Access Lesson 5 Creating and Modifying Reports

1. Access Lesson 5Creating and Modifying Reports Microsoft Office 2007: Introductory

2. Objectives • Create a report using the Report tool, the Label Wizard, and the Report Wizard. • Modify a report in Layout view. • Modify a report in Design view. • Add a line, label, and picture to a report. • Move a control in a report. • Set a report’s properties. Microsoft Office 2007: Introductory

3. Grouping level Label Wizard Line tool Print Preview Read-only Report Report selector Report tool Report Wizard Vocabulary Microsoft Office 2007: Introductory

4. Creating a Report Using the Report Tool • A report is a database object that displays data from one or more tables or queries in a format similar to a printed report. • The tables or queries that contain the data used in a report are called the record source. You can use a report to create a formatted list of information or to summarize information in different ways. • The Report tool creates a simple report that includes all the fields in the selected table or query, uses a simple columnar format, and includes a title with the same name as the record source. Access adds the current date and time at the top of the report and a page number at the bottom of the report. Microsoft Office 2007: Introductory

5. Creating a Report Using the Label Wizard • The Label Wizard lets you create a report that you can use to print standard or custom labels. • You use the Label Wizard dialog boxes to select the label you are using; the font name, style, size, and color; to select the fields to include from the record source and their arrangement when printed on the label; to select an optional sort order; and to choose a name for the report. • When you use a wizard to create a report, the report opens in Print Preview. Microsoft Office 2007: Introductory

6. Creating a Report Using the Report Wizard • When you need to create a report quickly, you can use the Report Wizard, which asks you about the report you want to create and lets you select options in dialog boxes to specify the report’s record source, layout, and style. • Another option for reports is to select a grouping level. A grouping level organizes data based on one or more fields. Microsoft Office 2007: Introductory

7. Modifying a Report in Layout View • If the Report Wizard doesn’t create the exact report that you need, you can use Layout view to make adjustments. • When the controls in a report exceed the page width that you selected for the report, you can usually resize the fields to make them fit on the page. • Controls in reports are grouped in control layouts, just like they are in forms. • To change directly to Layout view, click the Layout View button on the status bar. Microsoft Office 2007: Introductory

8. Modifying a Report in Design View • There are certain types of changes for reports that you must make in Design view. • In Design view, you can see the different sections of the report. You can adjust the height of a section by dragging its bottom edge up or down, and you can select a section in a report by clicking its section bar. • Adding a Line to a Report: The Line tool lets you add a line to a report to make it easier for users to identify the report sections and to add visual interest. Microsoft Office 2007: Introductory

9. Modifying a Report in Design View (continued) • Adding a Label Control to a Report: You can add new controls to a report by using the tools in the Controls group. You can add text to a report by adding it in the label control. • Moving a Control in Design View: If a report’s control, such as the Page Footer section, does not fit on a page, you can drag the control to the left so it fits on the printed page. When you have controls that scroll off the page, additional pages are added to the report, causing blank pages or pages with very little content. Microsoft Office 2007: Introductory

10. Modifying a Report in Design View (continued) • Setting a Report Property: To change the report’s width, you use the Property Sheet for the report. When you click the Property Sheet button in the Tools group on the Design tab, you’ll see the report’s properties. • Adding a Picture to a Report: To add a picture to a report, click the Logo button in the Controls group on the Design tab. After selecting the file, an image control is added on the left side of the Report Header section by default. You can then move or resize the image using the image control. Microsoft Office 2007: Introductory

11. Summary • A report is a database object that displays data from one or more tables or queries in a format that has an appearance similar to a printed report. • You can use the Report tool or the Report Wizard to create a report. You can also use the Label Wizard to create a report that is used to print labels. • When used in a report, a field that is used as a grouping level organizes data into groups. You can also choose to sort data within the groups based on a field. Microsoft Office 2007: Introductory

12. Summary (continued) • When working in Layout view, you can resize the controls in a control layout by selecting the control and dragging its edge to increase or decrease its width. • You can use Design view to change the height of a report section. You can also add a line, label, or picture to a report. • You can change the location of a control in a report by dragging it to a new location. • To set a report’s properties, click the report selector to select the report, then click the Property Sheet button in the Tools group on the Design tab. Microsoft Office 2007: Introductory