Microsoft ® Office Access ® 2007 Training Build a database VI: Create reports for a new Access...

Microsoft® Office Access® 2007 Training

Build a database VI: Create reports for a new Access database

ICT Staff Development presents:


Course contents

• Overview: Help others understand your data

• Lesson: Reports, the easy way

The lesson includes a list of suggested tasks and a set of test questions.


Overview: Help others understand your data

Previous courses in this series showed you how to plan and build tables and relationships, and how to create queries and forms. Now it’s time to give your data meaning and put it to use in a report.

Why reports? Because they present complex data in a way that others can understand quickly and easily.

This course explains the basics of reports, and shows you how to create several different types.


Course goals

• Create tabular reports.

• Group the data in a report.

• Create stacked reports.

• Use Layout view and Design view to change a report.

Lesson

Reports, the easy way



Your boss likes what you’ve done with the asset-tracking database, but she needs to present some information at a meeting, soon.

It’s time to build reports.

Reports are the end product of your database. They combine the raw facts in your database with enough information to give those facts meaning, and they present the results visually.

Reports are also the best way to format and print your data, and they’re a good way to summarize data.



In Access, a report is made up of sections, as shown in the picture.

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Header sections can appear at the top of a report, or in the case of Page Header sections, at the top of each page in the report.

If you want to group the data in a report, you’ll see a Group Header. The section will list the fields on which you group your data.



In Access, a report is made up of sections, as shown in the picture.

3 The Detail section is the body of your report, the data your users need to see. All reports must have a detail section.

4 Footer sections can appear in several places. For example, you can create group footers that display sums, counts, or averages for a group of data.


Start with a design

So how do you make your asset data meaningful and easy to understand?

With a design.

Start by deciding on the data you need to include in the report, and then on the sections you want in the report. For example, all reports need a detail section, but do you need a header? How about grouping?

From there, you decide on a layout.


Start with a design

Access provides several basic layouts, shown here, but you can arrange your data in almost any way you want.

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Tabular layouts resemble spreadsheets. Use them when you need to present your data in a simple list format.

Stacked layouts resemble the forms you fill out at a bank or when you buy something online. Use a stacked layout when your report contains too many fields to display in tabular form.


Start with a design

Access provides several basic layouts, shown here, but you can arrange your data in almost any way you want.

3 Mixed layouts use elements from tabular and stacked layouts.

4 Justified layouts use the full width of your report page and display information as compactly as possible. You use this layout when you need to display a large number of fields.


Create a tabular report with the Report tool

The Report tool is the easiest way to create a report.

Like the Form tool that you saw in the previous course, the Report tool automatically creates a report that is bound, or connected, to a single data source, either a table or query.

All you have to do is select the table or query and click a button.



The picture shows how the process works.

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In the Navigation Pane, select the table or query that you want to use as the data source for the report.

Click the Create tab, and in the Reports group, click Report. Access creates a report that includes all the fields in your data source.



The picture shows how the process works.

3 The report opens in Layout view, which gives you a chance to change it.

4 While you work, you can switch to Report view at any time to view your changes.


Group and sort data

One of the more powerful things you can do in a report is group and sort your data.

For example, if you want to know which supplier provided a given set of computers, then grouping your assets by supplier can give you that information quickly and easily.


Group and sort data

You can group tabular or stacked reports, as shown here.

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Open your report in Layout view. On the Format tab, in the Grouping & Totals group, click Group & Sort. The Group, Sort and Total pane appears below your report.

Click Add a group, and then select the field by which you want to group your data. Access groups your data to reflect your choice.


Group and sort data

You can group tabular or stacked reports, as shown here.

3 If you want to sort your data, click Add a sort, select a field, and again Layout view shows you your changes.


Add sums to your report

In addition to grouping and sorting, you can add subtotals, grand totals, and other calculations to your reports.

For example, you can calculate how much you spent on a given model of desk or office chair.



The picture shows the process.

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With your report still open in Layout view, click a grouping level, and then click More.

Locate the totaled field and click the arrow next to it.



The picture shows the process.

3 Use the Totals dialog box to select the field you want to calculate, the type of calculation you want to use, such as a sum or average, and to set options such as subtotals and grand totals.

4 When you finish, your report displays the calculations.


Create a report from scratch

If you don’t like the results you get with the Report tool, you can use Layout view to build a report manually, a process that gives you more control.

You drag fields from a list, arrange them to your liking, and group them.



The picture shows the process in more detail.

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On the Create tab, in the Reports group, click Blank Report. Access creates a blank report and displays the Field List task pane.

In the Field List task pane, open the table you want to use as a data source, then drag fields to the report. Access automatically uses the tabular layout.



The picture shows the process in more detail.

3 If you want to use a different layout, highlight the fields in the report by pressing SHIFT and clicking each field header, and then...

4 On the Arrange tab, in the Control Layout group, click Stacked. Access rearranges the fields.


Create a report with the Report Wizard

The Report Wizard is a fast way to create a report with a large number of fields and a complex layout.

The picture shows the steps.

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Click the Create tab, and in the Reports group, click Report Wizard.

Complete the wizard. As part of that, you select a data source, and then ...

… the fields you want to use, grouping options, a style, and more.


Ways to change a report

You can use Layout view or Design view to change a report.

Layout view works best when you need to change the look and feel of a report. For example, you can rearrange fields, change their sizes, or apply a pre-made style.

In contrast, Design view gives you control over every facet of your report. For example, you can add text boxes that display the date and time that you ran a report.



The picture how to get started in each view.

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To open a report in Layout view, go to the Navigation Pane, right-click the report, and click Layout View.

Use the commands in the Format, Arrange, or Page Setup tabs. For example, on the Format tab, in the AutoFormat group, click a style to apply it to the report.



The picture how to get started in each view.

3 Follow the same steps to open a report in Design view.

4 Once you’re there, you can insert a number of controls, such as check boxes or date and time controls.


Suggestions for practice

1. Create a report by using the Report tool.

2. Group and sort the report.

3. Add subtotals and grand totals to the report.

4. Use Design view to label your totals.

5. Create a report from scratch.

6. Use the Report Wizard.

Online practice (requires Access 2007)


Test question 1

All reports must contain which of the following? (Pick one answer.)

1. A title section.

2. A date/time section.

3. A detail section.

4. A footnote section.


Test question 1: Answer

A detail section.

Otherwise, they’re meaningless.


Test question 2

You can add controls to a report when working in Design view. (Pick one answer.)

1. True.

2. False.



True.

You can add dates and times, logos, check boxes, and more.


Test question 3

What’s the really important thing to remember when designing reports? (Pick one answer.)

1. They must be clear and easy to understand.

2. They must contain a date and time.

3. They must group data in some way.

4. They must use all the available report sections.



They must be clear and easy to understand.

You can include as few or as many elements as you need to make the information clear.


Quick Reference Card

For a summary of the tasks covered in this course, view the Quick Reference Card.

Microsoft ® Office Access ® 2007 Training Build a database VI: Create reports for a new Access...

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