Access Lesson 5 Creating and Modifying Reports

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Access Lesson 5Creating and Modifying Reports

• Microsoft Office 2007 Introductory

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Objectives

• Create a report using the Report tool, the Label
  Wizard, and the Report Wizard.
• Modify a report in Layout view.
• Modify a report in Design view.
• Add a line, label, and picture to a report.
• Move a control in a report.
• Set a reports properties.

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Vocabulary

• Grouping level
• Label Wizard
• Line tool
• Print Preview
• Read-only

• Report
• Report selector
• Report tool
• Report Wizard

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Creating a Report Using the Report Tool

• A report is a database object that displays data
  from one or more tables or queries in a format
  similar to a printed report.
• The tables or queries that contain the data used
  in a report are called the record source. You can
  use a report to create a formatted list of
  information or to summarize information in
  different ways.
• The Report tool creates a simple report that
  includes all the fields in the selected table or
  query, uses a simple columnar format, and
  includes a title with the same name as the record
  source. Access adds the current date and time at
  the top of the report and a page number at the
  bottom of the report.

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Creating a Report Using the Label Wizard

• The Label Wizard lets you create a report that
  you can use to print standard or custom labels.
• You use the Label Wizard dialog boxes to select
  the label you are using the font name, style,
  size, and color to select the fields to include
  from the record source and their arrangement when
  printed on the label to select an optional sort
  order and to choose a name for the report.
• When you use a wizard to create a report, the
  report opens in Print Preview.

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Creating a Report Using the Report Wizard

• When you need to create a report quickly, you can
  use the Report Wizard, which asks you about the
  report you want to create and lets you select
  options in dialog boxes to specify the reports
  record source, layout, and style.
• Another option for reports is to select a
  grouping level. A grouping level organizes data
  based on one or more fields.

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Modifying a Report in Layout View

• If the Report Wizard doesnt create the exact
  report that you need, you can use Layout view to
  make adjustments.
• When the controls in a report exceed the page
  width that you selected for the report, you can
  usually resize the fields to make them fit on the
  page.
• Controls in reports are grouped in control
  layouts, just like they are in forms.
• To change directly to Layout view, click the
  Layout View button on the status bar.

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Modifying a Report in Design View

• There are certain types of changes for reports
  that you must make in Design view.
• In Design view, you can see the different
  sections of the report. You can adjust the height
  of a section by dragging its bottom edge up or
  down, and you can select a section in a report by
  clicking its section bar.
• Adding a Line to a Report The Line tool lets
  you add a line to a report to make it easier for
  users to identify the report sections and to add
  visual interest.

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Modifying a Report in Design View (continued)

• Adding a Label Control to a Report You can add
  new controls to a report by using the tools in
  the Controls group. You can add text to a report
  by adding it in the label control.
• Moving a Control in Design View If a reports
  control, such as the Page Footer section, does
  not fit on a page, you can drag the control to
  the left so it fits on the printed page. When you
  have controls that scroll off the page,
  additional pages are added to the report, causing
  blank pages or pages with very little content.

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Modifying a Report in Design View (continued)

• Setting a Report Property To change the reports
  width, you use the Property Sheet for the report.
  When you click the Property Sheet button in the
  Tools group on the Design tab, youll see the
  reports properties.
• Adding a Picture to a Report To add a picture to
  a report, click the Logo button in the Controls
  group on the Design tab. After selecting the
  file, an image control is added on the left side
  of the Report Header section by default. You can
  then move or resize the image using the image
  control.

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Summary

• A report is a database object that displays data
  from one or more tables or queries in a format
  that has an appearance similar to a printed
  report.
• You can use the Report tool or the Report Wizard
  to create a report. You can also use the Label
  Wizard to create a report that is used to print
  labels.
• When used in a report, a field that is used as a
  grouping level organizes data into groups. You
  can also choose to sort data within the groups
  based on a field.

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Summary (continued)

• When working in Layout view, you can resize the
  controls in a control layout by selecting the
  control and dragging its edge to increase or
  decrease its width.
• You can use Design view to change the height of a
  report section. You can also add a line, label,
  or picture to a report.
• You can change the location of a control in a
  report by dragging it to a new location.
• To set a reports properties, click the report
  selector to select the report, then click the
  Property Sheet button in the Tools group on the
  Design tab.