Developing Effective Reports Chapter 5 Developing Effective Reports “Nothing succeeds like reports of success.” —Sue Sanders Use the quote as a jumping off point for discussion, if desired. Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

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 Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Understanding Reports Presents information from one or more database tables Printed format Provide 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 Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

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 Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Comparing Forms and Reports Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

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 Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Examples of Access Reports Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Types of Reports Available in Access Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Types of Reports Available in Access (continued) Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Planning Basic Reports Start by creating reports for various functions within pharmacy Managers of areas can review reports Comment on usefulness and appearance Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Creating and Modifying Basic Reports AutoReport Wizard 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 Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Creating a Report Using AutoReport AutoReport Wizards: AutoReport: Columnar AutoReport: Tabular One or other may be easier to read Naming reports Use rpt prefix Choose meaningful name Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Columnar Report Created Using an AutoReport Wizard Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Results of AutoReport in Print Preview Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

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 Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Creating a Report Using the Report Wizard (continued) Pages Fields Grouping Sorting Layout and orientation Style Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

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 Design view Switch to Print Preview to see effects of changes Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Report Controls Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Three Report Views Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Modifying a Report in Design View (continued) Report sections: Report header Page header Group header Detail Group footer Page footer Report footer Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

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? Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

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? Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

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? Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Common Section Properties Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Common Report Properties Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Moving Detail Fields to Multiple Lines on a Report 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 image button Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Creating a Custom Style for Reports Click AutoFormat button on report design toolbar Create custom AutoFormat based on report Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

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 levels allowed Group level determines how groups nested Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Using the Report Wizard to Created a Grouped Report Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

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 Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

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 Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Level 1 Summary Report Create using Printed version of data Create using AutoReport Wizard Report Wizard Use design view to customize appearance and data Save design as AutoFormat Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Level 2 Objectives: Developing Management Reports to Support Decision Making Create a custom report Add calculations to a report Look at design view and properties Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Creating Custom Reports Require data from more than one table Have calculated fields Use summary statistics Require parameter input at time report run Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

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 Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

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?] Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

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 sorting and grouping button Each report can have up to 10 sort fields Any sort field can also be grouping field Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Sorting And Grouping Dialog Box Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Improving the Information Content of Grouped Reports 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 Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

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 Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

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 Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Creating a Sales Report Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Grouping on Date and Time (continued) Last function Returns value for last row encountered for each group Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

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 Drag field name from field list Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

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 sorting and grouping dialog box Keep heading and at least part of detail together Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

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 Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Level 3 Objectives: Designing Reports for Data Analysis Define conditional formatting rules in a report Develop reports with subreports Develop graphs Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Creating Advanced Reports in Design View Create report in Design view Click Reports on Objects bar Click New button Click Design view Specify Data Source Can also specify later Add report header and footer if desired Drag fields to detail section from field list Add grouping and/or sorting in sorting and grouping dialog box Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Adding Charts to Reports Access charts Helpful for analyzing performance data over time series Use Chart Wizard Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Modifying the Features of a Chart Microsoft MSGraph Built-in program to create charts in Chart Wizard Use to modify charts Save chart created by Form Chart Wizard as report Use Save As dialog box Click As list arrow Click Report Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Modifying the Features of a Chart (continued) Crosstab query Crosstab Wizard Export to Excel Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Common Chart Features to Modify Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Beyond Calculated Fields To use summary options from Report Wizard Must have numeric field Base report on query that includes numeric field Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Advanced Label Formatting Modify label layout created by Label Wizard Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Modifying Labels in Design View Use properties of controls to modify label precisely Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Including Additional Data for Analysis Subreport Provides information similar to subform Apply conditional formatting to report Display some information in certain color Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

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 Use subform/subreport button Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

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 Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Setting Conditional Formatting for the Calculated Percent Field Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

Level 3 Summary Create report in design view Insert components into report Chart Subreport Subform Export to excel Crosstab query Apply conditional formatting Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach

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 Chapter 5 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach