xp chapter 5 succeeding in business with microsoft office access 2003: a problem-solving approach 1...

Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

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XP

Developing Effective Reports

Chapter 5

“Nothing succeeds like reports of success.”—Sue Sanders

Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

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XPChapter Introduction

• Reports Reflect the information in the database Summarize business activities Use reports to format data in an attractive and

informative layout for printing Often based on data in multiple tables

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XPTools Covered In This Chapter

• AutoReport: Columnar

• AutoReport: Tabular

• Chart Wizard

• Conditional formatting

• Label Wizard

• Page breaks

• Queries

• Report Wizard

• Sorting and Grouping

• Subreports

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XPLevel 1 Objectives:Creating Simple Reports and

Labels

• Create and modify basic reports

• Improve information content of reports Sorting and summarizing

• Create labels using Label Wizard

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XPUnderstanding Reports

• Report Presents information from one or more database tables Printed format Provide most options and advantages for printing

database content• Organize and format information to create professional

presentation• Include numeric and textual data• Maintain flexibility when displaying summary information

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XPUnderstanding Reports (continued)

• Accomplish goals with reports Create printed copy of information used regularly Distribute information to others Customize organization and appearance of printed

information Group or summarize information for

• Reporting to others • Calculating running totals• Group totals• Grand totals• Percentages of totals

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XPComparing Forms and Reports

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XPChoosing the Appropriate Type of Report

• Determine report purpose and audience Before developing

• Report types Detailed Grouped Summary Mailing labels Multiple-column

• Types of reports can contain other reports Called subreports

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XPExamples of Access Reports

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XPTypes of Reports Available in Access

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XPTypes of Reports Available in Access (continued)

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XPPlanning Basic Reports

• Start by creating reports for various functions within pharmacy Managers of areas can review reports Comment on usefulness and appearance

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XPCreating and Modifying Basic Reports

• AutoReport Wizard Create report that displays all fields and records in single

table or query

• Report Wizard Guides you through steps of creating report Based on one or more tables or queries Asks questions about

• Record sources • Fields• Layout• Format

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XPCreating a Report Using AutoReport

• AutoReport Wizards: AutoReport: Columnar AutoReport: Tabular One or other may be easier to read

• Naming reports Use rpt prefix Choose meaningful name

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XPColumnar Report Created Using an AutoReport Wizard

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XPResults of AutoReport in Print Preview

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XPCreating a Report Using the Report Wizard

• Provides quick way to select only fields you want to display in report Based on one or more tables or queries

• Select one of several layouts and styles for report

• Create report with Report Wizard Customize report in design view

• Provides options for selecting fields

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XPCreating a Report Using the Report Wizard (continued)

• Pages Fields Grouping Sorting Layout and orientation Style

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XPModifying a Report in Design View

• Can also create reports from scratch in Design view

• Control Small object such as text box Displays data or line to separate one record from

another

• Modify report in Design view Switch to Print Preview to see effects of changes

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XPReport Controls

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XPThree Report Views

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XPModifying a Report in Design View (continued)

• Report sections: Report header Page header Group header Detail Group footer Page footer Report footer

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XPModifying a Report in Design View (continued)

• View property sheet for section Double-click section bar

• Report caption Name of report in title bar

• Report design checklist: Is report in format chosen for all reports? Does title label caption need to be modified? Have I changed report caption? Can I read complete column headings or are they

truncated?

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XPModifying a Report in Design View (continued)

• Report design checklist: Does all data in detail area appear or is some

truncated? Is report so wide that it should use landscape

orientation? Is vertical spacing too spread out or too close? If report has many numbers does it use gridlines to

make reading it easier? Do any extra items on report detract from its

appearance?

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XPModifying a Report in Design View (continued)

• Report design checklist: Do any errors or blank pages appear when report

printed? Would data have more information content if grouped? Would summary data add to information content of

report?

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XPCommon Section Properties

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XPCommon Report Properties

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XPMoving Detail Fields to Multiple Lines on a Report

• Increase length of detail section to make room for second row of text by Dragging page footer section bar down

• Move fields

• Add logos or other graphics Using image button

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XPCreating a Custom Style for Reports

• Click AutoFormat button on report design toolbar Create custom AutoFormat based on report

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XPCreating a Grouped Report Using a Single Table

• Grouped report Groups records based on values in one or more fields Makes report more informative Calculate totals and other values for each group

• Create using Report Wizard Only allows four grouping levels

• Create using Design view Up to 10 levels allowed

• Group level determines how groups nested

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XPUsing the Report Wizard to Created a Grouped Report

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XPCreating Labels Using the Label Wizard

• Store name and address information in access database Create simple report formatted to look like mailing label Report extracts address data from table or query

• Organizes it to print label for each address in record source

• Use Label Wizard Specify record source for mailing label report Select type of label

• Customize mailing labels using design view

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XPCreating Labels Using the Label Wizard (continued)

• Build prototype of label By selecting necessary fields one at a time Press enter key to move to next line

• Specify sort order for labels

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XPLevel 1 Summary

• Report Printed version of data

• Create using AutoReport Wizard Report Wizard

• Use design view to customize appearance and data

• Save design as AutoFormat