1. 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

2. 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

3. 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

4. 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

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

6. 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

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

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

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

10. 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

11. 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

12. 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

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

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

15. 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

16. 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

17. 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

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

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

20. 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

21. 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

22. 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

23. 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

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

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

26. 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

27. 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

28. 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

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

30. 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

31. 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

32. 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

33. 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

34. 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

35. 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

36. 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

37. 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

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

39. 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

40. 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

41. 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

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

43. 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

44. 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

45. 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

46. 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

47. 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

48. 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

49. 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

50. 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

51. 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

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

53. 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

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

55. 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

56. 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

57. 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

58. 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

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

60. 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

61. 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