard copy output that summarizes and subtotals data found in the database
Reports can produce mailing labels on standard label maker forms in postal code order to reduce mailing costs

4. Using Report Wizards
You can create reports from scratch using a blank form, or you can enlist the help of the Report Wizard
Report Wizards offer several styles of reports including:
Columnar AutoReport
Tabular AutoReport
Chart Wizard
and Labels Wizard

5. 2K7 Wizard Select create tab Select report wizard
Select data sources and attributes from each source
Source can be table(s) or query
Select grouping if needed
Sort order if desired
Layout
Style
Report Name

6. Select create tab
Select report wizard

7. Select data sources and attributes from each source

8. Groupings

9. Sort order

10. Layout

11. Style

12. Name report

13. Report created with wizard

14. Modifying Report Go to design view to modify reports
Design view will show you the sections of the report
Header sections
Detail section
Footer sections
Highlight field
Right click
Select properties

15. Books by Year Report

16. Book by Year report Design View

17. Report Header
Page Header
Group Header
Detail section
Group Footer
Page Footer
Report Footer

18. Group Header
Detail section
Group Footer

20. Report sections Report Header Page Header Group Header
appears once at the beginning of a report
Page Header
appears on every page
Group Header
appears at the beginning of each new group prior to the first detail line for that group
Detail (required section)
prints data for each record from the database

21. Report sections Group Footer Page Footer Report Footer
prints group information when the grouping field changes and appears just before the first detail line of the next group
Page Footer
appears at the bottom of each page
Report Footer
appears once at the end of a report

22. Reports based on Multiple Tables
Report Wizard produces a report based on more than one table by creating a “behind the report” query
one that is not stored in the Queries collection
Producing a report with a hidden query may preferable when the query supplying the data does not have widespread, stand-alone applicability

23. Example Report Source Northwind database Products by category
Source tables
Category table
Product table

24. Category Table
Products Table

25. Attribute Selection

26. View of Data
Records(rows) are grouped by this field

27. Name Report

28. Results

29. Design View

30. To see query that report is based on, click here
Highlight here and Right click here to get property sheet
To see query that report is based on, click here

31. Query Generated for report
Query Builder Not a saved query

32. Building Reports with Queries and Expressions
Invoice example
Query must be created to select invoice fields that you would want in report
Query must create extended total for each line item
Report will pull items from this query
Creating a simple invoice report is easy
If using the report wizard, initial wizard design will probably need to be changed
Pain is modifying the design to suit your needs

33. Final Version of Invoice Report

34. Query Used for Invoice Report
Saved query to be used by report

35. Summary option will give us the subtotal

36. Expression created by wizard to calculate subtotal

37. Creating a calculated control
The Invoice subtotal and the grand total on the invoice are examples of calculated controls
Usually, text boxes are used for the creation of calculated controls

38. Calculated text box
Open the form or report in Design view by right-clicking the form or report in the Navigation Pane, and then clicking Design View.
On the Design tab, in the Controls group, click Text Box.
Position the pointer where you want the text box to be placed on the form or report, and then click to insert the text box.

39. Do one of the following:
Place the cursor in the text box, and then type an expression that calculates a total.
Select the text box, press F4 or right click to display the property sheet, and type the expression in the Control Source property box.
To use the Expression Builder to create the expression, click next to the Control Source property box.

40. Text Box

41. To use the Expression Builder to create the expression, click next to the Control Source property box

42. Select Design or Wizard
Office 2K3
Once you select design or wizard, procedures mirror 2K7
Select Design or Wizard