Access Lesson 10 Adding Advanced Features to Reports

1. Access Lesson 10Adding Advanced Features to Reports Microsoft Office 2010 Advanced Cable / Morrison

2. Objectives • Create a report from a parameter query. • Add formatting and a theme to a report. • Change a control property. • Add a calculated control to a report. 2 2

3. Objectives (continued) • Add conditional formatting to a control. • Add a subreport to a report. • Create a summary report. • Add a chart to a report. 3 3

4. Vocabulary • calculated control • chart • conditional formatting • subreport 4 4

5. Introduction • In this lesson, students will: • Create a report based on a parameter query • Add a theme to a report • Change the properties of a report control • Add a calculated control to a report • Add a subreport to an existing report • Create a report with summary information • Add a chart to the report

6. Creating a Report from a Parameter Query • A parameter query displays a message box for entering parameter data when it is run. • When a report is based on a parameter query, each time you open the report, the message box appears. • You need to enter data before the report will be displayed. • You can add grouping options to the report.

7. Creating a Report from a Parameter Query (continued) • Enter Parameter Value dialog box

8. Adding Formatting and a Theme to a Report • Themes let you add borders, background colors, shading, and graphic effects to an entire report at one time. • If you change the theme, all the reports in the database with themes are changed. • You can add some basic formatting before you add a theme to a report. • You can apply formats to several controls at one time.

9. Adding Formatting and a Theme to a Report (continued) • Report with Verve theme applied

10. Changing a Control Property • The properties of the controls added to a report can be changed. • A control has two parts: label and text box • The label describes what is in the field. • The text box displays the actual data from the table. • When you change control formats, you will typically be changing the text box when the data is displayed.

11. Changing a Control Property (continued) • Property Sheet pane for Sales text box

12. Adding a Calculated Control to a Report • A calculated controllets you use functions to add a calculation to a report. • The Expression Builder dialog box is used to create an expression. Completed Expression Builder dialog box

13. Adding Conditional Formatting to a Control • Conditional formattingallows you to add formatting features to the data based on criteria you specify. Completed conditional formatting rule

14. Adding Conditional Formatting to a Control (continued) • Report in Layout view

15. Adding a Subreport to a Report • Subreports are reports you create and then embed in another report. • The easiest way to add a subreport to a report is with SubReport Wizard. • You will be asked to define a link between the two reports. • The link needs to be a common field between the two tables.

16. Adding a Subreport to a Report (continued) • Subreport realigned

17. Creating a Summary Report • A summary report can help you see trends in the data. • When you create a summary report, you select the summary options in the Summary Options dialog box. • You are given the choices of Sum, Avg, Min, and Max. • You can select one, several, or all of the functions.

18. Creating a Summary Report (continued) • Final Sales Statistics report

19. Adding a Chart to a Report • A chart is a graphical display of data. • Access offers formatting features that you can apply to a chart. Select chart type

20. Adding a Chart to a Report (continued) • Report with chart

21. Summary In this lesson, you learned: • When you create a report from a parameter query, you will be prompted for data each time you open the report. • Adding a theme to a report adds text formats, borders, and shading to the report.

22. Summary (continued) • Control properties can be easily changed so that data displayed in the control is properly formatted. • If you want to total all the data in a report, you can add a calculated control to a report. • Adding conditional formatting to a control displays the data in a different format if a certain condition is met.

23. Summary (continued) • A report can be added to an existing report using the subreport feature. • Creating a summary report lets you create reports that can find Sum, Avg, Min, and Max values for the data. • Adding a chart to a report lets you display the data graphically.