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Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-1
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
Microsoft Access 2007 – Level 1Microsoft Access 2007 – Level 1
Chapter 6Chapter 6
CREATING REPORTS AND MAILING LABELS
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-2
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
Performance ObjectivesPerformance Objectives
• Create a report using the Report button• Display a report in Print Preview• Create a report with a query• Format and customize a report• Group and sort records in a report• Create a report using the Report Wizard• Create mailing labels using the Label
Wizard
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-3
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
Using the Report ButtonUsing the Report Button
Select table
Click
With the database file open …
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-4
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
Using the Report Button …/2Using the Report Button …/2
All fields from the table or query are shownin the Report
Use navigation buttons to display other pages
Report displays in columnar style,in Layout view
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-5
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
Changing Report ViewsChanging Report Views
Click
Clicking the top button shows the displayed view
Clicking the bottom button shows the view choices
ORORAllows record filtering and data selecting for copy to the Clipboard
Shows how report will look when printed
Modify Report layout while viewing recordsDetailed
modification of the Report’s design
ORORClick button at lower right of the Status bar
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-6
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
Displaying a Report in Print PreviewDisplaying a Report in Print Preview
Click the Office button,
Print, Print Preview
Click the Print Preview buttonin the Quick Access toolbar
OR
OROR
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-7
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
Creating a Report with a QueryCreating a Report with a Query
Select query Click
With the database file open …
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-8
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
Selecting Report Control ObjectsSelecting Report Control Objects
Click the column heading – only heading selected
Layout view …
Click a data field - all fields incolumn selected
Click a control to select it
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-9
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
Sizing and Moving a Control ObjectSizing and Moving a Control Object
Click-drag column heading to move the column left or right
Layout view …
Click a side border to increase or decrease its width
Click the borderto resize the control
Click inside and drag the control to move it
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-10
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
Sorting RecordsSorting Records
Click in thefield onwhich youwant to sort
Then clickthe desiredsort button- Ascending orDescending
Layout view …
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-11
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
Customizing a ReportCustomizing a Report
Each report is comprised of control objects that …
• Display titles or descriptions• Show data Layout View
Click an object
to select ithold down Shift key as you click multiple objects
Can UNDO actions
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-12
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
Customizing a Report …/2Customizing a Report …/2
With selected controls … click desired changes
Font changes
Alignment changes
Colors Gridlines
Can UNDO actionsSame options in Report Layout
Tools, Format tab
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-13
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
Apply Conditional FormattingApply Conditional Formatting
With selected controls …
Click
Set desiredconditions and click OK
Up to 3 conditions per field
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-14
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
Totaling NumbersTotaling Numbers
Clickto select
the column
Click
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-15
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
Formatting Numbers and GridlinesFormatting Numbers and Gridlines
With selected controls (for fields defined asNumber type )…Click desired number format or arrow
With any controlsselected …
Click desiredgridlines
Change width,color, style
Click
Can UNDO actions
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-16
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
Adding Controls to a ReportAdding Controls to a Report
Click
Field List pane appears at right
Click and drag or double-click desired fields
Click to show other tables
Click to add logo, title, date, time, page numbers
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-17
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
Applying AutoFormatsApplying AutoFormats
Report must be open in Layout view
Can UNDO actions
Same themes are available in
Word, Excel, and
PowerPoint
Click More button
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-18
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
Changing Page SetupChanging Page Setup
Click
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-19
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
Grouping and Sorting RecordsGrouping and Sorting Records
Click
Appears at
bottom of layout
Click
Changes to
Click on desired
field
OR
To delete a grouping or sort, click on the Delete
button at the right side of the level row
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-20
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
Using the Report WizardUsing the Report Wizard
With the database file open …
Choosetable or query
Click
Insert desired fields
Click Next when finished
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-21
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
Using the Report Wizard…/2Using the Report Wizard…/2
Select field(s)for grouping
Step 2 …
Click Next
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-22
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
Using the Report Wizard…/3Using the Report Wizard…/3
Step 3 …
Select sortorder for detail records
Click Next
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-23
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
Using the Report Wizard…/4Using the Report Wizard…/4
Step 4 … Click layout options
Click Next
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-24
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
Using the Report Wizard…/5Using the Report Wizard…/5
Step 5 … Click style
Click Next
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-25
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
Using the Report Wizard…/6Using the Report Wizard…/6
Step 6 …
Type a name for the report
Click Finish
Report is saved automatically
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-26
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
Using the Label WizardUsing the Label Wizard
Chooseproduct number
Click
Click Next
Choosemanufacturer
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-27
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
Using the Label Wizard …/2Using the Label Wizard …/2
Select font, size, and color
Step 2 …
Click Next
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-28
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
Using the Label Wizard …/3Using the Label Wizard …/3
Double-clickeach desiredfield to placeit into the prototype;
Type space-bar, comma,Enter asdesired
Step 3 …
Click Next
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-29
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
Using the Label Wizard …/4Using the Label Wizard …/4
Double-clickfield(s) to sort by
Step 4 …
Click Next
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-30
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
Using the Label Wizard …/5Using the Label Wizard …/5
Type a name for the label report
Step 5 …
Click FinishLabel Report is saved
automatically
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-31
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
What views are available for a report?
Features Summary
Report view
Print Preview
Layout view
Design view
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-32
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
How do you change the margins for a report?
Features Summary
In Print Preview, click Margins or Page Setup and set the marginsas desired
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-33
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
How do you create a report based on a query?
Features Summary
Select the queryThen click
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-34
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
How do you sort records in a report?
Features Summary
Click in thefield onwhich youwant to sort
Then click the desiredsort button- Ascending or Descending
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-35
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
How can you change the fonts in a report?
Features Summary
Font changes
With the report open, select the fields to be changed, then choose options in the Font group
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-36
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
How can you insert a total for a column in a report?
Features Summary
Click to select the column, then click the Totals button and click Sum
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-37
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
How can you show a number in red if it is negative and black if it’s positive?
Features Summary
In Report Layout view, select the field’s control and click the Conditional button
Then, fill in the desired conditions
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-38
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
How can you show the field list on which a report is based?
Features Summary
With the report open in Layout view,under Report Layout Tools, Format tab, click
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-39
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
How can you begin the Report Wizard?
Features Summary
Click
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-40
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
How can you begin the Label Wizard?
Features Summary
Click
Copyright 2007, Paradigm Publishing Inc.
ACCESS 2007Chapter 6
BACK NEXT END
6-41
LINKS TO OBJECTIVES• Using the Report
Button• Print Preview• Create a Report
with a Query• Format, Customize
a Report• Conditional
Formatting• Totaling Numbers• Grouping and
Sorting• Using the Report
Wizard• Mailing Labels with
the Label Wizard• Features Summary
Coming NextComing Next
MODIFYING, FILTERING, AND VIEWING DATA
Chapter 7Chapter 7