curs 7 - create reportss

8/13/2019 CURS 7 - Create ReportsS

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Access 2007create reports

Prof. univ. dr. Pavel NASTASE

Bucharest Academy of Economic StudiesFaculty of Accounting and Management Information Systems


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Create reports

Course goals

Create tabular reports.

Group the data in a report.

Create stacked reports.

Use Layout view and Design view to change a report.

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Create reports

Reports, the easy way

Your boss likes what

youve done with the

asset-tracking database,but she needs to present

some information at a

meeting, soon.

Its 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 theypresent the results visually.

Reports are also the best way to format and print your

data, and theyre a good way to summarize data.

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Create reports


In Access, a report is

made up of sections,

as shown in thepicture.

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Header sectionscan appear at the top of a report, or in

the case of Page Headersections, at the top of each

page in the report.

If you want to group the data in a report, youll see a

Group Header. The section will list the fields on which

you group your data.

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Create reports


In Access, a report is

made up of sections,

as shown in thepicture.

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 sectionscan appear in several places. For

example, you can create group footers that display

sums, counts, or averages for a group of data.

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Create reports

Start with a design

So how do you make

your asset data

meaningful and easyto 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 doyou need a header? How about grouping?

From there, you decide on a layout.

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Start with a design

Access provides

several basic layouts,

shown here, but youcan arrange your data

in almost any way you

want.

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Tabular layoutsresemble 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.

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Start with a design

Access provides

several basic layouts,

shown here, but youcan 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.

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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 atable or query.

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

button.

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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 Createtab, and in the Reportsgroup, click

Report. Access creates a report that includes all the

fields in your data source.

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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.

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Group and sort data

One of the more

powerful things you

can do in a report isgroup 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 quicklyand easily.

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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 Formattab, in

the Grouping & Totalsgroup, 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.

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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.

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Add sums to your report

In addition to grouping

and sorting, you can

add subtotals, grandtotals, and other

calculations to your

reports.

For example, you can calculate how much you spent on

a given model of desk or office chair.

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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.

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process.

3 Use the Totalsdialog 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 assubtotals and grand totals.

4 When you finish, your report displays the calculations.

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Create a report from scratch

If you dont like the

results you get with

the Report tool, youcan 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.

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process in more detail.

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On the Createtab, in the Reportsgroup, click Blank

Report. Access creates a blank report and displays the

Field Listtask pane.

In the Field Listtask pane, open the table you want to

use as a data source, then drag fields to the report.

Access automatically uses the tabular layout.

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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 Arrangetab, in the Control Layoutgroup, click

Stacked. Access rearranges the fields.

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Create reports

Create a report with the Report Wizard

The Report Wizard is

a fast way to create a

report with a largenumber of fields and a

complex layout.


steps.

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Click the Createtab, and in the Reportsgroup, click

Report Wizard.

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

the fields you want to use, grouping options, a style,

and more.

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Create reports

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.

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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

Setuptabs. For example, on the Formattab, in the

AutoFormatgroup, click a style to apply it to the report.

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The picture how to get

started in each view.

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

4 Once youre there, you can insert a number of controls,

such as check boxes or date and time controls.

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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.

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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.

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Test question 2

You can add controls to a report when working in Design

view. (Pick one answer.)

1. True.

2. False.

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Test question 3

Whats 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.

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curs 7 - create reportss

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