1. Lesson 5: Designing Reports

2. Lesson Objectives Modify page size and orientation
Work with report headers and footers
Add logos, titles, date and time, and page numbers
Add images to reports
Align, space, move and size controls
Filter and sort records on a report
Preview and print reports
Use the Report Tool
Use the Report Wizard
Create a blank report in Layout view and Design view
Work with controls in Layout view and Design view
Add bound and unbound controls
Group and sorting report records
Add calculated controls to reports
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3. What is a Report? Reports are designed to be printed on paper
Usually they are designed to be visually appealing and they often summarize data
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4. Report Sections Header sections Detail section
Report header
Page header
Group headers (if the report includes grouping)
Detail section
Footer sections – group footers, page footers, report footer
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5. Designing a Report Begin by deciding on the data you want to include
Decide how the data may be organized into sections
Decide how to arrange the data in each section
Plan the report layout
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6. Report Layouts Tabular layouts resemble spreadsheets
Best for when you need to present data in a simple list format
Always span two sections of a report.
Stacked layouts display data arranged vertically with a label to the left of each control
Best for when a report contains too many fields to display in tabular form
Always contained within a single report section.
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7. Controls and Properties
Reports are comprised of controls which may be bound or unbound
Bound controls display data from an underlying table or query
Unbound controls are not tied to fields in an underlying table or query
Each control on a report has properties that affect its behavior and appearance
Sections of a report and the report itself also have configurable properties
Properties can be viewed and modified in the Property Sheet
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8. Report Views The four views for a report are: Report view
Print Preview
Layout view
Design view
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9. Report View
Report view allows you to view the data, but you cannot edit it
You also cannot modify a report’s design in Report view
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10. Print Preview
Print Preview allows you to preview exactly how the printed output will look
You can view one, two, four, eight, or twelve pages on one screen
In Print Preview, you can
Specify paper size and page orientation
Adjust margins
Specify to print only the data
Direct output to a specific printer
Export the report output to one of several file formats
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11. Layout View Table-based
Fields and their labels are positioned within cells in the layout
Layouts are guides that align controls
Each cell within the layout is either empty or contains a single control
Allows you to view real data while giving you the ability to modify the design of the report
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12. Design View
Design view gives you a detailed view of the structure of a report, but not the data
You can use Design view to add a wide variety of controls, resize report sections, and adjust the size of individual controls
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13. Creating Reports To create a report in Access, you can
Use the Report tool
Use the Report wizard
Create a report from scratch in either Layout or Design view
Create a report using Application Parts
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14. Using the Report Tool
The Report tool generates a report based on a single data source and automatically includes all the fields in the data source
To use the Report tool, click a table or query in the Navigation Pane, then click Report in the Create tab of the Ribbon
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15. Creating a Report Using the Report Wizard
When you use the Report wizard, you can specify multiple data sources for a report
You can also define how data is grouped and sorted
On the Create tab in the Ribbon, click Report Wizard, then follow the steps to define the data source, specify fields to include on the report, add grouping and sorting, and specify a report layout
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16. Creating a Blank Report
You can create a blank report in either Layout view or Design view
Click the Create tab on the Ribbon, then click either the Blank Report or the Report Design button
Depending on which view you use to work with the report, you can drag a variety of controls from the Controls group in the Ribbon onto the report
You can also open the Field List pane and drag fields from existing tables onto the report
In Design view, you can specify a query as the record source for a report
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17. The Field List Pane
The Field List pane displays the tables in the database
You can expand any table in the Field List pane and then drag fields into a report
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18. The Property Sheet The Property Sheet includes the following tabs:
Format
Data
Event
Other
All
To display the Property Sheet, click the Property Sheet button or press F4
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19. The Record Source Property
The Record Source property controls which fields are available for a report because it ties a table, a query or a SQL statement to the report
This flexibility allows you to specify multiple data sources for the fields on the report
The Record Source property applies to the report itself, and is visible in the Property Sheet only when the entire report is selected
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20. Creating a Report Using Application Parts
Databases created by using Application Parts often include reports
If you like the layout of a report generated by an application part, you can reuse it in other databases by importing it
After importing the report,
Change the Records Source to an appropriate table or query in your database
Adjust the Control Source property for individual report controls as required
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21. Working with Reports in Layout View
In Layout view, you can modify reports by:
Formatting controls
Moving controls
Inserting, deleting, merging and splitting rows and columns
Adding controls from the Ribbon
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22. Adding Controls from the Ribbon
You can add unbound controls to a report from the Ribbon
Added controls can be bound to a field by setting the control’s Control Source property
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23. Adding Controls from the Ribbon
Select
Clicking this button allows you to select one or more controls on the report.
Text Box
Inserts a text box control which are often used on reports for displaying calculated values.
Label
Inserts a label control which is an unbound control typically used to display titles and other descriptive text on the report.
Button
Inserts a command button. Command buttons on reports function only in Report view.
Tab Control
Inserts a tab control. Not applicable to reports.
Hyperlink
Inserts a hyperlink control. Hyperlinks on a report function only in Report view.
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24. Adding Controls from the Ribbon
Combo Box
Inserts a combo box (combination text box/drop-down list) control. Not applicable to reports.
List Box
Inserts a list box control. Not applicable to reports.
Check Box
Inserts a check box control. Not applicable to reports.
Attachment
Inserts an attachment control. Image file attachments can be viewed in Report view, Print Preview, or Layout view. Document file attachments can be opened and viewed only in Report view.
Image
Inserts an image into the report. When you add an image to a report, the image does not change as you move from one record to another.
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25. Working with Reports in Design View
While Layout view uses layouts for positioning controls, Design view uses a design grid
You can add controls to a report in Design view by dragging them onto the report from the Field List pane, or by adding controls from the Ribbon
Design view offers more granular control over where to place objects and you can use the Property Sheet to modify the properties for the report and its controls and sections
You can use Design view to adjust object size and orientation independent of other controls in the same column or row
You can also use Design view to view and manipulate report sections such as the header and footer sections
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26. Adding Controls from the Ribbon
The controls that appear in the Controls group in the Ribbon in Design view differ from those available in Layout view
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27. Adding Controls from the Ribbon
Option Group
Adds a type of control containing a set of related buttons that provide a limited set of choices for the user. Option groups can include toggle buttons, option buttons or check boxes. Option groups are designed to receive user input and are more suited for use on forms, than reports.
Insert Page Break
Inserts a page break control. Generally, page breaks are used to separate groups of data.
Chart
Inserts a chart control.
Line
Inserts a line as a graphic element. It is used primarily for aesthetic value, such as visually separating one area of a form or report from the rest.
Toggle Button
A graphic element that appears either pushed in or not pushed in. Like the check box, it is used for binary values: yes/no, on/off, 0/1. Toggle buttons are designed to receive user input and are more useful on forms than on reports.
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28. Adding Controls from the Ribbon
Rectangle
Inserts a rectangle as a graphic element into a report. This is also used primarily for aesthetic value to visually separate one area of a form or report from the rest.
Unbound Object Frame
Inserts an object such as a spreadsheet, chart, slide or document into a report. The object is not tied (bound) to any particular record in the database.
Option Button
A graphic element previously called a radio button. Like the check box and toggle button, it is used for binary values: yes/no, on/off, 0/1. Option buttons are designed to receive user input and more useful on forms than on reports.
Subform / Subreport
Embeds a subform or subreport into a report. A subform/subreport is used to show related data from another form or report within a “main” report. Subforms/subreports are used to show related data from the “many” side of a relationship.
Bound Object Frame
Inserts a frame that will contain a bound object, such as a picture, associated with a particular record in a database.
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29. Aligning Controls
You can align controls with the Horizontal and Vertical rulers
You use the snap to grid option to align controls to the design grid
You can align controls relative to one another
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30. Sizing Controls
You can size controls relative to one another, specifying to size all of them to the same size as the
Tallest
Shortest
Widest
Narrowest
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31. Spacing Controls
The vertical and horizontal spacing between report controls affects the overall appearance
You can select multiple controls and then select an option to increase, decrease, or equalize the vertical or horizontal spacing between the selected controls
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32. Working with Subform/Subreport Controls
If you want to view both summary information and its related detail information in a report, use a subform/subreport control
To add a subform/subreport control to a report, open the report in Design view, ensure that the Control Wizards are turned on, then drag the control into the report to launch the Subreport Wizard
You can specify to create a subreport based on an existing table or query
You can specify to use an existing form or report as a subreport
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33. Adding Calculations to Reports
Calculations on a report help you analyze and summarize data
Calculations you can add include:
Calculated controls
Totals
Calculated controls use an expression as a Control Source property
Totals insert aggregate functions into a report
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34. Grouping and Sorting Data in Reports
Grouping the data on a report can help make the data meaningful
You can add up to 10 grouping levels
You can display subtotals and grand totals on grouped reports
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35. Adding Grouping Levels with the Shortcut Menu
In Layout view, right-click the field you want to group by, then click an option in the shortcut menu
You can easily sort report items in Layout view by right-clicking the field by which you want to sort, then clicking a sorting option in the shortcut menu
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36. Using the Group, Sort and Total Pane
Open the report in Layout view
Click Group & Sort to open the Group, Sort, and Total pane
In the Group, Sort, and Total pane, click Add a group, then select the field by which you want to group the data
For each grouping level, you can specify options such as displaying headers, footers or totals
You can also sort items within a group
To add sums or calculations, click a grouping level, click more, then click one of the choices
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37. Previewing and Printing Reports
Print Preview view allows you to see exactly how the printed output will look
Print Preview view also allows you to make last-minute adjustments to the report
Print Preview is the only report view that provides access to the Print command
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38. Working with Page Size, Orientation and Report Width
The paper size setting controls the amount of space available in the design grid
The two available page orientation settings are Portrait and Landscape
This setting controls how the output is printed, but does not control the width of the report or its sections
The Report width setting sets the left and right boundaries of the report and is equal to the width of the design grid
Margins affect the printable area in a report as well as the overall report width
You can set the report width using the Property Sheet, and you can manually drag the right edge of the report design grid to adjust the size of the report sections
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39. Formatting Reports into Multiple Columns
By default, a report prints as a single column which spans the width of the page
Use the settings on the Columns tab of the Page Setup dialog box to format a report to print in multiple columns
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40. Report Headers and Footers
Report header and footer sections usually contain a logo, report title, date stamp, time stamp and page numbering
Access includes pre-formatted placeholders for these items
Click the buttons in the Header / Footer group to insert them into a report
Button
Control type
Default location
Logo
Auto_Logo
Left-most position in the Report header section
Title
Auto_Header
Left-aligned in the Report header section
Date and Time
Auto_Date Auto_Time
Right-aligned at the right side of the Report header section
Page Numbers
Text box
At the left, center or right of the Page header section
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41. Adding Images to a Report
Options for adding images to a report include:
Inserting an image as a logo in the report header
Inserting an image in the Page Header, Page Footer, or Detail section
Inserting an image into the report background (background images display behind the report’s controls)
The appearance and behavior of the background image are controlled by the report’s Picture Type, Picture, Picture Tiling, Picture Alignment and Picture Size Mode properties.
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42. Working with Colors You can apply colors to report sections
You can also adjust the colors of individual controls
Select the control or section, then display either the Font Color or Background Color drop-down list and select the color you want to apply
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43. Applying a Theme
Click the Themes button to display the Themes gallery, then click the theme you want to apply
Click the Colors button in the Themes group to open the Colors gallery
Click the Font button in the Themes group to open the Font gallery
You can customize a theme by changing the color scheme and font
Only one theme can be applied to a database at any given time
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44. Printing Reports
You can use Print Preview to preview exactly how the printed output will look
You can use Report view and Layout view to control which records are sent to the printer and control the order in which they print
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45. Filtering Printed Output
Filtering enables you to isolate the specific records you want to print
Filters use criteria to test records and determine whether or not they should be displayed or included in report output
When a filter is applied, only a subset of the records display or are printed
You can filter by selection or use an advanced filter/sort
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46. Sorting Printed Output
By default, records are displayed in a report by any grouping or sorting options you have specified
You can change the sort order on the fly using the Sort command in Layout view
To sort the records in a report:
Open the report in Layout view
Click the field by which you want to sort, then click a button in the Sort & Filter group on the Home tab
You can also right-click a field and select a sorting option from the shortcut menu.
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47. Print Options
Aside from sending output to a printer, you can export report output to various types of files
You can also specify to export the report output to a file and attach the generated file to an message
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48. Lesson Summary Modify page size and orientation
Work with report headers and footers
Add logos, titles, date and time, and page numbers
Add images to reports
Align, space, move and size controls
Filter and sort records on a report
Preview and print reports
Use the Report Tool
Use the Report Wizard
Create a blank report in Layout view and Design view
Work with controls in Layout view and Design view
Add bound and unbound controls
Group and sorting report records
Add calculated controls to reports
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49. Review Questions
Which of the following is a limitation of the Report Tool?
It generates reports that are connected to a single data source only.
It is time-consuming to use.
It adds only the first four fields of data to the report.
It generates reports that cannot be modified.
Phil sees blank pages when he examines his report in Print Preview. Which of the following can cause this situation?
The report’s margins are too narrow to force the data to display.
The report does not have a valid data source.
There are empty records in the database.
The report is too wide for the paper.
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50. Review Questions
Ken has added an unbound text box control to a report and he wants to use the text box to display the total price for each line item in an order. He should enter the expression =[Quantity]*[UnitPrice] in which property for the unbound text box control?
The Record Source property.
The Control Source property.
The Row Source property.
The Expression Source property.
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51. Review Questions
Which of the following statements is true of date and time stamps in reports?
There are five formats available for each.
They must be inserted as a pair of controls.
They cannot be automatically inserted into a report footer.
You can insert only one or the other; not both.
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52. Review Questions
Amanda opens a report on customers in Print Preview and sees that the report will be 135 pages long. Amanda needs information on customers from three states only. Which of the following is the best solution to allow Amanda to obtain her printed output without wasting so much paper on unneeded information?
Amanda should apply a filter to the report before printing.
Amanda should sort the report by state and print only the pages between her first state and her last state.
Amanda should use the Find command to wade through the report in Report view, and print each page that contains information that she needs.
Amanda should print the entire report and recycle the pages she does not need.
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