Access 2010 Level 1 Unit 2 Creating Forms and Reports Chapter 6 Creating Reports and Mailing Labels

2. Access 2010 Level 1 Unit 2 Creating Forms and Reports Chapter 6 Creating Reports and Mailing Labels

3. Creating Reports and Mailing Labels Quick Links to Presentation Contents • Create a Report • Customize a Report • CHECKPOINT 1 • Group and Sort Records • Create a Report Using the Report Wizard • Prepare Mailing Labels • CHECKPOINT 2

4. Create a Report • The primary purpose for inserting data in a form is to improve the display of the data and to make data entry easier. • You can also insert data in a report. The purpose for this is to control what data appears on the page when printed.

5. Create a Report…continued To create a report: • Click the desired table or query in the Navigation pane. • Click the Create tab. • Click the Report button in the Reports group. Report button

6. Create a Report…continued • A report, like a form, is comprised of control objects such as a logo, title, labels, and text boxes. report

7. Create a Report…continued To change the order of a selected column: • Select the desired column. • Position the mouse pointer in the column heading. • Drag the column to the desired position. • Release the mouse button. vertical orange bar

8. Create a Report…continued To sort records: • Click in the field containing the data. • Click the Ascending button or the Descending button in the Sort & Filter group in the Home tab. Descending button

9. Create a Report…continued To change to Print Preview: • Click the Print Preview button in the view area. Print Preview button

10. Create a Report…continued To change the margins: • Switch to Print Preview. • Click the Margins button in the Page Size group. • Click the desired selection at the drop-down list. Margins button

11. Create a Report…continued • Since one of the purposes of a report is to answer specific questions, design and run a query and then create a report based on that query.

12. Customize a Report To insert a title: • Click the Report Layout Tools Design tab. • Click the Title button in the Header/Footer group. • Type the desired title. • Press Enter. Title button

13. Customize a Report…continued To sum the totals in a column: • Click in the desired column heading. • Click the Report Layout Tools Design tab. • Click the Totals button in the Grouping & Totals group. • Click the Sum option at the drop-down list. Totals button

14. Customize a Report…continued • Click the Report Layout Tools Arrange tab and options display for inserting and selecting rows, splitting cells horizontally and vertically, moving data up or down, controlling margins, and changing the padding between objects and cells.

15. Customize a Report…continued • Select and format data in a report with options at the Report Layout Tools Format tab. • You can apply formatting to a report or specific objects in a report.

16. Customize a Report…continued To change the font for selected objects: • Select the desired objects. • Click the Report Layout Tools Format tab. • Click the Font button arrow in the Font group. • Click the desired option at the drop-down list. Font button arrow

17. Customize a Report…continued • Click the Report Layout Tools Page Setup tab and the buttons that display are buttons also available in Print Preview.

18. CHECKPOINT 1 • The Report button is located in which tab? • File • Home • Create • Database Tools • When you create a report, the report displays in the work area in this view. • Layout • Design • Report • Print Preview Answer Answer Next Question Next Question • Select all control objects in the report in both the Header and Detail sections by pressing these keys. • Ctrl + O • Ctrl + S • Ctrl + A • Ctrl + R • Use this button in the Grouping & Totals group to perform functions. • Totals • Formula • Sum • Function Answer Answer Next Question Next Slide

19. Group and Sort Records • A report presents database information in a printed form and generally displays data that answers a specific question. • To make the data in a report easy to understand, you can divide the data into groups. For example, you can divide data in a report by region, sales, dates, or any other division that helps identify the data to the reader.

20. Group and Sort Records…continued To group and sort records: • Open the desired report in Layout view. • Click the Group & Sort button in the Grouping & Totals group in the Report Layout Tools Design tab. • Click the Add a group button. • Click the desired group field. Add a group button

21. Group and Sort Records…continued To sort additional data within the report: • Click the Add a sort button. • Click the field on which you want to sort. Click the field on which you want to sort.

22. Create a Report Using the Report Wizard To create a report using the Report Wizard: • Click the Create tab. • Click the Report Wizard button in the Reports group. • At the first Report Wizard dialog box, choose the desired table or query. • Specify the desired fields. • Click the Next button. continues on next slide… first Report Wizard dialog box

23. Create a Report Using the Report Wizard…continued • At the second Report Wizard dialog box, specify the grouping level. • Click the Next button. continues on next slide… second Report Wizard dialog box

24. Create a Report Using the Report Wizard…continued • At the third Report Wizard dialog box, specify a sort order. • Click the Next button. continues on next slide… third Report Wizard dialog box

25. Create a Report Using the Report Wizard…continued • At the fourth Report Wizard dialog box, specify the layout and orientation. • Click the Next button. continues on next slide… fourth Report Wizard dialog box

26. Create a Report Using the Report Wizard…continued • At the fifth Report Wizard dialog box, type a name for the report. • Click the Finish button. fifth Report Wizard dialog box

27. Prepare Mailing Labels To create mailing labels using the Label Wizard: • Click the Create tab. • Click the Labels button in the Reports group. • At the first Label Wizard dialog box, specify the label size, units of measure, and the label type. • Click the Next button. continues on next slide… first Label Wizard dialog box

28. Prepare Mailing Labels…continued • At the second Label Wizard dialog box, specify the font name, size, weight, and color. • Click the Next button. continues on next slide… second Label Wizard dialog box

29. Prepare Mailing Labels…continued • At the third Label Wizard dialog box, specify the fields. • Click the Next button. continues on next slide… third Label Wizard dialog box

30. Prepare Mailing Labels…continued • At the fourth Label Wizard dialog box, specify a field by which the labels are sorted. • Click the Next button. continues on next slide… fourth Label Wizard dialog box

31. Prepare Mailing Labels…continued • At the fifth Label Wizard dialog box, type a name for the label file. • Click the Finish button. fifth Label Wizard dialog box

32. CHECKPOINT 2 • To make the data in a report easy to understand, you can divide the data into these. • parts • objects • sections • groups • This is the default sort order in the Report Wizard. • chronological • hierarchical • ascending • descending Answer Answer Next Question Next Question • This guides you through the steps for creating a report. • Report Wizard • Report Helper • Report Starter • Report Assistant • If you create a report with fields from more than one table, you will choose options from how many Report Wizard dialog boxes? • 4 • 5 • 6 • 7 Answer Answer Next Question Next Slide

33. Creating Reports and Mailing Labels Summary of Presentation Concepts • 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