1. © Paradigm Publishing, Inc. 1

2. 2 Access 2010 Level 2 Unit 2Advanced Reports, Access Tools, and Customizing Access Chapter 5Creating and Using Custom Reports

3. © Paradigm Publishing, Inc. 3 Creating and Using Custom Reports  Create Custom Reports Using Design View Create Custom Reports Using Design View  Add Page Numbering and Date and Time Controls Add Page Numbering and Date and Time Controls  Add Graphics to a Report Add Graphics to a Report  CHECKPOINT 1 CHECKPOINT 1  Group Records and Add Functions in a Report Group Records and Add Functions in a Report  Modify Section Properties Modify Section Properties  Keep a Group Together on the Same Page Keep a Group Together on the Same Page  Insert, Edit, and Format a Chart into a Report Insert, Edit, and Format a Chart into a Report  Create a Report Using the Blank Report Tool Create a Report Using the Blank Report Tool  CHECKPOINT 2 CHECKPOINT 2 Quick Links to Presentation Contents

4. © Paradigm Publishing, Inc. 4 Create Custom Reports Using Design View To start a new report in Design view: 1.Click the Create tab. 2.Click the Report Design button in the Reports group. Report Design view

5. © Paradigm Publishing, Inc. 5 Create Custom Reports Using Design View…continued

6. © Paradigm Publishing, Inc. 6 Create Custom Reports Using Design View…continued To add a report title: 1.Open the report in Design view. 2.Click the Report Design Tools Design tab. 3.Click the Title button in the Header/Footer group. 4.Type the title text. 5.Press Enter. title text

7. © Paradigm Publishing, Inc. 7 Create Custom Reports Using Design View…continued To add a label object: 1.Open the report in Design view. 2.Click the Report Design Tools Design tab. 3.Click the Label button in the Controls group. 4.Drag to create the label object. 5.Type the label text. 6.Press Enter. label object

8. © Paradigm Publishing, Inc. 8 Create Custom Reports Using Design View…continued To connect a table or query to a report: 1.Open the report in Design view. 2.Double-click the Report Selector button. 3.Click the Data tab in the Property Sheet. 4.Click the down-pointing arrow in the Record Source property box. 5.Click the desired table or query. 6.Close the Property Sheet. Record Source property box

9. © Paradigm Publishing, Inc. 9 Create Custom Reports Using Design View…continued To add fields from a related table: 1.Open the Field List pane. 2.Click the Show all tables hyperlink. 3.Click the expand button next to the desired table name in the Fields available in related tables section. 4.Drag the field name from the related table list to the Detail section. Show all tables hyperlink

10. © Paradigm Publishing, Inc. 10 Create Custom Reports Using Design View…continued To move controls to another section: 1.Open the report in Design view. 2.Select the controls you want to move. 3.Click the Home tab. 4.Click the Cut button in the Clipboard group. 5.Click the section bar of the section to which you want to move the controls. 6.Click the Paste button in the Clipboard group. 7.Deselect the controls. Paste button

11. © Paradigm Publishing, Inc. 11 Create Custom Reports Using Design View…continued To apply a theme: 1.Open the report in Design view. 2.Click the Report Design Tools Design tab. 3.Click the Themes button in the Themes group. 4.Click the desired theme. Themes button

12. © Paradigm Publishing, Inc. 12 Create Custom Reports Using Design View…continued To insert a subreport: 1.Open the report in Design view. 2.Make sure the Use Control Wizards option is active. 3.Click the More button. 4.Click the Subform/Subreport button at the expanded Controls list. continues on next slide… Subform/Subreport button

13. © Paradigm Publishing, Inc. 13 Create Custom Reports Using Design View…continued 5.Drag the crosshairs the desired height and width in the Detail section. 6.At the first SubReport Wizard dialog box, click Next. 7.At the second SubReport Wizard dialog box, choose the table or query and fields, and click Next. continues on next slide… second SubReport Wizard dialog box

14. © Paradigm Publishing, Inc. 14 Create Custom Reports Using Design View…continued 8.At the third SubReport Wizard dialog box, choose the field by which to link the main report with the subreport, and click Next. 9.At the last SubReport Wizard dialog box, click Finish. 10.If desired, delete the subreport label control object. 11.Move and/or resize the report object as required. third SubReport Wizard dialog box

15. © Paradigm Publishing, Inc. 15 Add Page Numbering and Date and Time Controls To add page numbers: 1.Open the report in Design view. 2.Click the Report Design Tools Design tab. 3.Click the Page Numbers button in the Header/Footer group. 4.At the Page Numbers dialog box, select the desired format, position, and alignment options. 5.Click OK. Page Numbers dialog box

16. © Paradigm Publishing, Inc. 16 Add Page Numbering and Date and Time Controls…continued To add the date and/or time: 1.Open the report in Design view. 2.Click the Report Design Tools Design tab. 3.Click the Date and Time button in the Header/Footer group. 4.At the Date and Time dialog box, select the desired date and/or time options. 5.Click OK. 6.If necessary, move and/or resize the controls as required. Date and Time dialog box

17. © Paradigm Publishing, Inc. 17 Add Graphics to a Report To add a graphic: 1.Open the report in Design view. 2.Click the Report Design Tools Design tab. 3.Click the Insert Image button in the Controls group. 4.Click Browse at the drop-down list. 5.Navigate to the drive and/or folder and double-click the file. 6.Position the crosshairs and drag to create the image control object. image control object

18. © Paradigm Publishing, Inc. 18 1)The Report Design button is located in this tab. a.Home b.Create c.External Data d.Database Tools 1)The Report Design button is located in this tab. a.Home b.Create c.External Data d.Database Tools 3)Apply this to ensure that all of your Office documents have a consistent appearance. a.page numbers b.header c.footer d.theme 3)Apply this to ensure that all of your Office documents have a consistent appearance. a.page numbers b.header c.footer d.theme 2)Content in this section of a report prints at the end of the report. a.Left b.Right c.Footer d.Header 2)Content in this section of a report prints at the end of the report. a.Left b.Right c.Footer d.Header 4)This is a report inserted inside another report. a.subreport b.inner report c.outer report d.minireport 4)This is a report inserted inside another report. a.subreport b.inner report c.outer report d.minireport Next Question Next Slide Answer

19. © Paradigm Publishing, Inc. 19 Group Records and Add Functions in a Report To group records using the Report Wizard: 1.Click the Create tab. 2.Click the Report Wizard button in the Reports group. 3.Choose a table or query and fields. Click Next. 4.Remove the default grouped field name. 5.Double-click the field name by which you want to group the records. Click Next. 6.Choose the field(s) by which to sort. Click Next. 7.Choose the layout options. Click Next. 8.Enter the title for the report. Click Finish. Report Wizard

20. © Paradigm Publishing, Inc. 20 Group Records and Add Functions in a Report…continued  If you created a report using the Report Wizard and did not specify a grouping level, you can use Layout or Design view to group the records after the report has been generated. Group, Sort, and Total pane

21. © Paradigm Publishing, Inc. 21 Group Records and Add Functions in a Report…continued To add functions to a group: 1.Open the report in Design view or Layout view. 2.Click the Report Design Tools Design tab. 3.Click the Group & Sort button in the Grouping & Totals group. 4.Click the More Options button. continues on next slide… More Options button

22. © Paradigm Publishing, Inc. 22 Group Records and Add Functions in a Report…continued 5.Click the down-pointing arrow next to the with no totals option. 6.Choose the field in the Total On list box. 7.Choose the function in the Type list box. 8.Click the desired check boxes. 9.Repeat steps 6-8 as needed. 10.Click outside the Totals option box. 11.Close the Group, Sort, and Total pane. Type list box

23. © Paradigm Publishing, Inc. 23 Modify Section Properties To modify section properties: 1.Open the report in Design view. 2.Double-click the gray section bar. 3.At the Property Sheet, change the desired properties. 4.Close the Property Sheet. Property Sheet

24. © Paradigm Publishing, Inc. 24 Keep a Group Together on the Same Page To keep a group together on one page: 1.Open the report in Design view or Layout view. 2.Click the Report Design Tools Design tab. 3.Click the Group & Sort button in the Grouping & Totals group. 4.Click the More Options button. 5.Click the down-pointing arrow next to the do not keep group together on one page option, and click the desired option. 6.Close the Group, Sort, and Total pane. Group, Sort, and Total pane

25. © Paradigm Publishing, Inc. 25 Insert, Edit, and Format a Chart into a Report To insert a chart in a report: 1.Open the report in Design view. 2.Click the Report Design Tools Design tab. 3.Click the Insert Chart button in the Controls group. 4.Drag to create the chart object the desired height and width. 5.At the first Chart Wizard dialog box, select the table or query for the chart data. 6.Click Next. continues on next slide… first Chart Wizard dialog box

26. © Paradigm Publishing, Inc. 26 Insert, Edit, and Format a Chart into a Report…continued second Chart Wizard dialog box 7.At the second Chart Wizard dialog box, add the fields to use in the chart, and click Next. 8.Click the desired chart type, and click Next. 9.Add the fields as needed to the chart layout. 10.Click Preview Chart. 11.Close the Sample Preview window, and click Next. 12.Select the field to link the report with the chart, and click Next. 13.Type the chart name, and click Finish.

27. © Paradigm Publishing, Inc. 27 To change the chart type: 1.Open the report in Design view. 2.Double-click the chart. 3.Click Chart on the Menu bar. 4.Click the Chart Type option. 5.At the Chart Type dialog box, click the desired chart type and subtype. 6.Click OK. Chart Type dialog box Insert, Edit, and Format a Chart into a Report…continued

28. © Paradigm Publishing, Inc. 28 Create a Report Using the Blank Report Tool To create a blank report: 1.Click the Create tab. 2.Click the Blank Report button in the Reports group. 3.Expand the field list for the desired table. 4.Drag the fields to the report as needed. 5.Add a title, control objects, or formatting, and make other design changes as needed. 6.Save the report. Blank Report button

29. © Paradigm Publishing, Inc. 29 Create a Report Using the Blank Report Tool…continued To add a tab control object: 1.Display the report in Layout view. 2.Click the Report Layout Tools Design tab. 3.Click the Tab Control button in the Controls group. 4.Click the mouse at the right of the desired text box control. Tab Control button

30. © Paradigm Publishing, Inc. 30 Create a Report Using the Blank Report Tool…continued  As with a form, a list box in a report displays a list of values for a field within the control object.  In a report, a combo box does not display as a list; instead, the field value that was entered into the field from the associated table, query, or form is shown in the combo box control object.

31. © Paradigm Publishing, Inc. 31 Create a Report Using the Blank Report Tool…continued To add a hyperlink to a report: 1.Open the report in Layout view. 2.Click the Report Layout Tools Design tab. 3.Click the Hyperlink button in the Controls group. 4.Click in the desired location within the report. 5.Type the text to display in the control in the Text to display text box. 6.Type the URL in the Address text box. 7.Click OK. Hyperlink button

32. © Paradigm Publishing, Inc. 32 Create a Report Using the Blank Report Tool…continued To change the shape of a control object: 1.Open the report in Layout view. 2.Click to select the control object. 3.Click the Report Layout Tools Format tab. 4.Click the Change Shape button in the Control Formatting group. 5.Click the desired shape at the drop-down list. Change Shape button

33. © Paradigm Publishing, Inc. 33 Create a Report Using the Blank Report Tool…continued To change the tab order: 1.Open the report in Design view. 2.Click the Report Design Tools Design tab. 3.Click the Tab Order button in the Tools group. 4.At the Tab Order dialog box, select the desired field and drag the field to reposition it. 5.Click OK. Tab Order dialog box

34. © Paradigm Publishing, Inc. 34 1)The Report Wizard button is located in this tab. a.Home b.Create c.External Data d.Database Tools 1)The Report Wizard button is located in this tab. a.Home b.Create c.External Data d.Database Tools 3)The Blank Report button is located in this tab. a.Home b.Create c.External Data d.Database Tools 3)The Blank Report button is located in this tab. a.Home b.Create c.External Data d.Database Tools 2)This can be added to a report to graphically display numerical data from another table or query. a.chart b.image c.picture d.clip art 2)This can be added to a report to graphically display numerical data from another table or query. a.chart b.image c.picture d.clip art 4)Use this button to modify the appearance of a command button, a toggle button, or a tab control. a.Modify Shape b.Change Shape c.Modify Control d.Change Control 4)Use this button to modify the appearance of a command button, a toggle button, or a tab control. a.Modify Shape b.Change Shape c.Modify Control d.Change Control Next Question Next Slide Answer

35. © Paradigm Publishing, Inc. 35 Creating and Using Custom Reports Create a custom report in Design view using all five report sections Move, size, format, and align control objects Insert a subreport into a report Add page numbering, date and time controls Add graphics to a report Group records including adding functions and totals Modify section or group properties to control print options Create and modify charts in a report Create a blank report Add hyperlinks and list boxes to a report Change the shape of a tab control Change the tab order of fields Summary of Presentation Concepts