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Microsoft ® Access ® 2010 Training Create reports for a new database.

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Presentation on theme: "Microsoft ® Access ® 2010 Training Create reports for a new database."— Presentation transcript:

1 Microsoft ® Access ® 2010 Training Create reports for a new database

2 Course contents Overview: The end product Lesson: Includes eight sections Suggested practice tasks Test Quick Reference Card Create reports for a new database

3 Overview: The end product Create reports for a new database In this course, you’ll learn how to create reports. Reports present information visually, help others understand your data, and answer critical business questions. This is the sixth and final course in a series that teaches beginners how to use Access 2010.

4 Course goals Create basic reports. Group and sort the data in a report. Add subtotals and other sums to a report. Create reports manually and with a wizard. Use Layout and Design views to change a report. Create reports for a new database

5 Reports, the easy way Create reports for a new database The parts of a report: Page Header, Group Header, Detail, and Footer. Your boss likes what you’ve done with the asset-tracking database, but she needs to present some information at a meeting, and she needs it in a hurry. It’s time to build reports. Reports are the end product of your database. They combine the raw facts in your database with enough information to give those facts meaning, and they present the results visually.

6 Reports, the easy way Create reports for a new database The parts of a report: Page Header, Group Header, Detail, and Footer. In Access, a report is made up of sections. Header sections can appear at the top of a report, or in the case of Page Header sections, at the top of each page in the report. Report headers usually contain titles, and images such as company logos. Page headers usually contain column headings.

7 Reports, the easy way Create reports for a new database The parts of a report: Page Header, Group Header, Detail, and Footer. If you want to group the data in a report, you’ll see a Group Header. The section will list the fields on which you group your data. For example, if you need to see who repairs a given computer, you can group your data by repair technician. The Detail section is the body of your report, the data your users need to see. All reports must have a detail section.

8 Reports, the easy way Create reports for a new database The parts of a report: Page Header, Group Header, Detail, and Footer. Footer sections can appear in several places. For example, you can create group footers that display sums, counts, or averages for a group of data. You can also create page footers that appear at the bottom of each report page and display elements such as page numbers.

9 Reports, the easy way Create reports for a new database The parts of a report: Page Header, Group Header, Detail, and Footer. The header and footer sections are optional. For example, if you don’t want to group your data, you don’t need group headers or footers. However, make sure your reports contain enough information to make them meaningful and easy to understand.

10 Start with a design Create reports for a new database Examples of basic form designs. So how do you make your reports meaningful and easy to understand? With a design. Start by deciding on the data you need to include in the report, and then on the sections you want in the report. For example, all reports need a detail section, but do you need a header? How about grouping? From there, you decide on a layout.

11 Start with a design Create reports for a new database Examples of basic form designs. Access provides two basic layouts – tabular and stacked – but you can arrange your data in almost any way you want. Tabular layouts resemble spreadsheets. Use them when you need to present your data in a simple list format. Stacked layouts resemble the forms you fill out at a bank or when you buy something online. Use a stacked layout when your report contains too many fields to display in tabular form.

12 Start with a design Create reports for a new database Examples of basic form designs. Mixed layouts use elements from tabular and stacked layouts. For example, you can place some of the fields in a record on the same row, and stack other fields from the same record. In Access 2010, you create mixed layouts manually, using either Layout view or Design view. After you finish your design, you have several options for creating the report. We’ll start with the Report tool.

13 Create a basic report Create reports for a new database The steps for creating a basic report. The Report tool is the easiest way to create a report. Like the Form tool that you saw in an earlier course, the Report tool automatically creates a report that is bound, or connected, to a single data source, either a table or query.

14 Create a basic report Create reports for a new database The steps for creating a basic report. In the Navigation Pane, select the table or query that you want to use as the data source for the report. Click the Create tab, and in the Reports group, click Report. Access creates a report that includes all the fields in your data source. The report automatically uses the tabular layout, and if your data source contains enough fields, Access creates the report in landscape format.

15 Create a basic report Create reports for a new database The steps for creating a basic report. The report opens in Layout view, which gives you a chance to change it.

16 Group and sort data Create reports for a new database Grouping and sorting data in a report. One of the more powerful things you can do in a report is group and sort your data. For example, if you want to know which supplier provided a given set of computers, then grouping your assets by supplier can give you that information quickly and easily.

17 Group and sort data Create reports for a new database Grouping and sorting data in a report. You can group tabular or stacked reports. Open your report in Layout view, and on the Design tab, in the Grouping & Totals group, click Group & Sort. The Group, Sort, and Total pane appears below your report. In the pane, click Add a group, and then select the field by which you want to group your data. Access groups your data to reflect your choice.

18 Group and sort data Create reports for a new database Grouping and sorting data in a report. You can add 10 grouping levels to a report, and you can sort each level, if you need to. If you want to sort your data, click Add a sort, select a field, and again Layout view shows you your changes.

19 Add sums to your report Create reports for a new database The process for adding sums to a report. In addition to grouping and sorting, you can add subtotals, grand totals, and other calculations to your reports. With your report still open in Layout view, start the Group, Sort, and Total pane, click a grouping level, and then click More. Locate the “totaled” field and click the arrow next to it.

20 Add sums to your report Create reports for a new database The process for adding sums to a report. Use the Totals dialog box to select the field you want to calculate, the type of calculation you want to use, such as a sum or average, and to set options such as subtotals and grand totals. When you finish, your report displays the calculations.

21 Create a report from scratch Create reports for a new database Using Layout view to change a report. If you don’t like the results you get with the Report tool, you can use Layout view to build a report manually, a process that gives you more control. You drag fields from a list, arrange them to your liking, and group them.

22 Create a report from scratch Create reports for a new database Using Layout view to change a report. On the Create tab, in the Reports group, click Blank Report. Access creates a blank report and displays the Field List task pane. In the Field List task pane, open the table you want to use as a data source, then drag fields to the report. Access automatically uses the tabular layout..

23 Create a report from scratch Create reports for a new database Using Layout view to change a report. If you want to use a different layout, highlight the fields in the report by clicking the Layout Selector, the cross in the upper-left corner of the layout, and then.... On the Arrange tab, in the Table group, click Stacked. Access rearranges the fields.

24 Create a report with the Report Wizard Create reports for a new database The steps for using the Report Wizard. The Report Wizard is a fast way to create a report with a large number of fields and a complex layout. Click the Create tab, and in the Reports group, click Report Wizard. Complete the wizard. As part of that, you select a data source, and then... Select the fields you want to use, grouping options, a style, and more.

25 Ways to change a report Create reports for a new database Changing a report in Layout and Design views. You can use Layout view or Design view to change a report. Layout view works best when you need to change the look and feel of a report. For example, you can rearrange fields, change their sizes, or apply a pre-made style. In contrast, Design view gives you control over every facet of your report. For example, you can add text boxes that display the date and time that you ran a report.

26 Ways to change a report Create reports for a new database Changing a report in Layout and Design views. To open a report in Layout view, go to the Navigation Pane, right- click the report, and click Layout View. Use the commands in the Design, Arrange, Format, or Page Setup tabs. For example, on the Design tab, in the Themes group, click a visual theme to apply it to the report.

27 Ways to change a report Create reports for a new database Changing a report in Layout and Design views. Follow the same steps to open a report in Design view. Once you’re there, you can insert a number of controls, such as check boxes or date-and-time controls.

28 Suggestions for practice 1.Create a report with the Report tool. 2.Group and sort the report. 3.Add subtotals and grand totals to the report. 4.Use Design view to label your subtotals. 5.Add labels in Layout view. 6.Create a report from scratch. 7.Use the Report Wizard. Create reports for a new database Online practiceOnline practice (requires Access 2010)

29 Test question 1 You can add as many as _____ levels of grouping to a report. (Pick one answer.) Create reports for a new database 1.Seven. 2.Five. 3.Ten.

30 Test question 1 Create reports for a new database You can also specify sums, counts, and sort orders for each group. You can add as many as _____ levels of grouping to a report. Answer: 3. Ten.

31 Test question 2 All reports must contain which of the following? (Pick one answer.) Create reports for a new database 1.A title section. 2.A date/time section. 3.A detail section. 4.A footnote section.

32 Test question 2 Create reports for a new database All reports must have a detail section. They’re meaningless, otherwise. All reports must contain which of the following? Answer: 3. A detail section.

33 Test question 3 You can add controls to a report when working in Design view. (Pick one answer.) Create reports for a new database 1.True. 2.False.

34 Test question 3 Create reports for a new database You can add dates and times, logos, check boxes, and more. You can add controls to a report when working in Design view. Answer: 1. True.

35 Test question 4 The important thing to remember when designing reports is: (Pick one answer.) Create reports for a new database 1.They must be clear and easy to understand. 2.They must contain a date and time. 3.They must group data in some way. 4.They must use all the available report sections.

36 Test question 4 Create reports for a new database You can include as few or as many elements as you need to make the information clear. The important thing to remember when designing reports is: Answer: 1. They must be clear and easy to understand.

37 Quick Reference Card For a summary of the tasks covered in this course, view the Quick Reference Card. Quick Reference Card Create reports for a new database

38 Using this template See the notes pane or view the full notes page (View tab, Notes Page) for detailed help on this template.


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