1. Chapter 4 Creating Reports and Forms
Microsoft Access 2013
Chapter 4
Creating Reports and Forms

2. Objectives Create reports and forms using wizards
Modify reports and forms in Layout view
Group and sort data in a report
Add totals and subtotals to a report
Conditionally format controls
Resize columns
Filter records in reports and forms
Creating Reports and Forms

3. Objectives Print reports and forms Apply themes
Add a field to a report or form
Add a date
Change the format of a control
Move controls
Create and print mailing labels
Creating Reports and Forms

4. Project – Reports and Forms
Creating Reports and Forms

5. Project – Reports and Forms
Creating Reports and Forms

6. Roadmap Group, sort, and total in a report.
Conditionally format controls in a report.
Filter report records.
Create a multiple-table report.
Create a form using the form wizard.
Modify controls in a control layout on a form.
Filter form records.
Create mailing labels.
Creating Reports and Forms

7. Grouping and Sorting in a Report
Open the report to group and sort
Press and hold or right-click the Group & Sort button (REPORT LAYOUT TOOLS DESIGN tab | Grouping & Totals group) to display the Group, Sort, and Total pane
Tap or click the ‘Add a group’ button to add a group
Tap or click to select the field for grouping and group the records on the selected field
Tap or click the ‘Add a sort’ button to add a sort
Tap or click the field on which the records in each group will be sorted
Creating Reports and Forms

8. Grouping and Sorting in a Report
Creating Reports and Forms

9. Adding Totals and Subtotals
Tap or click the column in the report to total
Tap or click the Totals button (REPORT LAYOUT TOOLS DESIGN tab | Grouping & Totals group) to display the list of available calculations
Tap or click the desired calculation
Creating Reports and Forms

10. Adding Totals and Subtotals
Creating Reports and Forms

11. Removing the Group, Sort, and Total Pane
Tap or click the Group & Sort button (REPORT LAYOUT TOOLS DESIGN tab | Grouping & Totals group) to remove the Group, Sort, and Total pane
Creating Reports and Forms

12. Conditionally Formatting Controls
Tap or click the field to conditionally format
Tap or click the Conditional Formatting button (REPORT LAYOUT TOOLS FORMAT tab | Control Formatting group) to display the Conditional Formatting Rules Manager dialog box
Tap or click the New Rule button to display the New Formatting Rule dialog box
Tap or click the arrow to display the list of available comparison operators
Tap or click the desired comparison operator
Creating Reports and Forms

13. Conditionally Formatting Controls
Tap or click the box for the comparison value, and then type the desired comparison value
Tap or click the Font Color arrow to display a color palette
Tap or click the desired color to select the color
Tap or click the OK button to enter the rule
Tap or click the OK button to complete the entry of the conditional formatting rules and apply the rule
Creating Reports and Forms

14. Conditionally Formatting Controls
Creating Reports and Forms

15. Filtering Records in a Report
Press and hold or right-click the field on which to filter
Tap or click the desired filtering option
Creating Reports and Forms

16. Clearing a Report Filter
Press and hold or right-click the filtered field
Tap or click the Clear filter command on the shortcut menu to clear the filter and redisplay all records
Creating Reports and Forms

17. Creating a Report that Involves Multiple Tables
Tap or click the table in the Navigation Pane to select it
Tap or click the Report Wizard button (CREATE tab | Reports group) to start the Report Wizard
Select the desired fields and tap or click the Add Field button to add the field(s) to the report
Tap or click the Tables/Queries arrow, and then tap or click the desired table to add to the report
Tap or click the Next button three times
Creating Reports and Forms

18. Creating a Report that Involves Multiple Tables
Tap or click the arrow in the text box labeled 1 and then tap or click the field on which to sort the report
Tap or click the Summary Options button to display the Summary Options dialog box
Tap or click the check boxes to calculate the desired calculations
Tap or click the OK button
Tap or click the Next button, and then select the desired layout and orientation
Creating Reports and Forms

19. Creating a Report that Involves Multiple Tables
Tap or click the Next button to move to the next Report Wizard screen, and then type the desired report title
Tap or click the Finish button to produce the report
Tap or click the magnifying glass mouse pointer somewhere within the report to view more of the report
Creating Reports and Forms

20. Creating a Report that Involves Multiple Tables
Creating Reports and Forms

21. Creating a Summary Report
Tap or click the Hide Details button (REPORT LAYOUT TOOLS DESIGN tab | Grouping & Totals group) to hide the details in the report
Creating Reports and Forms

22. Using the Form Wizard to Create a Form
Open the Navigation Pane and select the table on which to create the form
Tap or click the Form Wizard button (CREATE tab | Forms group) to start the Form Wizard
Add the desired fields to the form
Tap or click the Next button
Select the desired layout, tap or click the Next button, and then type the desired form title
Tap or click the Finish button to complete and display the form
Creating Reports and Forms

23. Using the Form Wizard to Create a Form
Creating Reports and Forms

24. Placing Controls in a Control Layout
Tap or click the first control on the form, and then select the remaining controls while holding down the SHIFT key
Tap or click the Stacked button (FORM LAYOUT TOOLS ARRANGE tab | Table group) to place the controls in a stacked layout
Creating Reports and Forms

25. Placing Controls in a Control Layout
Creating Reports and Forms

26. Enhancing a Form by Adding a Date
Tap or click the ‘Date and Time’ button (FORM LAYOUT TOOLS DESIGN tab | Header/Footer group) to display the Date and Time dialog box
Tap or click the option button for the desired date format
If desired, tap or click the option button for the time format you want to include. If you do not want to display the time, tap or click the Include Time check box to remove the check mark
Tap or click the OK button
Creating Reports and Forms

27. Enhancing a Form by Adding a Date
Creating Reports and Forms

28. Changing the Format of a Control
Tap or click the control of which you want to change the format
Click the desired formatting option(s) on the FORM LAYOUT TOOLS FORMAT tab
Creating Reports and Forms

29. Moving a Control
Point to the control to move so that the pointer changes to a four-headed arrow and then drag the control to the desired location
Creating Reports and Forms

30. Moving Controls in a Control Layout
Tap or click the first label/field to move, hold the SHIFT key down, and then tap or click the remaining labels and fields to move
Drag the fields to the desired location
Release your finger or the mouse button to complete the movement of the fields
Creating Reports and Forms

31. Moving Controls in a Control Layout
Creating Reports and Forms

32. Adding a Field
Tap or click the ‘Add Existing Fields’ button (FORM LAYOUT TOOLS DESIGN tab | Tools group) to display a field list
Drag the field to add to the desired position on the form
Tap or click the ‘Add Existing Fields’ button (FORM LAYOUT TOOLS DESIGN tab | Tools group) to remove the field list
Creating Reports and Forms

33. Adding a Field
Creating Reports and Forms

34. Filtering and Sorting Using a Form
Tap or click the Advanced button (HOME tab | Sort & Filter group) to display the Advanced menu
Tap or click ‘Advanced Filter/Sort’ on the Advanced menu
If necessary, resize the field list so that all the fields appear
Add the desired fields to the grid
Select the desired sort order
Add the criterion to the desired field
Tap or click the Toggle Filter button (HOME tab | Sort & Filter group) to filter the records
Creating Reports and Forms

35. Filtering and Sorting Using a Form
Creating Reports and Forms

36. Creating Labels
Click the Labels button (CREATE tab | Reports group) to display the Label Wizard dialog box
Select the desired unit of measure, and the proper label manufacturer
Scroll through the label types and then tap or click the label type matching the labels you want to create
Tap or click the Next button
Creating Reports and Forms

37. Creating Labels Tap or click the Next button
Tap or click the field(s) you want to add to the label, tapping or clicking the desired position in the prototype label before adding the field(s)
Click the Next button
Select the field to sort by, and then tap or click the Add Field button
Verify the name for the report
Tap or click the Finish button
Creating Reports and Forms

38. Creating Labels
Creating Reports and Forms

39. Chapter Summary Create reports and forms using wizards
Modify reports and forms in Layout view
Group and sort data in a report
Add totals and subtotals to a report
Conditionally format controls
Resize columns
Filter records in reports and forms
Creating Reports and Forms

40. Chapter Summary Print reports and forms Apply themes
Add a field to a report or form
Add a date
Change the format of a control
Move controls
Create and print mailing labels
Creating Reports and Forms

41. Microsoft Access 2013
Chapter 4 Complete