1. Shelly Cashman: Microsoft Access 2016
Module 4: Creating Reports and Forms
© 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a password-protected website for classroom use.

2. Objectives (1 of 2) 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

3. Objectives (2 of 2) 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

4. Project – Reports and Forms (1 of 3)
Figure 4-1: display of Account Financial Report
Groups of records by account type
Display of header and footers

5. Project – Reports and Forms (2 of 3)
Figure 4-3: display of custom form

6. Project – Reports and Forms (3 of 3)
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.

7. Report Creation (1 of 6) To Group and Sort in a Report
Open the report to group and sort
Right-click the Group & Sort button to display the Group, Sort, and Total pane
Click the ‘Add a group’ button to add a group
Click to select the field for grouping and group the records on the selected field
Click the ‘Add a sort’ button to add a sort
Click the field on which the records in each group will be sorted

8. Report Creation (2 of 6) To Add Totals and Subtotals
Click the column in the report to total
Click the Totals button to display the list of available calculations
Click the desired calculation
Figure 4-13: display of Group & Sort button with totals

9. Report Creation (3 of 6) To Remove the Group, Sort, and Total Pane
Click the Group & Sort button to remove the Group, Sort, and Total pane
Figure 4-14: display of Group, Sort & Total pane removed

10. Report Creation (4 of 6) To Conditionally Format Controls
Click the field to conditionally format
Click the Conditional Formatting to display the Conditional Formatting Rules Manager dialog box
Click the New Rule button to display the New Formatting Rule dialog box
Click the arrow to display the list of available comparison operators
Click the desired comparison operator
Click the box for the comparison value, and then type the desired comparison value
Click the Font Color arrow to display a color palette
Click the desired color to select the color
Click the OK button to enter the rule
Click the OK button to complete the entry of the conditional formatting rules and apply the rule

11. Report Creation (5 of 6) To Filter Records in a Report
Right-click the field on which to filter
Click the desired filtering option
Figure 4-23: display of filter shortcut menu

12. Report Creation (6 of 6) To Clear a Report Filter
Right-click the filtered field
Click the Clear filter command on the shortcut menu to clear the filter and redisplay all records
Figure 4-25: display of shortcut menu with value to select and ‘Clear filter from Current Due’

13. Multiple-Table Reports (1 of 3)
To Create a Report that Involves Multiple Tables
Click the table in the Navigation Pane to select it
Click the Report Wizard button to start the Report Wizard
Select the desired fields and click the Add Field button to add the field(s) to the report
Click the Tables/Queries arrow, and then click the desired table to add to the report
Click the Next button three times
Click the arrow in the text box labeled 1 and then click the field on which to sort the report

14. Multiple-Table Reports (2 of 3)
To Create a Report that Involves Multiple Tables
Click the Summary Options button to display the Summary Options dialog box
Click the check boxes to calculate the desired calculations
Click the OK button
Click the Next button, and then select the desired layout and orientation
Click the Next button to move to the next Report Wizard screen, and then type the desired report title
Click the Finish button to produce the report
Click the magnifying glass mouse pointer somewhere within the report to view more of the report

15. Multiple-Table Reports (3 of 3)
To Create a Summary Report
Click the Hide Details button to hide the details in the report
Figure 4-47: display of Hide Details button

16. Form Creation (1 of 8) To Use the Form Wizard to Create a Form
Open the Navigation Pane and select the table on which to create the form
Click the Form Wizard button to start the Form Wizard
Add the desired fields to the form
Click the Next button
Select the desired layout, click the Next button, and then type the desired form title
Click the Finish button to complete and display the form
Figure 4-52: display of completed form and Close button for Account Financial Form

17. Form Creation (2 of 8) To Place Controls in a Control Layout
Click the first control on the form, and then select the remaining controls while holding down the SHIFT key
Click the Stacked button to place the controls in a stacked layout
Figure 4-54: display of Stacked button

18. Form Creation (3 of 8) To Enhance a Form by Adding a Date
Click the ‘Date and Time’ button to display the Date and Time dialog box
Click the option button for the desired date format
If desired, click the option button for the time format you want to include. If you do not want to display the time, click the Include Time check box to remove the check mark
Click the OK button
Figure 4-56: display of Date and Time box with selected date format and time not included with OK button

19. Form Creation (4 of 8) To Change the Format of a Control
Click the control of which you want to change the format
Click the desired formatting option(s) on the FORM LAYOUT TOOLS FORMAT tab
Figure 4-58: display of Format tab with Bold button

20. Form Creation (5 of 8) To Move 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
Figure 4-59: display of Date control moved with four-headed arrow pointer shape indicating you can move the control by dragging

21. Form Creation (6 of 8) To Move Controls in a Control Layout
Click the first label/field to move, hold the SHIFT key down, and then 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
Figure 4-61: display of line indicating position fields will be placed when you release mouse button or finger

22. Form Creation (7 of 8) To Add a Field
Click the ‘Add Existing Fields’ button to display a field list
Drag the field to add to the desired position on the form
Click the ‘Add Existing Fields’ button to remove the field list
Figure 4-63: display of ‘Add Existing Fields’ button in the Design tab in the Tools group with City field highlighted on the field list

23. Form Creation (8 of 8) To Filter and Sort Using a Form
Click the Advanced button to display the Advanced menu
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
Click the Toggle Filter button to filter the records

24. Mailing Labels (1 of 2) To Create Labels
Click the Labels button 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 click the label type matching the labels you want to create
Click the Next button
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)

25. Mailing Labels (2 of 2) To Create Labels Click the Next button
Select the field to sort by, and then click the Add Field button
Verify the name for the report
Click the Finish button