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Developing Effective Reports

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Presentation on theme: "Developing Effective Reports"— Presentation transcript:

1 Developing Effective Reports
Chapter 5 Developing Effective Reports Use the quote as a jumping off point for discussion, if desired.

2 Chapter 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 Succeeding in Business with Microsoft Access 2010

3 Tools Covered In This Chapter
Charts Conditional formatting Crosstab Query Wizard Label Wizard Page breaks Queries Report tool Report Wizard Sorting and Grouping Subreports Succeeding in Business with Microsoft Access 2010

4 Level 1 Objectives: Creating Simple Reports and Labels
Create and modify basic reports Improve the design and layout of report information content Create labels using Label Wizard Succeeding in Business with Microsoft Access 2010

5 Understanding Reports
Presents information from one or more database tables Printed format Provides 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 Succeeding in Business with Microsoft Access 2010

6 Understanding 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 Succeeding in Business with Microsoft Access 2010

7 Comparing Forms and Reports
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8 Choosing 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 Succeeding in Business with Microsoft Access 2010

9 Examples of Access Reports
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10 Types of Reports Available in Access
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11 Types of Reports Available in Access (continued)
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12 Planning Basic Reports
Start by creating reports for various functions within pharmacy Managers of areas can review reports Comment on usefulness and appearance Succeeding in Business with Microsoft Access 2010

13 Creating and Modifying Basic Reports
Report tool 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 Succeeding in Business with Microsoft Access 2010

14 Creating a Report Using the Report Tool
In the Navigation Pane, click the table on which you want to base the report Click the Create tab of the Ribbon, click the Report button in the Reports group. Access creates a report that includes all the fields from the record source Save the report Naming reports Use rpt prefix Choose meaningful name Succeeding in Business with Microsoft Access 2010

15 Creating a Report Using the Report Tool
Succeeding in Business with Microsoft Access 2010

16 Creating 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 Succeeding in Business with Microsoft Access 2010

17 Creating a Report Using the Report Wizard (continued)
Pages Fields Grouping Sorting Layout and orientation Succeeding in Business with Microsoft Access 2010

18 Modifying 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 Layout and Design view Switch to Print Preview to see effects of changes Succeeding in Business with Microsoft Access 2010

19 Report Controls Succeeding in Business with Microsoft Access 2010

20 Four Report Views Succeeding in Business with Microsoft Access 2010

21 Modifying a Report in Design View (continued)
Report sections: Report header Page header Group header Detail Group footer Page footer Report footer Succeeding in Business with Microsoft Access 2010

22 Modifying 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? Succeeding in Business with Microsoft Access 2010

23 Modifying 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? Succeeding in Business with Microsoft Access 2010

24 Modifying 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? Succeeding in Business with Microsoft Access 2010

25 Common Section Properties
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26 Common Report Properties
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27 Improving the Design and Layout of Report Information Content
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 Logo button Succeeding in Business with Microsoft Access 2010

28 Creating a Custom Style for Reports
Can use theme as in forms Add theme colors Add font colors Access will apply to the proper section When Theme changes, applied to all objects using the theme. Succeeding in Business with Microsoft Access 2010

29 Creating a Grouped Report Using a Single Table
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 grouping levels allowed Group level determines how groups nested Succeeding in Business with Microsoft Access 2010

30 Using the Report Wizard to Created a Grouped Report
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31 Creating 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 Succeeding in Business with Microsoft Access 2010

32 Creating 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 Succeeding in Business with Microsoft Access 2010

33 Level 1 Summary Report Create using
Printed version of data Create using Report tools Report Wizard Use design view to customize appearance and data Save design as Theme Succeeding in Business with Microsoft Access 2010

34 Apply grouping to report data
Level 2 Objectives: Developing Management Reports to Support Decision Making Create a custom report Apply grouping to report data Improve the design and layout of grouped reports Succeeding in Business with Microsoft Access 2010

35 Creating Custom Reports
Require data from more than one table Have calculated fields Use summary statistics Require parameter input at time report run Succeeding in Business with Microsoft Access 2010

36 Creating a Report Using Fields from Multiple Tables
Limit records included in report or use parameter values Base report on query Resolving error messages in mailing labels May see error message when previewing or printing mailing labels Before modifying column widths Check to see if data in labels all printing Modify column widths to eliminate errors Succeeding in Business with Microsoft Access 2010

37 Creating a Report Using Fields from Multiple Tables (continued)
Parameter queries allow user input Dialog box requesting information to be used as criteria for retrieving records Enter parameter [Prompt?] Succeeding in Business with Microsoft Access 2010

38 Adding or Modifying Grouping Levels to a Report
Add grouping level after creating original report Sort fields can also serve as grouping fields Group header Includes name of group Group footer Includes count or subtotal for records in group Use Group & Sort button Each report can have up to 10 sort fields Any sort field can also be grouping field Succeeding in Business with Microsoft Access 2010

39 Group, Sort, and Total Pane
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40 Improving the Design and Layout of a Grouped Report
Group header Area on report used to indicate start of new group Text or controls located in group header shown once for group Group footer section Shown only once at end of any group detail Most often used to contain summary data such as subtotals for data in group Succeeding in Business with Microsoft Access 2010

41 Improving the Information Content of Grouped Reports (continued)
Tabular reports that have large amounts of data Often contain more information content if report uses grouping Organize data into smaller segments Easier to comprehend Calculated fields General format Use equal sign followed by calculation Most developers recommend creating calculation in query Use query as basis for report Succeeding in Business with Microsoft Access 2010

42 Grouping on Date and Time
Accounting reports Usually prepared for monthly, quarterly, and annual time periods Report Wizard has built-in grouping options for date/time fields Use same date field for multiple time periods Create query that shows only last refill for any customer within household Use totals button Succeeding in Business with Microsoft Access 2010

43 Grouping on Date and Time (continued)
Last function Returns value for last row encountered for each group Succeeding in Business with Microsoft Access 2010

44 Changing the Record Source and Adding Fields
Report designers often need to change source of data for report after it is created Change record source property in report’s property sheet Copy object such as query form, label, or macro Modify it for another use May need to remove fields not included in new record source Add field from underlying table or query to report Succeeding in Business with Microsoft Access 2010

45 Forcing a Page Break After Each Group
Print data for one person only Insert page break control to force page break Use page break button Insert page break in group footer Keep together setting in Properties dialog box Keep heading and at least part of detail together Succeeding in Business with Microsoft Access 2010

46 Level 2 Summary Custom reports Grouping organizes information
Group on any sort field Group header/footer Modify report in design view Change data source Add fields Succeeding in Business with Microsoft Access 2010

47 Level 3 Objectives: Designing Reports for Data Analysis
Use advanced report design Develop reports with subreports Add a chart to a report Succeeding in Business with Microsoft Access 2010

48 Creating Advanced Reports
Create report in Design view Click Create tab on the Ribbon Click the Report Design button Specify Data Source Can also specify later Add report header and footer if desired Create a report title, if desired Drag fields to detail section from field list Add grouping and/or sorting Succeeding in Business with Microsoft Access 2010

49 Exporting Access Data to Microsoft Excel
Select the query you want to export Click the External Data tab Click the desired button in the Export group Select the destination Open the query in Excel Succeeding in Business with Microsoft Access 2010

50 Beyond Calculated Fields
To use summary options from Report Wizard Must have numeric field Base report on query that includes numeric field Succeeding in Business with Microsoft Access 2010

51 Advanced Label Formatting
Create query with the needed fields Use Label Wizard to get started Modify label layout created by Label Wizard Succeeding in Business with Microsoft Access 2010

52 Modifying Labels in Design View
Use properties of controls to modify label precisely Use color to highlight items of interest Use properties in the Property sheets for the label and its controls Succeeding in Business with Microsoft Access 2010

53 Including Additional Data for Analysis
Subreport Provides information similar to subform Apply conditional formatting to report Display some information in certain color Specify conditions for color changes Succeeding in Business with Microsoft Access 2010

54 Adding a Subreport to a Report
Access supports grouping Arrange data in hierarchical way by nesting groups Subreports or subforms in report Including charts or unrelated data Create report to use as subreport first Add it to main report in Design view Succeeding in Business with Microsoft Access 2010

55 Conditional Formatting for Report Values
Add formatting features such as color, bold, or larger fonts Based on values in report Specify up to three conditions for field Succeeding in Business with Microsoft Access 2010

56 Setting Conditional Formatting for the Calculated Percent Field
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57 Setting Conditional Formatting for the Calculated Percent Field
Succeeding in Business with Microsoft Access 2010

58 Adding a Chart to a Report
Create a report or open an existing report Switch to Design View Increase the size of the report section where you want to place chart Click the Chart button in the Controls Group Hold mouse button and draw from upper left to lower right an outline for the chart Chart Wizard select the table or query for the chart and the fields to be used Succeeding in Business with Microsoft Access 2010

59 Adding a Chart to a Report, Cont.
Choose the chart type in the Wizard Drag and drop the fields where you want them to appear in the chart Select report fields and chart fields to change from record to record Enter a title for the chart, then click Finish Succeeding in Business with Microsoft Access 2010

60 Level 3 Summary Create report in design view
Insert components into report Chart Subreport Subform Export to excel Crosstab query Apply conditional formatting Succeeding in Business with Microsoft Access 2010

61 Chapter Summary Report
Printed version of data Use Design view to customize appearance and data Grouping organizes information Insert components into report Chart Subreport Subform Export to Excel Succeeding in Business with Microsoft Access 2010


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