Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 6 BACKNEXTEND 6-1 LINKS TO OBJECTIVES Using the Report Button Using the Report Button Print

Copyright 2007, Paradigm Publishing Inc.

ACCESS 2007Chapter 6

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6-1

LINKS TO OBJECTIVES• Using the Report

Button• Print Preview• Create a Report

with a Query• Format, Customize

a Report• Conditional

Formatting• Totaling Numbers• Grouping and

Sorting• Using the Report

Wizard• Mailing Labels with

the Label Wizard• Features Summary

Microsoft Access 2007 – Level 1Microsoft Access 2007 – Level 1

Chapter 6Chapter 6

CREATING REPORTS AND MAILING LABELS



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Performance ObjectivesPerformance Objectives

• Create a report using the Report button• Display a report in Print Preview• Create a report with a query• Format and customize a report• Group and sort records in a report• Create a report using the Report Wizard• Create mailing labels using the Label

Wizard



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Using the Report ButtonUsing the Report Button

Select table

Click

With the database file open …



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Using the Report Button …/2Using the Report Button …/2

All fields from the table or query are shownin the Report

Use navigation buttons to display other pages

Report displays in columnar style,in Layout view



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Changing Report ViewsChanging Report Views

Click

Clicking the top button shows the displayed view

Clicking the bottom button shows the view choices

ORORAllows record filtering and data selecting for copy to the Clipboard

Shows how report will look when printed

Modify Report layout while viewing recordsDetailed

modification of the Report’s design

ORORClick button at lower right of the Status bar



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Displaying a Report in Print PreviewDisplaying a Report in Print Preview

Click the Office button,

Print, Print Preview

Click the Print Preview buttonin the Quick Access toolbar

OR

OROR



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Creating a Report with a QueryCreating a Report with a Query

Select query Click




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Selecting Report Control ObjectsSelecting Report Control Objects

Click the column heading – only heading selected

Layout view …

Click a data field - all fields incolumn selected

Click a control to select it



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Sizing and Moving a Control ObjectSizing and Moving a Control Object

Click-drag column heading to move the column left or right

Layout view …

Click a side border to increase or decrease its width

Click the borderto resize the control

Click inside and drag the control to move it



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Sorting RecordsSorting Records

Click in thefield onwhich youwant to sort

Then clickthe desiredsort button- Ascending orDescending

Layout view …



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Customizing a ReportCustomizing a Report

Each report is comprised of control objects that …

• Display titles or descriptions• Show data Layout View

Click an object

to select ithold down Shift key as you click multiple objects

Can UNDO actions



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Customizing a Report …/2Customizing a Report …/2

With selected controls … click desired changes

Font changes

Alignment changes

Colors Gridlines

Can UNDO actionsSame options in Report Layout

Tools, Format tab



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Apply Conditional FormattingApply Conditional Formatting

With selected controls …

Click

Set desiredconditions and click OK

Up to 3 conditions per field



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Totaling NumbersTotaling Numbers

Clickto select

the column

Click



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Formatting Numbers and GridlinesFormatting Numbers and Gridlines

With selected controls (for fields defined asNumber type )…Click desired number format or arrow

With any controlsselected …

Click desiredgridlines

Change width,color, style

Click

Can UNDO actions



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Adding Controls to a ReportAdding Controls to a Report

Click

Field List pane appears at right

Click and drag or double-click desired fields

Click to show other tables

Click to add logo, title, date, time, page numbers



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Applying AutoFormatsApplying AutoFormats

Report must be open in Layout view

Can UNDO actions

Same themes are available in

Word, Excel, and

PowerPoint

Click More button



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Changing Page SetupChanging Page Setup

Click



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Grouping and Sorting RecordsGrouping and Sorting Records

Click

Appears at

bottom of layout

Click

Changes to

Click on desired

field

OR

To delete a grouping or sort, click on the Delete

button at the right side of the level row



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Using the Report WizardUsing the Report Wizard


Choosetable or query

Click

Insert desired fields

Click Next when finished



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Using the Report Wizard…/2Using the Report Wizard…/2

Select field(s)for grouping

Step 2 …

Click Next



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Step 3 …

Select sortorder for detail records

Click Next



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Step 4 … Click layout options

Click Next



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Step 5 … Click style

Click Next



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Step 6 …

Type a name for the report

Click Finish

Report is saved automatically



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Using the Label WizardUsing the Label Wizard

Chooseproduct number

Click

Click Next

Choosemanufacturer



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Using the Label Wizard …/2Using the Label Wizard …/2

Select font, size, and color

Step 2 …

Click Next



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Double-clickeach desiredfield to placeit into the prototype;

Type space-bar, comma,Enter asdesired

Step 3 …

Click Next



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Double-clickfield(s) to sort by

Step 4 …

Click Next



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Type a name for the label report

Step 5 …

Click FinishLabel Report is saved

automatically



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What views are available for a report?

Features Summary

Report view

Print Preview

Layout view

Design view



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How do you change the margins for a report?

Features Summary

In Print Preview, click Margins or Page Setup and set the marginsas desired



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How do you create a report based on a query?

Features Summary

Select the queryThen click



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How do you sort records in a report?

Features Summary

Click in thefield onwhich youwant to sort

Then click the desiredsort button- Ascending or Descending



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How can you change the fonts in a report?

Features Summary

Font changes

With the report open, select the fields to be changed, then choose options in the Font group



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How can you insert a total for a column in a report?

Features Summary

Click to select the column, then click the Totals button and click Sum



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How can you show a number in red if it is negative and black if it’s positive?

Features Summary

In Report Layout view, select the field’s control and click the Conditional button

Then, fill in the desired conditions



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How can you show the field list on which a report is based?

Features Summary

With the report open in Layout view,under Report Layout Tools, Format tab, click



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How can you begin the Report Wizard?

Features Summary

Click



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How can you begin the Label Wizard?

Features Summary

Click



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Coming NextComing Next

MODIFYING, FILTERING, AND VIEWING DATA

Chapter 7Chapter 7

Documents

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 6 BACKNEXTEND 6-1 LINKS TO OBJECTIVES Using the Report Button Using the Report Button Print