1. Microsoft Office Access 2003
Tutorial 7 – Creating Custom Reports
New Perspectives on Microsoft Office Access 2003, Second Edition- Tutorial 7

2. Design and create a custom report
You can easily create custom reports based on a table or query.
There are seven sections that can be added to a report:
Report Headers and Footers, Page Headers and Footers, Group Headers and Footers, and a detail section
You can change any of these sections for your report.
At a minimum, you will always include a detail section in your report.
The usual order of development is to first develop the table(s) in a database, then develop queries, and finally develop forms and reports.
New Perspectives on Microsoft Office Access 2003, Second Edition- Tutorial 7

3. Report sections and their contents
New Perspectives on Microsoft Office Access 2003, Second Edition- Tutorial 7

4. An Access report with all sections shown
New Perspectives on Microsoft Office Access 2003, Second Edition- Tutorial 7

5. Design a report before creating it
New Perspectives on Microsoft Office Access 2003, Second Edition- Tutorial 7

6. Assign a conditional value to a calculated field
There will be times when you will want to perform one operation under a certain condition and perform a different operation under another condition.
In Access you can do this using the IIf function.
The IIf function specifies a condition:
If the condition is true, the operation is performed
If the condition is false, a different operation is performed
New Perspectives on Microsoft Office Access 2003, Second Edition- Tutorial 7

7. An IIf statement example
New Perspectives on Microsoft Office Access 2003, Second Edition- Tutorial 7

8. Sort and group data in a report
Access makes it easy for you to sort your data in the order you want it.
You can also group data, which will result in data being sorted within the groups.
If you specify that you want a group, you have the opportunity to provide a Group Header and/or Group Footer.
The Group Header will usually indicate the name of the group and the footer typically contains a subtotal for the group.
New Perspectives on Microsoft Office Access 2003, Second Edition- Tutorial 7

9. The Sorting and Grouping dialog box
New Perspectives on Microsoft Office Access 2003, Second Edition- Tutorial 7

10. Add, move, resize, and align controls in a report
You can add controls to a report in the same manner as you add controls to a form.
Bound controls get their data from a field in a table or query.
To add a bound control to a report, click the desired field in the field list and drag it to the report design window.
You can then move these controls around according to your design.
Move controls by selecting them and then dragging them to the desired position
Resize a control by dragging one of its selection handles to the desired position
Align several controls by selecting the controls and then right-clicking on one of the controls and selecting the align command
New Perspectives on Microsoft Office Access 2003, Second Edition- Tutorial 7

11. Bound controls on a report
New Perspectives on Microsoft Office Access 2003, Second Edition- Tutorial 7

12. Modify control properties
Each control has a set of properties associated with it.
In the case of the label control, the Caption property contains the text that will be displayed in the label.
To change any of the properties for a control you must first display the property sheet.
You can display the property sheet for a control by right-clicking on the control.
New Perspectives on Microsoft Office Access 2003, Second Edition- Tutorial 7

13. Add a subreport to a main report
To add a subreport to a report, you use the Subform/Subreport wizard to create the subreport.
In order to launch the wizard, you must be sure that the Controls Wizards tool is selected in the toolbox.
The subreport will usually consist of data from a related table. If the report is based on a query that uses both tables, you can pull the data from the related table into the subreport.
New Perspectives on Microsoft Office Access 2003, Second Edition- Tutorial 7

14. A subreport in Design view
New Perspectives on Microsoft Office Access 2003, Second Edition- Tutorial 7

15. A subreport in Print Preview
New Perspectives on Microsoft Office Access 2003, Second Edition- Tutorial 7

16. Add lines to a report
To provide a visual separation in the report, you may want to add a line to the report.
To do this:
Select the drawing tool from the toolbox and position the pointer where you want the line to begin
Hold down the mouse button and drag the pointer to where the line should end, and release the mouse button
To ensure a straight vertical or horizontal line, hold down the Shift key while you drag
New Perspectives on Microsoft Office Access 2003, Second Edition- Tutorial 7

17. Add a line to a report in Design view
New Perspectives on Microsoft Office Access 2003, Second Edition- Tutorial 7

18. Hide duplicate values in a report
When you group items in a report, you may not want to repeat the duplicate values within the group.
For example, if the report is grouped by department, you don’t need to have Accounting printed on each record in that department
You can hide these duplicate values by setting the Hide Duplicates property to Yes.
New Perspectives on Microsoft Office Access 2003, Second Edition- Tutorial 7

19. Add calculated controls to a report
If you want to have a subtotal for the groups in a report, you should add the Sum function to the Group Footer section.
If you also want an overall total, you should place the Sum function in the Report Footer section.
The Sum function will be placed inside a text box control that you have added to your report in the appropriate position.
New Perspectives on Microsoft Office Access 2003, Second Edition- Tutorial 7

20. Add a calculated field to a footer section
New Perspectives on Microsoft Office Access 2003, Second Edition- Tutorial 7

21. View a report with duplicated hidden and calculated fields
New Perspectives on Microsoft Office Access 2003, Second Edition- Tutorial 7

22. Define conditional formatting rules
Sometimes you will want to call attention to a value under certain conditions.
You can specify under what conditions formatting would be applied to a control.
You can define up to three formats for a control.
Any value other than those specified in the conditions will be formatted in the default format.
New Perspectives on Microsoft Office Access 2003, Second Edition- Tutorial 7

23. Use the Conditional Formatting dialog box
New Perspectives on Microsoft Office Access 2003, Second Edition- Tutorial 7

24. Use domain aggregate functions
Domain aggregate functions are used to provide statistical information about a set of records, or recordset.
An example of an aggregate function is the Sum function:
The Sum function adds the values in a set of records and places the Sum in a bound control
To apply an aggregate function to a table or query, you must use domain aggregate functions.
In this case you would use the DSum function:
You need to specify the name of the set of records (the query or table) and which values are to be summed
This is only one example of a domain aggregate function. There are several others.
New Perspectives on Microsoft Office Access 2003, Second Edition- Tutorial 7

25. Add a domain aggregate function
New Perspectives on Microsoft Office Access 2003, Second Edition- Tutorial 7

26. Additional Domain Aggregate Functions
New Perspectives on Microsoft Office Access 2003, Second Edition- Tutorial 7

27. Add the date, page numbers, and title to a report
Place the Date function into a text box to have the current date printed on a report:
The current date will appear in the report wherever you place the control containing the Date function
You may also want to add page numbers to the report:
Insert page numbers into your report and specify several options as to how the page numbers should appear
You can add a report title by adding a label control to the Report Header section:
Whatever text you place in the label control will be printed on the report
New Perspectives on Microsoft Office Access 2003, Second Edition- Tutorial 7

28. Add a date and page number to a report in Design view
New Perspectives on Microsoft Office Access 2003, Second Edition- Tutorial 7

29. A report with date and page number in Print Preview
New Perspectives on Microsoft Office Access 2003, Second Edition- Tutorial 7

30. Create and modify mailing labels
If you want to create mailing labels (or labels of any kind), you can use the Label Wizard.
The Label Wizard will walk you through the selection of the type of label you want and label layout.
You can use a table or a query as the basis for the labels.
New Perspectives on Microsoft Office Access 2003, Second Edition- Tutorial 7

31. Open the Label Wizard Click Reports in the Access Object bar.
Click the New button in the Database window.
Click Label Wizard, then click the list arrow to display a list of tables and queries. Select one, and click the OK button to open the Label Wizard dialog box.
You can select the label type that you want to print in the first Label Wizard dialog box.
New Perspectives on Microsoft Office Access 2003, Second Edition- Tutorial 7

32. Choosing a label type
New Perspectives on Microsoft Office Access 2003, Second Edition- Tutorial 7

33. Format your labels
New Perspectives on Microsoft Office Access 2003, Second Edition- Tutorial 7