Access Reports
Building and Printing Reports Reports provide the mechanism to produce high quality printed output of database information Reports are strictly for output; data cannot be altered through a report interface Reports are based on information found in tables and queries
Using Reports Reports allow you to group related information from one or more tables Reports provide hard copy output that summarizes and subtotals data found in the database Reports can produce mailing labels on standard label maker forms in postal code order to reduce mailing costs
Using Report Wizards You can create reports from scratch using a blank form, or you can enlist the help of the Report Wizard Report Wizards offer several styles of reports including: Columnar AutoReport Tabular AutoReport Chart Wizard and Labels Wizard
2K7 Wizard Select create tab Select report wizard Select data sources and attributes from each source Source can be table(s) or query Select grouping if needed Sort order if desired Layout Style Report Name
Select create tab Select report wizard
Select data sources and attributes from each source
Groupings
Sort order
Layout
Style
Name report
Report created with wizard
Modifying Report Go to design view to modify reports Design view will show you the sections of the report Header sections Detail section Footer sections Highlight field Right click Select properties
Books by Year Report
Book by Year report Design View
Report Header Page Header Group Header Detail section Group Footer Page Footer Report Footer
Group Header Detail section Group Footer
Report sections Report Header Page Header Group Header appears once at the beginning of a report Page Header appears on every page Group Header appears at the beginning of each new group prior to the first detail line for that group Detail (required section) prints data for each record from the database
Report sections Group Footer Page Footer Report Footer prints group information when the grouping field changes and appears just before the first detail line of the next group Page Footer appears at the bottom of each page Report Footer appears once at the end of a report
Reports based on Multiple Tables Report Wizard produces a report based on more than one table by creating a “behind the report” query one that is not stored in the Queries collection Producing a report with a hidden query may preferable when the query supplying the data does not have widespread, stand-alone applicability
Example Report Source Northwind database Products by category Source tables Category table Product table
Category Table Products Table
Attribute Selection
View of Data Records(rows) are grouped by this field
Name Report
Results
Design View
To see query that report is based on, click here Highlight here and Right click here to get property sheet To see query that report is based on, click here
Query Generated for report Query Builder Not a saved query
Building Reports with Queries and Expressions Invoice example Query must be created to select invoice fields that you would want in report Query must create extended total for each line item Report will pull items from this query Creating a simple invoice report is easy If using the report wizard, initial wizard design will probably need to be changed Pain is modifying the design to suit your needs
Final Version of Invoice Report
Query Used for Invoice Report Saved query to be used by report
Summary option will give us the subtotal
Expression created by wizard to calculate subtotal
Creating a calculated control The Invoice subtotal and the grand total on the invoice are examples of calculated controls Usually, text boxes are used for the creation of calculated controls
Calculated text box Open the form or report in Design view by right-clicking the form or report in the Navigation Pane, and then clicking Design View. On the Design tab, in the Controls group, click Text Box. Position the pointer where you want the text box to be placed on the form or report, and then click to insert the text box.
Do one of the following: Place the cursor in the text box, and then type an expression that calculates a total. Select the text box, press F4 or right click to display the property sheet, and type the expression in the Control Source property box. To use the Expression Builder to create the expression, click next to the Control Source property box.
Text Box
To use the Expression Builder to create the expression, click next to the Control Source property box
Select Design or Wizard Office 2K3 Once you select design or wizard, procedures mirror 2K7 Select Design or Wizard