Display and Share Data Lesson 13.

Display and Share Data Lesson 13

Objectives Take Note: Charts and graphs are terms used synonymously in Microsoft Access. For example, the Chart Wizard inserts a chart control into reports or forms, however, a chart is referred to as a graph in Visual Basic for Applications (VBA) code.

Creating a Chart Using the Chart Wizard
Charts are often used in the business world to give a visual representation of numeric data. Because a picture is worth a thousand words, charts play an important role in reports and presentations. In Access 2010, you can insert a chart into a new or existing form or report using the Chart Wizard control. The Chart Wizard lets you insert a chart into a new or existing report or form using a table or query as your data source. This allows you to insert a pictorial view of the data along with the numbers. The Chart Wizard asks you questions about the chart you want and then creates the chart based on your answers. In this exercise, you insert a chart into the Page Footer section of a report because it is a one-page report and it is helpful to show the data at the bottom of the page after the columnar data. A chart is a graphical representation of data. A chart is made up of two basic parts, the body and the legend. Take Note: Charts and graphs are terms used synonymously in Microsoft Access. For example, the Chart Wizard inserts a chart control into reports or forms, however, a chart is referred to as a graph in Visual Basic for Applications (VBA) code.

Creating a Chart Using the Chart Wizard
The chart body is the main area that displays the chart. The legend displays a list of the colors, shapes, or patterns used as categories in a chart. The Chart Wizard creates a control that you can insert into forms and reports to quickly create charts. Once you insert a chart, you may need to resize it later; you can do so by clicking and dragging the selection handles to increase or decrease the height or width. You could also place the chart in the Detail section of the report and, within the Chart Wizard, set the chart to change with each record, so you would have a report displaying the record data and a chart for each record. You can create 20 different charts using the Chart Wizard, including column, bar, area, line, XY scatter, pie, bubble, and doughnut charts. To delete a chart, right-click it in Design view and select Delete from the shortcut menu.

Step-by-Step: Create a Chart
Before you begin these steps, be sure to turn on and/or log on to your computer and LAUNCH Access. OPEN BlueYonderAirlines from the data files for this lesson. SAVE the database as BlueYonderAirlinesXXX (where XXX is your initials). Open the Income & Expenses report. Switch to Design view. On the Design tab, in the Controls group, click the Chart button. The pointer changes to a plus sign with a chart icon.

Click in the upper-left corner of the Page Footer section and drag to the lower-right corner to create a rectangular placeholder where the chart will be inserted, as shown above.

Release the mouse button. The first Chart Wizard dialog box appears, as shown below.

Select the Income & Expenses Summary table as your data source and click the Next > button. The second Chart Wizard dialog box appears, as shown below.

Click the >> button to move all the fields to the Fields for Chart box and click the Next > button. The third Chart Wizard dialog box appears, as shown below.

Click the 3D Column Chart button, the second icon in the first row. Notice that the description of the chart type is displayed on the right. Click the Next > button. The fourth Chart Wizard dialog box appears, as shown below.

Click and drag the Income field button to the upper left of the chart and drop on the SumofExpenses data list. Both the SumofExpenses and SumofIncome fields should be listed. Click the Preview Chart button. The Sample Preview dialog box appears, displaying a sample of your chart, as shown at right. Click the Close button. The Sample Preview dialog box closes.

Click the Next > button. The fifth Chart Wizard dialog box appears, as shown below.

Click the down arrow in the Report Fields menu and select <No Field> since you don’t want to display a chart for each record in the data source. Click the down arrow in the Chart Fields menu and select <No Field> again, since you don’t want to display a chart for each record in the data source. Click the Next > button. The sixth Chart Wizard dialog box appears, as shown above.

Key Income and Expenses in the Title box. The Yes, display a legend button should be selected. If not, select it and click the Finish button. Access inserts your chart. Notice that Design view displays sample data and not the actual data from your chart. Click the chart to select it. On the Design tab, in the Tools group, click the Property Sheet button if necessary. Click the Data tab of the Property Sheet. Click the down arrow at the end of the Enabled line and select Yes. This enables the chart data to accurately display the associated table data. Close the Property Sheet. Switch to Report view.

On the Home tab, in the Records group, click the Refresh All button to ensure the chart displays the latest table data. Scroll to the bottom of the report to view your chart, which should look similar to the figure at right. Save the report. LEAVE the report open to use in the next exercise. Troubleshooting: If your chart is not displaying correctly, you probably need to increase the width and/or height of the placeholder. You do this the same way you resize any control. Switch to Design view and click the resize handles in the center of the vertical borders and drag to increase the size. Drag the resize handles on the horizontal borders to change the height. Then, return to Report view to see the results.

Formatting a Chart You can use Microsoft Graph to change the formatting of charts created with the Chart Wizard. You can change chart options such as how the title and labels are displayed and where you want the legend located. You can also change formatting options, such as the color or the chart’s background and the color and size of the data blocks in the chart. After you create a chart using the Chart Wizard, you can edit it using Microsoft Graph, which is a component of Office To launch Microsoft Graph, double-click a chart in Design view. Microsoft Graph displays the chart and the datasheet. You can choose commands from the menu bar or the toolbar. After you make changes to the chart, it is important to save the changes using the Save command on the File menu. After you save a chart, Microsoft Graph closes and switches you to Design view.

Changing Chart Options
The Chart Options dialog box has six tabs with options for changing the look and layout of a chart. You can access the Chart Options dialog box from the Chart menu or by right-clicking the white Chart Area and selecting Chart Options from the shortcut menu. In this exercise, you change chart options using Microsoft Graph.

Step-by-Step: Change Chart Options
USE the report open from the previous exercise. Switch to Design view. Double-click the chart. The Microsoft Graph software launches, displaying the chart in a view similar to Design view, as shown above.

Click the Chart menu and select Chart Options. The Chart Options dialog box appears, as shown at right.

Select in the Chart title box and press the Delete key. Notice that the preview on the right adjusts to show the change. Click the Axes tab to display the options on the tab, as shown at right. Click the Value (Z) axis check box to remove the check mark. Notice that the values on the Z axis are removed.

Click the Value (Z) axis check box again to insert the check mark. Click the Gridlines tab to display the options on the tab, as shown at right. Click the Major gridlines check box in the Category (X) axis section. Notice that gridlines are added to the preview.

Click the Legend tab to display the options on the tab, as shown at right. Click the Show legend check box to remove the check mark. Notice that the legend is removed from the chart. Click the Show legend check box again to insert a check mark. The legend is displayed in the preview.

Click the Bottom radio button to move the legend to the bottom of the chart. Click the Data Labels tab to display the options on the tab, as shown at right. Click the Value check box to insert a check mark. Notice that values are added to the columns in the chart.

Click the Value check box again to remove the check mark. Click the Data Table tab to display the options on the tab, as shown at right. Click the Show data table check box to insert a check mark. Notice that the datasheet is added to the bottom of the chart.

Click the Show data table check box again to remove the check mark. Click OK. Click the File menu and select Save. The Microsoft Graph software closes and the report is switched back to Design view. LEAVE the report open to use in the next exercise. Troubleshooting: Microsoft Graph has its own Help system. To access it, double-click a chart to launch Microsoft Graph and choose Microsoft Graph Help from the Help menu or press F1.

Changing Format Options
Microsoft Graph makes it easy to format a chart. Each part of the chart is an independent object, so you can simply right-click the chart object that you want to change and choose Format [Chart Object] from the shortcut menu. A dialog box appears with the formatting choices available for that object. In this exercise you format the chart you’ve been working with. If you prefer to use the menus, you can click on the chart object to select it or choose it from the Chart Objects menu. Once you have specified the object you want to change, click the Format menu and choose Select [Chart Object] from the menu to launch the dialog box of available options.

Step-by-Step: Change Format Options
USE the database open from the previous exercise. Double-click the chart to open Microsoft Graph. Click the Chart Area, the white background of the chart, to select it. The Chart Area should be displayed in the Chart Objects menu in the upper-left corner of the toolbar. Click the Format menu and select Selected Chart Area. The Format Chart Area dialog box appears, as shown at right.

Click the Fill Effects button. The Fill Effects dialog box appears, as shown at right. Click the Horizontal radio button in the Shading styles section and click OK. Click OK in the Format Chart Area dialog box. Notice the shading style of the chart background changes to your selection.

Right-click any of the purple Data Series columns in the chart to display the shortcut menu. Notice that Series SumOfIncome is displayed in the Chart Objects menu. Select Format Data Series from the shortcut menu. The Format Data Series dialog box appears. Select the Green color (second row, fourth from the left) as shown at right. Click OK in the Format Data Series dialog box.

Right-click the gray grid background of the chart, called the Walls, and select Format Walls from the shortcut menu. Click the Fill Effects button. Click the From center button in the Shading styles section and click OK. Click OK in the Format Walls dialog box. Right-click the Legend and select Format Legend from the menu. The Format Legend dialog box appears. Select the Font tab if it is not already displayed. The Font tab menu now appears, as shown on the next slide. Select 10 in the Size menu and click OK.

Click the File menu and select Save. Switch to Report view. Save the report. LEAVE the report open to use in the next exercise.

Refreshing Data in a Chart
The Refresh All button can be a useful tool when working with charts. When you make a change to the data source of a chart, be sure to save the new data in the table or query. When you switch back to the form or report containing your chart, click Refresh All to update the data in the chart. In this exercise, you make a change to a table record and then refresh the data in a chart to view the change.

Step-by-Step: Refresh Data in a Chart
USE the database open from the previous exercise. Open the Income & Expenses Summary table. In the first row, in the Income column, select the data and key and press the Enter key. Save and close the table. Click the Income & Expenses Report tab. Notice that the numbers in the report data and the numbers in the chart have not changed. On the Home tab, in the Records group, click the Refresh All button. The data in the report and in the chart are updated. Save the report. LEAVE the report open to use in the next exercise.

Changing Chart Types Access provides many different chart types and variations of those chart types for you to choose from in the Chart Type dialog box. Access makes it easy to experiment with different configurations before you decide on the chart that best displays the data you want to emphasize. In this exercise, you change the type of chart with which you’ve been working. Access 2010 has many different types of charts you can choose from. The key is to choose one that displays your data in a meaningful way. Often, you have a specific chart in mind that you want to use, but sometimes it requires experimentation, choosing and changing chart types until you get the results you want.

Step-by-Step: Change Chart Types
USE the database open from the previous exercise. Switch to Design view. Double-click the chart. Microsoft Graph opens. Click the By Row button on the Toolbar, as shown below. The chart is changed to show all the expenses together and all the income together. Click the By Column button on the Toolbar to change it back to the original chart.

Click the Chart Type button and select 3D Area Chart from the menu, as shown at right. The chart changes to an area chart. Click the Chart menu and select Chart Type. The Chart Type dialog box appears, as shown ion the next slide. On the Standard Types tab, click Pie in the Chart type list. In the Chart subtype section, click the Pie with a 3D visual effect, the second icon on the first row.

Click and hold the Press and Hold to View Sample button to see a preview of the chart, as shown on the next slide. Click the Custom Types tab.

Click Colored Lines in the Chart type list and click OK. Click the File menu and select Save. Switch to Report view to see the chart. Your screen should resemble the figure on the next slide.

Save and close the report. LEAVE the database open to use in the next exercise.

Building a PivotChart A PivotChart is a type of chart that you can create using data from a table or PivotTable. A PivotTable is a more advanced type of form that you can create that allows you to analyze data from different perspectives by quickly changing the alignment of columns and rows. A PivotChart is an interactive chart that shows data totals or summaries. When you view a PivotChart, you can change the chart to view different combinations of data, just as you chose to display only one year of data in the previous exercise.

Creating a Pivot Chart The difference between a regular chart and a PivotChart is that a PivotChart can be interactive. You can create, format, and change chart types for a PivotChart much like you did with the charts you created with the Chart Wizard. In this exercise you create a PivotChart. To create a PivotChart, you need to select or open the data source before clicking the PivotChart button. Drag the fields you want to include from the Chart Field List and drop them into the appropriate drop zones. Like most charts, you can arrange the category, series, or data fields in different ways, depending on what you want to emphasize.

Step-by-Step: Create a PivotChart
USE the database open from the previous exercise. Open the Income Detail table. On the Create tab, in the Forms group, click the More Forms button and then the PivotChart button. A blank PivotChart appears and the PivotChart Tools appear in the Ribbon. On the Design tab, in the Show/Hide group, click the Field List button to display the Chart Field List if it isn’t displayed already. Your screen should look similar to the figure on the next slide.

In the Chart Field List, click the Amount field and drag it to the Drop Data Fields Here drop zone box and release the mouse button.

Click the Description field and drag and drop it in the Drop Series Fields Here drop zone. Click the Yr field and drag and drop it in the Drop Category Fields Here drop zone. Your screen should look similar to the figure above. On the Design tab, in the Show/Hide group, click the Legend button. A legend is added to the chart.

Click the down arrow on the Yr field button at the bottom of the chart. A menu of year options appears, as shown at right. Click the 2013 check box to remove the check mark, and click OK. Only the 2014 data is displayed in the chart. Click the down arrow on the Yr field button. Click the 2013 check box again to insert the check mark and click OK. The 2013 data is displayed along with the 2014 data.

Click the Save button on the Quick Access Toolbar. The Save As dialog box appears. Key Income Chart and click OK. LEAVE the chart open to use in the next exercise.

Formatting a PivotChart
You can easily change the format of data series, titles, and other chart objects using the Properties dialog box. Just select the object you want to change and click the Property Sheet button to display the Properties dialog box. You can leave the dialog box open while you make all your selections and formatting changes and then close it when you are finished. Remember to save your work. In this exercise, you practice formatting a PivotChart.

Step-by-Step: Format a PivotChart
USE the chart open from the previous exercise. Click the Axis Title at the bottom of the chart to select it. On the Design tab, in the Tools group, click the Property Sheet button. The Properties dialog box appears, as shown at right.

Click the Delete button in the General commands section. The Axis Title is removed from the screen. Leave the dialog box open on the screen. Click the Axis Title on the left side of the chart to select it. The data in the Properties dialog box displays options for the selected title. Click the Format tab on the Properties dialog box, as shown at right. Click the Bold button.

Click the down arrow on the Font size menu and select 14. Select Axis Title in the Caption box. Key Amount and press the Enter key. The changes you made are updated on the chart. Leave the Properties dialog box open on the screen. If you need to move it, click the top blue border and drag it to a new location. Click the green Passenger column in the 2013 data to select it. Click the same column again. Both green columns should now be selected. Click the Border/Fill tab in the Properties dialog box, as shown on the next slide.

Click the down arrow on the Fill Type menu and select Gradient. Click the coral-colored (second) column two times to select both coral columns. Click the down arrow on the Fill Type menu and select Gradient. Select both blue columns in the chart and select Gradient from the Fill Type menu.

Click in the gray background, or Plot Area, of the chart. Click the down arrow on the Fill Type menu and select Gradient. Click the Color button in the Fill area. A menu of colors appears. Select the Khaki color (row seven, seventh from the left) shown at right. Click the Close box to close the Properties dialog box. Save the chart. LEAVE the chart open to use in the next exercise.

Changing the PivotChart Type
The same basic chart types are available for you to use as PivotCharts, as well as other charts, such as Radar and Stock charts. Additional variations are available for PivotCharts, too, as well as Custom Chart types, as you saw in the previous exercise. In this exercise you change the chart type of the PivotChart on which you’ve been working. The Type tab of the Properties dialog box lists each basic type of chart on the left and displays icons of subtype charts on the right. When you click an icon on the right, a description of the chart appears at the bottom of the dialog box. Your chart also changes to that chart type, so you can view your data in various configurations before you make your choice. Some types of charts may not fit the way your data is organized, so you can either rearrange the fields in your chart or try a different chart type.

Step-by-Step: Change the Chart Type
USE the chart open from the previous exercise. Click the white area on the chart, called the Chartspace. On the Design tab, in the Type group, click the Change Chart Type button. The Properties dialog box appears with the Type tab displayed, as shown at right. Notice that the Clustered Column type is selected, because that is the current chart type.

Step-by-Step: Change the Chart Type
Click the 3D Stacked Column type. Close the Properties dialog box. Save and close the chart. Save and close the table. LEAVE the database open to use in the next exercise. Another Way: You can also access the Type tab of the Properties dialog box by right-clicking in the Chartspace and selecting Change Chart Type from the shortcut menu.

Saving a Database Object as Another File Type
Microsoft Access 2010 allows you to save database objects, such as tables, reports, and queries as other types of objects. For example, you can save a table as a report. You can also save database objects as PDF or XPS files. Saving a database object as another file type allows you to share data with other users or repurpose the data in other ways. You can save objects such as tables, reports, and queries as other types of objects using the Save & Publish tab in the Backstage view.

Saving a Database Object as Another File Type
The Save & Publish tab also gives you the option of saving a database object in Portable Document Format (PDF) or XML Paper Specification (XPS) file formats. You might already be familiar with PDF files from documents you view on the Internet or share via s. The PDF file format maintains the exact layout of the original file and can easily be shared. A new alternative to PDF, the XPS file format preserves document formatting, can be easily shared, printed, and archived, and is more secure. Another Way: You can also save a database object as another file type by using the Save Object As command in the Backstage view, however, you cannot save database objects as PDF or XPS types by using this method.

Using the Save and Publish Tab
Access includes options on the Publish to Access Services tab to check your database for web compatibility, as well as fields you can complete to specify the remote path to the SharePoint Server. Furthermore, the Save & Publish tab includes options to save a database as different types and versions. In this exercise, you use the Save & Publish tab to save a table object as a report object. The Save & Publish tab also includes the Publish to Access Services command that allows you to share your database with others by publishing it to SharePoint Server 2010 via Access Services. SharePoint Server 2010 allows multiple users to share an Access database remotely using a web browser like Microsoft Internet Explorer as the interface. You must create the database from a new web template before doing so, or already be working with a web compatible database.

Step-by-Step: Save a Database Object as Another File Type
USE the database open from the previous exercise. Open the Income & Expenses Summary table. Click the File tab, and then click the Save & Publish tab to display the menu. Click the Save Object As tab in the File Types category, as shown at right.

Step-by-Step: Save a Database Object as Another File Type
Click the Save As button. The Save As dialog box appears, as shown at right. Key Summary Report in the Save box. Click the down arrow on the As menu and select Report. Click OK. The table object is saved as a report object and the new Summary Report appears in Layout view. LEAVE the report open to use in the next exercise.

Printing a Database Object
You are probably familiar already with printing various kinds of documents from your computer. Printing a database object uses the same print options and settings you use with other types of documents. You can choose various printing options before sending your document to the printer, such as the number of copies, size of the paper, or the range of pages to print. In this exercise, you learn about some of the options available in the Print dialog box when you print a database object. You can print tables, queries, forms, reports, or macros just by right-clicking the object in the Navigation pane and selecting Print from the shortcut menu.

Printing a Database Object
You can also select the Print tab from the File tab to view available print options before you print an object. To print charts, you must open either the form that contains the chart or the table that is its record source. Changes that you make in the Print dialog box will only be applied to that particular document. Take Note: When printing lengthy reports, you can choose other options, such as printing a range of pages, collating the pages, or printing multiple pages per sheet.

Step-by-Step: Print a Database Object
USE the report open from the previous exercise. Click the File tab and select the Print tab on the menu. The Print tab displays available options, as shown at right.

Click the Print button. The Print dialog box appears, as shown at right. Click the Properties button. The Properties dialog box appears, as shown on the next slide. Depending on your type of printer, the Properties box could be different. You can change the quality, paper, printing, and orientation options available for your printer.

Click the Cancel button. Click the Setup button. The Page Setup dialog box appears, as shown on the next slide. Click the Cancel button.

In the Copies section of the Print dialog box, click the up arrow in the Number of Copies menu to change the number of copies to 2. Click OK to print two copies of the report, or click Cancel. Close the report and table. CLOSE the database. Take Note: To set a printer as the default, right-click the printer icon and click Set as Default Printer on the shortcut menu. A check mark will appear next to the default printer. Another Way: You can also press Ctrl+P to display the Print dialog box. Another Way: To print a document quickly, you can skip the Print dialog box and use the default settings by clicking the Print button on the Quick Access Toolbar.

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Display and Share Data Lesson 13.

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Display and Share Data Lesson 13.

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