1. XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 1 Developing Effective Reports Chapter 5 “Nothing succeeds like reports of success.” —Sue Sanders

2. XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 2 Chapter Introduction Reports  Reflect the information in the database  Summarize business activities  Use reports to format data in an attractive and informative layout for printing  Often based on data in multiple tables

3. XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 3 Tools Covered In This Chapter AutoReport: Columnar AutoReport: Tabular Chart Wizard Conditional formatting Label Wizard Page breaks Queries Report Wizard Sorting and Grouping Subreports

4. XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 4 Level 1 Objectives: Creating Simple Reports and Labels Create and modify basic reports Improve information content of reports  Sorting and summarizing Create labels using Label Wizard

5. XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 5 Understanding Reports Report  Presents information from one or more database tables  Printed format  Provide most options and advantages for printing database content Organize and format information to create professional presentation Include numeric and textual data Maintain flexibility when displaying summary information

6. XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 6 Understanding Reports (continued) Accomplish goals with reports  Create printed copy of information used regularly  Distribute information to others  Customize organization and appearance of printed information  Group or summarize information for Reporting to others Calculating running totals Group totals Grand totals Percentages of totals

7. XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 7 Comparing Forms and Reports

8. XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 8 Choosing the Appropriate Type of Report Determine report purpose and audience  Before developing Report types  Detailed  Grouped  Summary  Mailing labels  Multiple-column Types of reports can contain other reports  Called subreports

9. XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 9 Examples of Access Reports

10. XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 10 Types of Reports Available in Access

11. XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 11 Types of Reports Available in Access (continued)

12. XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 12 Planning Basic Reports Start by creating reports for various functions within pharmacy  Managers of areas can review reports  Comment on usefulness and appearance

13. XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 13 Creating and Modifying Basic Reports AutoReport Wizard  Create report that displays all fields and records in single table or query Report Wizard  Guides you through steps of creating report  Based on one or more tables or queries  Asks questions about Record sources Fields Layout Format

14. XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 14 Creating a Report Using AutoReport AutoReport Wizards:  AutoReport: Columnar  AutoReport: Tabular  One or other may be easier to read Naming reports  Use rpt prefix  Choose meaningful name

15. XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 15 Columnar Report Created Using an AutoReport Wizard

16. XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 16 Results of AutoReport in Print Preview

17. XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 17 Creating a Report Using the Report Wizard Provides quick way to select only fields you want to display in report  Based on one or more tables or queries Select one of several layouts and styles for report Create report with Report Wizard  Customize report in design view Provides options for selecting fields

18. XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 18 Creating a Report Using the Report Wizard (continued) Pages  Fields  Grouping  Sorting  Layout and orientation  Style

19. XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 19 Modifying a Report in Design View Can also create reports from scratch in Design view Control  Small object such as text box  Displays data or line to separate one record from another Modify report in Design view  Switch to Print Preview to see effects of changes

20. XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 20 Report Controls

21. XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 21 Three Report Views

22. XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 22 Modifying a Report in Design View (continued) Report sections:  Report header  Page header  Group header  Detail  Group footer  Page footer  Report footer

23. XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 23 Modifying a Report in Design View (continued) View property sheet for section  Double-click section bar Report caption  Name of report in title bar Report design checklist:  Is report in format chosen for all reports?  Does title label caption need to be modified?  Have I changed report caption?  Can I read complete column headings or are they truncated?

24. XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 24 Modifying a Report in Design View (continued) Report design checklist:  Does all data in detail area appear or is some truncated?  Is report so wide that it should use landscape orientation?  Is vertical spacing too spread out or too close?  If report has many numbers does it use gridlines to make reading it easier?  Do any extra items on report detract from its appearance?

25. XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 25 Modifying a Report in Design View (continued) Report design checklist:  Do any errors or blank pages appear when report printed?  Would data have more information content if grouped?  Would summary data add to information content of report?

26. XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 26 Common Section Properties

27. XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 27 Common Report Properties

28. XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 28 Moving Detail Fields to Multiple Lines on a Report Increase length of detail section to make room for second row of text by  Dragging page footer section bar down Move fields Add logos or other graphics  Using image button

29. XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 29 Creating a Custom Style for Reports Click AutoFormat button on report design toolbar  Create custom AutoFormat based on report

30. XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 30 Creating a Grouped Report Using a Single Table Grouped report  Groups records based on values in one or more fields  Makes report more informative  Calculate totals and other values for each group Create using Report Wizard  Only allows four grouping levels Create using Design view  Up to 10 levels allowed Group level determines how groups nested

31. XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 31 Using the Report Wizard to Created a Grouped Report

32. XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 32 Creating Labels Using the Label Wizard Store name and address information in access database  Create simple report formatted to look like mailing label  Report extracts address data from table or query Organizes it to print label for each address in record source Use Label Wizard  Specify record source for mailing label report  Select type of label Customize mailing labels using design view

33. XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 33 Creating Labels Using the Label Wizard (continued) Build prototype of label  By selecting necessary fields one at a time  Press enter key to move to next line Specify sort order for labels

34. XP Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 34 Level 1 Summary Report  Printed version of data Create using  AutoReport Wizard  Report Wizard Use design view to customize appearance and data Save design as AutoFormat