Access The L Line The Express Line to Learning 2007 L Line L © Wiley Publishing. 2007. All Rights Reserved.

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Presentation transcript:

Access The L Line The Express Line to Learning 2007 L Line L © Wiley Publishing All Rights Reserved.

Presenting Data with Reports - Level I 7 * Creating a basic report * Customizing a report * Using the Report Wizard * Adding summary data to reports * Adding calculated fields Stations Along the Way

Access 2007 Reports  Provide organized read-only views of data  Generate snapshots of existing data  Are built from tables or queries  Allow unfamiliar users to view data

Create a Simple Report  Automatically, based on selected table’s structure  View and edit as you would a form  Title it and delete sensitive data  Preview printed report

Viewing the Report The ViewWhat It Does for You Report ViewOffers default viewing on-screen Layout ViewGives you access to field formatting controls and property sheets Design ViewAllows editing of underlying report structure, such as the report and page headers, the page footer, functions, and more Print PreviewShows what the report will look like when printed

Design Basics for Reports  Keep design simple and clean.  Use one or two, easy-to-read fonts.  Use few colors, with good contrast.  Print a sample report to check aesthetic appeal.

Using the Report Wizard Advantages over automatic reporting:  Has fewer restrictions  Automates source selection  Steps you through the creation process  Allows customization along the way  Presents the finished report in Print Preview

Using Multiple Record Sources Choose the source query or tables  Queries typically have multiple source tables  When needed, define a relationship between tables Build a report based on the multiple sources  The wizard warns when no relationship exists  Fields use explicit field names

Altering Structure and Other Report Properties  Use Design View to adjust page and column headers  Adjust report and page footers  Enlarge the report detail section  Modify font sizes and default section colors  Verify changes in Layout View or Print Preview

Adding Summary Data to a Report  Incorporates mathematical calculations  Uses built-in summary functions or user-defined expressions  Provides information at a glance  Aids in report-based decision making

Built-in summary functions Summary functions include  Sum  Total  Average  Standard Deviation  Variance and have an associated mathematical calculation

Expressions  Are user-defined functions  Perform mathematical operations on Rows Columns Randomly selected fields  Place results in calculated fields

Adding Calculated Fields to a Report  Place a text box control in the detail section  Insert the summary function or expression Begin expressions with an equal sign (=) Place square brackets around field names ([ ]) Use parentheses to isolate calculations and functions  Label the new calculated field