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Microsoft Access 2013 ®® Tutorial 7 Creating Custom Reports.

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Presentation on theme: "Microsoft Access 2013 ®® Tutorial 7 Creating Custom Reports."— Presentation transcript:

1 Microsoft Access 2013 ®® Tutorial 7 Creating Custom Reports

2 XP Objectives Session 7.1 – View, filter, and copy report information in Report view – Modify a report in Layout view – Modify a report in Design view New Perspectives on Microsoft Access 20132

3 XP Objectives (Cont.) Session 7.2 – Design and create a custom report – Sort and group data in a report – Add, move, resize, and align controls in a report – Add lines to a report – Hide duplicate values in a report New Perspectives on Microsoft Access 20133

4 XP Objectives (Cont.) Session 7.3 – Add the date, page numbers, and title to a report – Create and modify mailing labels New Perspectives on Microsoft Access 20134

5 XP Customizing Existing Reports Case - Chatham Community Health Services Creating Custom Reports for Chatham Community Health Services User wants to make some changes to an existing report in the database and requested a new report that will be used to produce a printed list of all invoices for all visits – Report customization includes: Grouping data Calculating totals Adding lines to separate report sections New Perspectives on Microsoft Access 20135

6 XP Customizing Existing Reports (Cont.) New Perspectives on Microsoft Access 20136

7 XP Customizing Existing Reports (Cont.) New Perspectives on Microsoft Access 20137

8 XP Customizing Existing Reports (Cont.) New Perspectives on Microsoft Access 20138 A report is a formatted output (screen display or printout) of the contents of one or more tables in a database – Although you can format and print data using datasheets, queries, and forms, reports offer greater flexibility and provide a more professional, readable appearance You need to produce a custom report whenever the Report tool or the Report Wizard cannot automatically create the specific report you need, or when you need to fine-tune an existing report to fix formatting problems or to add controls and special features

9 XP Customizing Existing Reports (Cont.) New Perspectives on Microsoft Access 20139 Viewing a Report in Report View You can view reports on screen in Print Preview, Layout view, Design view, and Report View Report view provides an interactive view of a report – You can use Report view to view the contents of a report and to apply a filter to its data – You can also copy selected portions of the report to the Clipboard and use the selected data in another program

10 XP Customizing Existing Reports (Cont.) New Perspectives on Microsoft Access 201310

11 XP Customizing Existing Reports (Cont.) New Perspectives on Microsoft Access 201311

12 XP Customizing Existing Reports (Cont.) New Perspectives on Microsoft Access 201312

13 XP Customizing Existing Reports (Cont.) New Perspectives on Microsoft Access 201313 Modifying a Report in Layout View You can make report changes in Layout view Modifying a report in Layout view is similar to modifying a form in Layout view

14 XP Customizing Existing Reports (Cont.) New Perspectives on Microsoft Access 201314

15 XP Customizing Existing Reports (Cont.) New Perspectives on Microsoft Access 201315

16 XP Customizing Existing Reports (Cont.) New Perspectives on Microsoft Access 201316

17 XP Customizing Existing Reports (Cont.) New Perspectives on Microsoft Access 201317

18 XP Customizing Existing Reports (Cont.) New Perspectives on Microsoft Access 201318 Modifying a Report in Design View A report in Design view is divided into seven sections: – Report Header section—appears once at the beginning of a report and is used for report titles, company logos, report introductions, dates, visual elements such as lines, and cover pages – Page Header section—appears at the top of each page of a report and is used for page numbers, column headings, report titles, and report dates – Group Header section—appears before each group of records that share the same sort field value, and usually displays the group name and the sort field value for the group – Detail section—contains the bound controls to display the field values for each record in the record source

19 XP Customizing Existing Reports (Cont.) New Perspectives on Microsoft Access 201319 Modifying a Report in Design View A report in Design view is divided into seven sections: – Group Footer section—appears after each group of records that share the same sort field value, and usually displays subtotals or counts for the records in that group – Page Footer section—appears at the bottom of each page of a report and is used for page numbers, brief explanations of symbols or abbreviations, or other information such as a company name – Report Footer section—appears once at the end of a report and is used for report totals and other summary information

20 XP Customizing Existing Reports (Cont.) New Perspectives on Microsoft Access 201320

21 XP Customizing Existing Reports (Cont.) New Perspectives on Microsoft Access 201321

22 XP Designing a Custom Report New Perspectives on Microsoft Access 201322

23 XP Designing a Custom Report (Cont.) New Perspectives on Microsoft Access 201323

24 XP Creating a Query for a Custom Report (Cont.) New Perspectives on Microsoft Access 201324

25 XP Creating a Custom Report New Perspectives on Microsoft Access 201325

26 XP Creating a Custom Report (Cont.) New Perspectives on Microsoft Access 201326

27 XP Sorting and Grouping Data in a Report Access lets you organize records in a report by sorting them using one or more sort fields – Each sort field can also be a grouping field which can include a Group Header section and a Group Footer section for the group Creating a Custom Report (Cont.) New Perspectives on Microsoft Access 201327

28 XP Creating a Custom Report (Cont.) New Perspectives on Microsoft Access 201328

29 XP Creating a Custom Report (Cont.) New Perspectives on Microsoft Access 201329

30 XP Creating a Custom Report (Cont.) New Perspectives on Microsoft Access 201330

31 XP Working with Controls in Design View New Perspectives on Microsoft Access 201331 Design view gives you greater control over the placement and sizing of controls than Layout view – It lets you add and manipulate many more controls – This power comes at the expense of not being able to see live data in the controls to guide you as you make changes

32 XP Working with Controls in Design View (Cont.) New Perspectives on Microsoft Access 201332

33 XP Working with Controls in Design View (Cont.) New Perspectives on Microsoft Access 201333

34 XP Working with Controls in Design View (Cont.) New Perspectives on Microsoft Access 201334 Adding Lines to a Report You’ve used the Line tool to add lines to a form or a report

35 XP Hiding Duplicate Values in a Report New Perspectives on Microsoft Access 201335 Use the Hide Duplicates property to hide a control in a report when the control’s value is the same as that of the preceding record in the group

36 XP Adding the Date to a Report New Perspectives on Microsoft Access 201336

37 XP Adding the Date to a Report (Cont.) New Perspectives on Microsoft Access 201337

38 XP Adding the Date to a Report (Cont.) New Perspectives on Microsoft Access 201338

39 XP Adding the Date to a Report (Cont.) New Perspectives on Microsoft Access 201339 Adding Page Numbers to a Report Display page numbers in a report by including an expression in the Page Header or Page Footer section The inserted page number expression automatically displays the correct page number on each page of a report

40 XP Adding the Date to a Report (Cont.) New Perspectives on Microsoft Access 201340

41 XP Adding the Date to a Report (Cont.) New Perspectives on Microsoft Access 201341

42 XP Adding a Title to a Report New Perspectives on Microsoft Access 201342

43 XP Creating Mailing Labels New Perspectives on Microsoft Access 201343 A custom report could produce mailing labels, but using the Label Wizard is easier and faster way – It provides templates for hundreds of standard label formats, each of which is uniquely identified by a label manufacturer’s name and number – These templates specify the dimensions and arrangement of labels on each page – Standard label formats can have between one and five labels across a page; the number of labels printed on a single page also varies Most mailing labels are manufactured by Avery

44 XP Creating Mailing Labels (Cont.) New Perspectives on Microsoft Access 201344

45 XP Creating Mailing Labels (Cont.) New Perspectives on Microsoft Access 201345

46 XP Creating Mailing Labels (Cont.) New Perspectives on Microsoft Access 201346

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