Access Chapter 4 Outline

Access Chapter 4:

Access Chapter 4 Creating Reports and Forms

Objectives:

Objectives Create reports and forms using wizards Group and sort in a report Add totals and subtotals to a report Resize columns Conditionally format controls Filter records in reports and forms Print reports and forms Add a field to a report or form Include gridlines Add a date Change the format of a control Move controls 2 Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

Creating a Report Using the Report Wizard:

Creating a Report Using the Report Wizard Copy the file JSP Recruiters to the desktop or Jump drive Start Access and open the JSP Recruiters database Show the Navigation Pane if hidden Enable Security options 3

Creating a Report Using the Report Wizard:

Creating a Report Using the Report Wizard Select the Client table ( don’t open ) Click Create tab Click the Report Wizard Add the following fields: City Client Number Client Name Amount Paid Current Due Click the Next button No grouping, Click Next No sorting, Click Next 4

Creating a Report Using the Report Wizard:

Creating a Report Using the Report Wizard With Tabular layout and Portrait orientation selected, click the Next button Click the Module style to select it Click the Next button Type: Clients by City ( as the report title ) Click the Finish button Click the Close ‘Clients by City’ button 5

Grouping and Sorting in a Report (pg 244):

Grouping and Sorting in a Report (pg 244) Right-click on the “ Clients by City ” report Click Layout View Hide the Navigation Pane Close the field list if it appears Click the Group & Sort button ( Format tab ) Click the ‘ Add a group ’ button Click the City field in the field list to group records by city Click the ‘ Add a sort ’ button Click the Client Name field in the field list to alphabetically sort by client name 6

Grouping and Sorting in a Report:

Grouping and Sorting in a Report Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition 7

Understanding Report sections (pg 247):

Understanding Report sections (pg 247) Report Header – print once t he beginning of the report Report Footer - print once t he end of the report Page Header section – prints at the top of every page (usually column headings) Page Footer section – prints once at the bottom of each page and often contains a date and a page number Detail section – prints the records Group Header – usually prints before a group Group Footer – prints after each group and usually contains the subtotals for the group. 8

Understanding Controls:

Understanding Controls Controls – all information in a report is contained in a control. Three types of controls: Bound Controls – are used to display data that comes from the database, such as the client number and name. Unbound controls – are not associated with data from the database and are used to display such things as the report’s title. Calculated Controls – are used to display data that is calculated from other data, such as a total. 9

Adding Totals and Subtotals (pg 248):

Adding Totals and Subtotals (pg 248) Click the Amount Paid field ( first record only ) Click the Totals button[ Σ totals ▼ ] Click Sum Using the same technique as in Steps 1 and 2, add totals for the Current Due field Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition 10

Adding Totals and Subtotals:

Adding Totals and Subtotals Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition 11

Resizing Columns (pg 249):

Resizing Columns (pg 249) Close the Group, Sort, and Total pane by clicking the Group & Sort button on the Design tab Click the City column heading. Drag the right boundary to the right so that the entire contents of the City column appear Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition 12

Conditionally Format Controls (pg 250):

Conditionally Format Controls (pg 250) Click the first record under Current Due Click the Conditional button ( Format tab ) Click the box arrow to display the list of available comparison phrases Click greater than Type 0 as the greater than value Click the Font/Fore Color button arrow Click the dark red color Click the OK button Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition 13

Conditionally Format Controls:

Conditionally Format Controls Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition 14

Filtering Records in a Report (pg 252):

Filtering Records in a Report (pg 252) Right-click the Amount Paid field on the second record to display the shortcut menu Click Does Not Equal $0.00 Amount Paid is not $0.00 15