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07 – Reports

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Session Aims & Objectives• Aims

– To use reports to produce more readable documents

• Objectives,by end of this week’s sessions, you should be able to:

– create a report that displays information from a table and/or query

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What is a Report?• Formatted listing

– Based on a table(s) or query(s)• Price List• List of students on a Degree• Mailing Labels

• May be:– grouped by specified field(s)– sorted by one or more fields

• Summary of Report data

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Why use Report…• Why not just use a

Query?– Layout not very

‘friendly’– May want to produce

labels etc.– Headers and Footers

• Date and Time• Page numbers

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Why use Report…• Why not just Print a

Form?– Can only view one

record– Wasted space

• Each Form on a single page

– May want a different reporting layout to input layout

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How to create Reports…• Wizard:

– Select Table– Select Fields– Select Grouping– Select Sorting– Summary– Layout– Style– Fine Tune

• Design View– Attach Report to a

Table or Query– Insert Fields and label– Format Report– Add Headers and

Footers

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Headers and Footers…

Report HeaderTop of first page

Page HeaderTop of each page

Page FooterBottom of each page

DetailsData of each page

Report FooterBottom of last page

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An Example…• ACME Sales Price

List

• List of all Products and Prices

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Using the Wizard…• Select Report View

• Select Report Wizard

• Select Table or Query

• Select Fields

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Using the Wizard…• Select Grouping

– Group output by a specified field(s)

• Sort by Field– Order records by a

field(s)

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Using the Wizard…• Summery options

– Select any Summary for Report

• Format Report layout– Indentation etc.

Fields

Values

Layout

Orientation

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Using the Wizard…• Select Style

– Look and feel of Report

• Save Report– Give it a Name– Design or View

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Using the Wizard…Report Header

SupplierHeader

Details

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Using the Wizard…

Details

PageFooter

Page Navigator

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Using the Wizard…

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Using the Design…

• Select Report View

• Select Design view– Page Header– Details– Report not

attached to query or table

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Using the Design…• Report must be

attached to Table or Query

• Select Report

• Set ‘Record Source’ to desired Table or Query

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Using the Design…• View | Sorting and Grouping or Right Click

• Select any Grouping– Select Field– Select group Headers

or Footers

FieldsOrder

Options

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Using the Design…• Now have Header and

Footer for Group• Select fields from

‘Field List’

• Drag field to relevant place– Create Field and Label

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Using the Design…• Insert title of Report

into ‘Report Header’• Add Footer Information

– Date and Page information

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Using the Design…

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Other Types of Report…• Mailing Label

– Send mail shot to each Customer

• Select– New– Label Wizard– Table or Query

WizardOptions

Tables and Queries

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Mailing Labels…• Select label type

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Mailing Labels…• Select label text

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Mailing Labels…• Select Field layout

AvailableFields

LabelLayout

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Mailing Labels…• Select any sorting

• Save Report and open in Design

• Fine tune format of labels– Change text style for

different parts

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Tutorial Exercise: Countries• Task 1: Use a form and sub-form to enter

data for Countries and Continents

• Task 2: Create a query that includes calculated fields for population density and population change