© 2008 The McGraw-Hill Companies, Inc. All rights reserved. ACCESS 2007 M I C R O S O F T ® THE PROFESSIONAL APPROACH S E R I E S Lesson 8 – Adding and Modifying Report

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 2 Lesson Objectives Generate reports quickly. Modify controls in Layout View. Work with report sections. Work with controls in a report. Use Format Painter and Conditional Formatting. Create a multicolumn report and labels.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 3 Generating Reports Quickly Exercises –Create a Report with a Wizard –Generate a Report with One Click

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 4 Create a Report with a Wizard The wizard allows the user to select the record source and fields If two recordsets are used, they must have a valid relationship

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 5 Generate a Report with One Click The Report tool is the quickest method to create a report All fields from the recordset are included The last format style used on the computer will be applied

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 6 Modify Controls in Layout View Exercises –Format a Report in Layout View –Add and Rearrange Controls in a Report –Format a Report using the Property Sheet

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 7 Format a Report in Layout View Similar to the Form Layout View

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 8 Add and Rearrange Controls in a Report The Field List Pane shows all Tables Adding a new field to a report modifies the recordset

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 9 Format a Report using the Property Sheet Padding properties –Space between controls in the control layout Margin properties –Space between text and the edge of a control

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 10 Working with Report Sections Exercises –Create a Grouped Report using a Wizard –Add a Group Section in Design View –Add a Group Section in Layout View –Modify Group Options –Add a Common Expression Control

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 11 Create a Grouped Report Using a Wizard Report sections are the same as Form sections with the addition of Grouped Sections

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 12 Create a Grouped Report Using a Wizard The Wizard allows the user to –Select the recordset –Add groups –Apply sorts –Add Aggregate functions –Apply format style –Set page orientation –Name the report

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 13 Add a Group Section in Design View Grouping allows summarizing in the report Max 10 groups per report

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 14 Add a Group Section in Layout View Group Headers often are used to display identifying labels Group Footers often display summary data

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 15 Modify Group Options Options include –Sort order –How data is display –Which sections are visible –Title –Page breaks

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 16 Add a Common Expression Control Expression located in a section, like =Count(*), will only apply to the group

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 17 Working with Controls in a Report Exercises –Move and Resize Controls –Align Controls –Add Lines to a Report –Edit Common Expression Controls

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 18 Move and Resize Controls Reports can contain –Bound controls –Unbound controls –Calculated controls

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 19 Align Controls Controls need to be aligned for a professional looking report

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 20 Add Lines to a Report Lines make a report more appealing and easier to read

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 21 Edit Common Expression Controls Common expression controls, like the data control, can be formatted to fit your needs

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 22 Working with Format Painter and Conditional Formatting Exercises –Use the Format Painter –Use Conditional Formatting

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 23 Use the Format Painter Format Painter copies: –Font –Size –Color –Alignment Format one control, use the Format Painter on the other controls to assure uniformity

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 24 Use Conditional Formatting Can change the appearance of a field based on the value of the field Maximum of 3 conditions

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 25 Creating a Multicolumn Report and Labels Exercises –Create a Multicolumn Report –Create Package Labels

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 26 Create a Multicolumn Report Use Page Setup to define –Number of columns –Number of rows –Column spacing –Column width –Column height

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 27 Create Package Labels Label Wizard –Select a label type –Size –Add fields –Sort records

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 28 Create Package Labels The report will only show the design for one label

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 29 Lesson 8 Summary A well-designed report can present information more effectively than other major objects can. Columnar style reports are most commonly used when the length of the data is too wide to display properly in tabular format. Depending on the report tool selected, the created report may have header and footer sections in addition to the detail section Report tool is the quickest method to create a basic report. Before printing a report, it is good practice to view the report in Print Preview. In Print Preview, you can change the zoom size.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 30 Lesson 8 Summary When adding fields through Layout View, you will see a Field List pane. Padding specifies space between gridlines and controls. Margins specify the location of information in a control Reports can have numerous sections, including headers and footers. A group organizes or categorizes a recordset by a particular field. Groups can be nested up to 10 deep. The properties of controls can be modified. Simple reports can be created using the Report Wizard. A basic report can be created using the Report tool. Horizontal lines in a report can be created, moved, or resized, just like any other object.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 31 Lesson 8 Summary In a tabular report, each record displays on a separate line. Section properties can be viewed and modified in the property sheet. Group sections can organize and summarize information on the basis of categories. When adding or moving fields in a report, care should be given to aligning other controls in the header or footer to match the detail section. Controls should be sized and aligned to make the report easy to read. The date and page number are common controls created by the Report Wizard.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 32 Lesson 8 Summary The property sheet for each object in a report lists all the characteristics or attributes of that object. Calculated controls display the results of a numeric expression based on one or more fields in a record. Conditional formatting applies the property only when certain conditions are met. Records in a multicolumn report or label display in two or more columns. The Label Wizard can create non-standard labels.