Microsoft Access 2010

1. MicrosoftAccess 2010 Chapter 4 Creating Reportsand Forms

2. Objectives • Create reports and forms using wizards • Modify reports and forms in Layout view • Group and sort in a report • Add totals and subtotals to a report • Conditionally format controls • Resize columns • Filter records in reports and forms Creating Reports and Forms

3. Objectives • Print reports and forms • Apply themes • Add a field to a report or form • Include gridlines • Add a date • Change the format of a control • Move controls • Create and print mailing labels Creating Reports and Forms

4. Project – Reports and Forms Creating Reports and Forms

5. Project – Reports and Forms Creating Reports and Forms

6. General Project Guidelines • Determine whether the data should be presented in a report or a form • Determine the intended audience for the report or form • Determine the tables that contain the data needed for the report or form • Determine the fields that should appear on the report or form Creating Reports and Forms

7. General Project Guidelines • Determine the organization of the report or form • Determine the format of the report or form • Review the report or form after it has been in operation to determine whether any changes are necessary • For mailing labels, determine the contents, order, and type of label Creating Reports and Forms

8. Grouping and Sorting in a Report • Open the report to group and sort • Click the Group & Sort button (Report Layout Tools Design tab | Grouping & Totals group) to display the Group, Sort, and Total pane • Click the ‘Add a group’ button to add a group • Click to select the field for grouping and group the records on the selected field • Click the ‘Add a sort’ button to add a sort • Click the field on which the records in each group will be sorted Creating Reports and Forms

9. Grouping and Sorting in a Report Creating Reports and Forms

10. Adding Totals and Subtotals • Click the column in the report to total • Click the Totals button (Report Layout Tools Design tab | Grouping & Totals group) to display the list of available calculations • Click the desired calculation Creating Reports and Forms

11. Adding Totals and Subtotals Creating Reports and Forms

12. Removing the Group, Sort, and Total Pane • Click the Group & Sort button (Report Layout Tools Design tab | Grouping & Totals group) to remove the Group, Sort, and Total pane Creating Reports and Forms

13. Conditionally Formatting Controls • Click the field to conditionally format • Click the Conditional Formatting button (Report Layout Tools Format tab | Control Formatting group) to display the Conditional Formatting Rules Manager dialog box • Click the New Rule button to display the New Formatting Rule dialog box • Click the box arrow to display the list of available comparison operators • Click the desired comparison operator Creating Reports and Forms

14. Conditionally Formatting Controls • Click the box for the comparison value, and then type the desired comparison value • Click the Font Color button arrow to display a color palette • Click the desired color to select the color • Click the OK button to enter the rule • Click the OK button to complete the entry of the conditional formatting rules and apply the rule Creating Reports and Forms

15. Conditionally Formatting Controls Creating Reports and Forms

16. Filtering Records in a Report • Right-click the field on which to filter • Click the desired filtering option Creating Reports and Forms

17. Clearing a Report Filter • Right-click the filtered field • Click the Clear filter command on the shortcut menu to clear the filter and redisplay all records Creating Reports and Forms

18. Creating a Report that Involves Multiple Tables • Click the table in the Navigation Pane to select it • Click the Report Wizard button (Create tab | Reports group) to start the Report Wizard • Select the desired fields and click the Add Field button to add the field(s) to the report • Click the Tables/Queries arrow, and then click the desired table to add to the report • Select the desired fields and click the Add Field button to add the field(s) to the report • Click the Next button three times Creating Reports and Forms

19. Creating a Report that Involves Multiple Tables • Click the box arrow in the text box labeled 1 and then click the field on which to sort the report • Click the Summary Options button to display the Summary Options dialog box • Click the check boxes to calculate the desired calculations • Click the OK button • Click the Next button, and then select the desired layout and orientation Creating Reports and Forms

20. Creating a Report that Involves Multiple Tables • Click the Next button to move to the next Report Wizard screen, and then type the desired report title • Click the Finish button to produce the report • Click the magnifying glass mouse pointer somewhere within the report to view more of the report Creating Reports and Forms

21. Creating a Report that Involves Multiple Tables Creating Reports and Forms

22. Creating a Summary Report • Click the Hide Details button (Report Layout Tools Design tab | Grouping & Totals group) to hide the details in the report Creating Reports and Forms

23. Using the Form Wizard to Create a Form • Open the Navigation Pane and select the table on which to create the form • Click the Form Wizard button (Create tab | Forms group) to start the Form Wizard • Add the desired fields to the form • Click the Next button • Select the desired layout, click the Next button, and then type the desired form title • Click the Finish button to complete and display the form Creating Reports and Forms

24. Using the Form Wizard to Create a Form Creating Reports and Forms

25. Placing Controls in a Control Layout • Click the first control on the form, and then select the remaining controls while holding down the SHIFT key • Click the Stacked button (Form Layout Tools Arrange tab | Table group) to place the controls in a stacked layout Creating Reports and Forms

26. Placing Controls in a Control Layout Creating Reports and Forms

27. Adding a Date • Click the Date and Time button (Form Layout Tools Design tab | Header/Footer group) to display the Date and Time dialog box • Click the option button for the desired date format • If desired, click the option button for the time format you want to include. If you do not want to display the time, click the Include Time check box to remove the check mark • Click the OK button Creating Reports and Forms

28. Adding a Date Creating Reports and Forms

29. Changing the Format of a Control • Click the control of which you want to change the format • Click the desired formatting option(s) on the Form Layout Tools Format tab Creating Reports and Forms

30. Moving a Control • Point to the control to move so that the mouse pointer changes to a four-headed arrow and then drag the control to the desired location Creating Reports and Forms

31. Moving Controls in a Control Layout • Click the first label/field to move, hold the SHIFT key down, and then click the remaining labels and fields to move • Press the left mouse button and then drag the fields to the desired location • Release the left mouse button to complete the movement of the fields Creating Reports and Forms

32. Moving Controls in a Control Layout Creating Reports and Forms

33. Adding a Field • Click the Add Existing Fields button (Form Layout Tools Design tab | Tools group) to display a field list • Drag the field to add to the desired position on the form • Click the Add Existing Fields button (Form Layout Tools Design tab | Tools group) to remove the field list Creating Reports and Forms

34. Adding a Field Creating Reports and Forms

35. Filtering and Sorting Using a Form • Click the Advanced button (Home tab | Sort & Filter group) to display the Advanced menu • Click Advanced Filter/Sort on the Advanced menu • Resize the field list so that all the fields appear • Add the desired fields to the grid • Select the desired sort order • Add the filter criteria to the desired field • Click the Toggle Filter button (Home tab | Sort & Filter group) to filter the records Creating Reports and Forms

36. Filtering and Sorting Using a Form Creating Reports and Forms

37. Creating Labels • Click Create on the Ribbon to display the Create tab • Click the Labels button (Create tab | Reports group) to display the Label Wizard dialog box • Select the desired unit of measure, and the proper label manufacturer • Scroll through the label types and then click the label type matching the labels you want to create • Click the Next button Creating Reports and Forms

38. Creating Labels • Click the Next button • Click the field(s) you want to add to the label, clicking the desired position in the prototype label before adding the field(s) • Click the Next button • Select the field to sort by, and then click the Add Field button • Click the Next button • Verify the name for the report • Click the Finish button Creating Reports and Forms

39. Creating Labels Creating Reports and Forms

40. Chapter Summary • Create reports and forms using wizards • Modify reports and forms in Layout view • Group and sort in a report • Add totals and subtotals to a report • Conditionally format controls • Resize columns • Filter records in reports and forms Creating Reports and Forms

41. Chapter Summary • Print reports and forms • Apply themes • Add a field to a report or form • Include gridlines • Add a date • Change the format of a control • Move controls • Create and print mailing labels Creating Reports and Forms

42. MicrosoftAccess 2010 Chapter 4 Complete