1. Exploring Microsoft Access
Chapter 3
Information From the Database: Reports and Queries

2. Objectives (1 of 2) Describe types of reports
Describe views in Report window
Describe similarities between forms and reports with respect to controls
List sections in a report and explain purpose
Differentiate between a query and a table

3. Objectives (2 of 2)
Use design grid to create and modify a select query
Explain multiple criteria rows to implement ‘AND’ & ‘OR’ conditions in a query
Define an action query
Create a crosstab query

4. Overview Information is data arranged in a useful format
Convert data to information with queries and reports
Understand concepts for reports and queries building on knowledge of tables and forms
Discover similarities among objects
This is a overview of why we use word processing software and the tasks to perform.
Do you remember typing your term papers in high school? Recount to your students how much easier creating term papers are with the advantages of word processing.

5. Report Types Columnar report Tabular report Simplest type
Lists every field for every record in a single column
Tabular report
Displays selected fields in a row
One record per row
Word Wrap - text automatically wraps text from one line to the next without pressing the enter key
Hard Return - created by the user when the enter key is pressed
Soft Return - created by the word processor as it wraps text from one line to the next
Insertion Point - Flashing vertical line that marks the place where text will be entered
Toggle Switch - A switch that causes the computer to alternate between two modes. For example, Caps Lock alternates between uppercase and lower case.
Insert Mode - Moves existing text to the right as new characters are being added. Insert key toggles between insert and overtype mode.,
Overtype Mode - Types over existing characters as new characters are added. Used for correcting typos.
Normal View - this view shows the only the body of the current page; faster and preferable when entering text and editing (See Figure 1.6 page 15 in textbook)
Page Layout View - this view shows the complete page with headers, footers and all formatting applied (See Figure 1.7 page 16 in textbook)
AutoCorrect Feature - corrects predefined spelling errors and/or mistakes in capitalization, automatically as the words are entered.

6. Anatomy of a Report Report header & footer Page header & footer
Group header & footer
Detail section

7. Report Wizard Easiest way to create a report
Specify the table or query
Select one or more fields
Select layout (columnar/ tabular)
Select a style
Modify the resulting report

8. Report Print Preview
Report Header
Page Header
Detail Section

9. Report Design View (1 of 2)
Bound Controls
Data source is a field in the table/query
Unbound Controls
Has no data source
Used to display titles, labels, lines, rectangles, and graphics
Calculated Controls
Data source is an expression (avg, sum)

10. Report Design View (2 of 2)
Report Header
Page Header
Detail Section
Page footer
Toolbox

11. Introduction to Queries
Query provides the resulting records from a question
Design grid: graphical tool used to develop queries
Dynaset: The records that satisfy the query criteria

12. Dynaset Looks and acts like a table Is a dynamic subset of a table
Allows for entry, updating and deletion of records
Changes update the underlying table

13. Creating a Query Select query Query window views Datasheet view
Design view
SQL view

14. Query Selection Criteria
AND condition
OR condition
Relational operators
Between function
NOT function
Wild card

15. Select Query Design View
Table
Criteria
Run Button

16. Select Query Dynaset
The results of the query are displayed as a dynaset

17. Grouping Records Use report anatomy to group records
Grouping allows calculations like:
Count function
Sum function
Min function
Max function
Avg function

18. Crosstab Queries
Average GPA/Major by Gender
Listing of
all Majors

19. Action Queries Enables table updates. Four types:
Update: Changes multiple records
Append: Adds records from one table to another
Delete: deletes records that meet a criteria
Make-table: Creates a new table from existing records

20. Chapter 3 Summary (1 of 2) Data refers to facts about a record
Information is data arranged in a useful format
Report prints and displays information from a database
Report Wizard easily creates reports
Reports: based on table or query
A chapter summary is given on pages of the textbook.
Key words and concepts are listed on page 36 of the textbook.
Students should master the concepts and vocabulary of this chapter before progressing to the next.

21. Chapter 3 Summary (2 of 2) Query displays records that meet a criteria
Grouping records by a field for summaries
Action queries modify records
Crosstab queries display aggregated rather than individual records