Pasewark & Pasewark Microsoft Office XP: Introductory Course 1 INTRODUCTORY MICROSOFT ACCESS Lesson 5 – Reports and Macros.

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Pasewark & Pasewark Microsoft Office XP: Introductory Course 1 INTRODUCTORY MICROSOFT ACCESS Lesson 5 – Reports and Macros

Access – Lesson 5 Microsoft Office XP: Introductory Course Pasewark & Pasewark 2 Objectives Create a report using a Report Wizard. Modify a report. Create and run a macro.

Access – Lesson 5 Microsoft Office XP: Introductory Course Pasewark & Pasewark 3 Terms Used in This Lesson Database report Grouping Macro

Access – Lesson 5 Microsoft Office XP: Introductory Course Pasewark & Pasewark 4 Create a Report Using a Report Wizard Database reports allow you to organize and print database records. Reports are compiled by creating a report object. The easiest way to create a report object is to use the Report Wizard. To create a report, click Reports on the Objects bar, and click the New button. In the New Report dialog box, choose Report Wizard and select the table Access will use to create the report. See Figure 5-2 in the book, New Report dialog box

Access – Lesson 5 Microsoft Office XP: Introductory Course Pasewark & Pasewark 5 Create a Report Using a Report Wizard Next, choose the fields for the report in the Report Wizard dialog box. You can also group, sort, and specify summaries for fields in the report. See Figure 5-4 in student book, Choosing fields

Access – Lesson 5 Microsoft Office XP: Introductory Course Pasewark & Pasewark 6 Create a Report Using a Report Wizard Choose the layout and orientation for the report in the Layout options dialog box. Choose the style for the report in the Style options dialog box. See Figure 5-9 in student book, Layout options See Figure 5-10 in student book, Style options

Access – Lesson 5 Microsoft Office XP: Introductory Course Pasewark & Pasewark 7 Create a Report Using a Report Wizard The last step is to name the report. Use a name that gives an indication of the report’s output. After Access creates the report, you can preview the report or modify the report’s design. When finished, Access will save the report automatically with the name that you entered.

Access – Lesson 5 Microsoft Office XP: Introductory Course Pasewark & Pasewark 8 Modifying a Report Reports are modified in Design view. A report in Design view is divided into sections. Each section controls a part of the report and can be modified. The Toolbox has tools that you can use to modify reports. See Figure 5-13 in student book, A report in Design view See Figure 5-14 in student book, Toolbox

Access – Lesson 5 Microsoft Office XP: Introductory Course Pasewark & Pasewark 9 Modifying a Report SECTIONDESCRIPTION Report HeaderContents appear at the top of the first page of the report. Page HeaderContents appear at the top of each page of the report. Category Header Contents appear at the top of each group. Because your report is grouped by Category, the band is called Category Header. DetailSpecifies the fields that will appear in the detail of the report. Category Footer Contents appear at the end of each group. The summary options appear in this band. Page FooterContents appear at the end of each page of the report. Report FooterContents appear at the end of the report. REPORT SECTIONS

Access – Lesson 5 Microsoft Office XP: Introductory Course Pasewark & Pasewark 10 Creating a Macro Macros automate tasks you perform often. It is a collection of one or more actions that Access can perform on a database. To create a macro, click Macros on the Objects bar, and click the New button. In the Macro window, specify the actions to be performed by the macro. See Figure 5-19 in student book, Macro in Design view

Access – Lesson 5 Microsoft Office XP: Introductory Course Pasewark & Pasewark 11 Summary Database reports allow you to organize, summarize, and print all or a portion of the data in a database. Database reports are compiled by creating a report object. The easiest way to create a report object is to use the Report Wizard. When using the Report Wizard, first choose the table on which you want to base the report and the fields of that table you want to include in the report. You can also choose to group, sort, or summarize the records in the report.

Access – Lesson 5 Microsoft Office XP: Introductory Course Pasewark & Pasewark 12 Summary The Report Wizard also allows you to choose a layout, orientation, and style for your report. The style can give a report a casual or formal look. Reports are modified using Design view. Each report is divided into sections. Each section controls a different part of the report and can be modified. Macros automate tasks you perform often. The Macro window allows you to create a macro object.