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PowerPoint Presentation to AccompanyGO! With Microsoft® Office 2007 Intermediate

Chapter 8

Customizing Data Output with Reports

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Objectives

• Build Reports Based on Queries• Export a Report and Create a Labels

Report• Create a Subreport Using Design Tools• Summarize Report Data• Create Report with an Interactive Filter

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Build Reports Based on Queries

• In a database, reports are most common format for output

• A query is usually created first• An effective report displays just the desired

data• Include data from related table in recordset• Recordset is all the records of a given set

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Build Reports Based on Queries

• Summarize data before including in report• Query should be built that provides exact

data desired• Query is used as the recordset for report• A select query is a database object that

retrieves specific data from one or more tables

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Build Reports Based on Queries

• Query will return only records where all criteria are true

• AND condition is a logical test that compares two conditions and returns true only when both conditions are true

• A group organizes records by common value and enables summary data for group

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Build Reports Based on Queries

Criteria for AND conditions

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Build Reports Based on Queries

• Running sum is a calculation that accumulates from record to record

• Line numbers increase accuracy• Optimize reports for internal staff printed

in black and white• Bottom gridlines help workers focus on

one record at a time

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Build Reports Based on Queries

Group count, line numbers, and bottom gridlines

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Build Reports Based on Queries

• Queries can be copied, pasted, and then adjusted to select different records

• Reports based on queries can be copied, pasted, and adjusted

• Two reports or queries cannot have the same name so the new report or query needs a new name

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Build Reports Based on Queries

• Copied reports inherit layout and formatting

• When working with reports in Design view, clicking the Report Selector button selects the entire report

• A record source is the table or query that provides the underlying data

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Export a Report and Create a Labels Report

• Access can export reports as Web pages (HTML documents)

• An HTML document is a text document written in Hypertext Markup Language that displays in a Web browser

• The export process will create several new files

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Export a Report and Create a Labels Report

• Web pages should not have spaces in their names

• Formatting options for Web pages are not as flexible as an Access report

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Export a Report and Create a Labels Report

Report in Web browser

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Export a Report and Create a Labels Report

• Export steps can be saved to save time if report is exported daily

• Data task specification is listed in the Manage Data Tasks dialog box

• A data task specification saves the steps needed to import or export data so it can be performed by clicking a single button

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Export a Report and Create a Labels Report

• An aggregate function calculates statistics• Group by function is an aggregate function

that returns one record for each unique value

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Export a Report and Create a Labels Report

• Access provides techniques for creating labels

• Most labels can be identified by their manufacturer and product number

• Label is constructed by typing text and moving available fields from the associated table into the Prototype label

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Export a Report and Create a Labels Report

Label Wizard

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Create a Subreport Using Design Tools

• Creating a report in Design view can sometimes be more effective

• Design view provides more controls, better precision, and greater flexibility

• Report Design tool creates a new, blank report that opens in Design view

• Tabular layout arranges each field in a column and each record in a row

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Create a Subreport Using Design Tools

Labels move into Page Header as column headers

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Create a Subreport Using Design Tools

• Removing a Stacked layout or Tabular layout enables each control to be independently positioned

• The many side of a one-to-many relationship can be included in a subreport

• A subreport is a report that is nested inside another report

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Create a Subreport Using Design Tools

• Use the Subform/Subreport control to insert a subreport

• Subreports can be created using the Subreport Wizard

• Formatting a subreport in its own window provides more precision and options

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Create a Subreport Using Design Tools

Main report and Subreport tabs

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Create a Subreport Using Design Tools

Calculated controls

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Summarize Report Data• In a large database reports can display

too much detail• Access provides several techniques to

summarize and filter report data: summary options, charts to provide visual summary, and advanced filters and sorts

• Information is easier to understand when it is divided into groups

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Summarize Report Data

• Summary options can be configured within the Report Wizard

• Options include field selection, sort order, sum, summary only, and title

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Summarize Report Data

• Reports provide a visual meaning that is often hard to see when data is in rows and columns

• Access uses a separate program called Microsoft Chart to create charts

• Above the chart, the Chart toolbar displays; below the chart a datasheet displays

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Summarize Report DataMicrosoft Chart

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Summarize Report Data• Value axis is the numerical scale on the

left side of a chart that shows the range of numbers for the data points

• Chart formats include formatting the axis, the walls, the border, and the area (background)

• Titles and legends can also be formatted

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Summarize Report Data

• When a report is built without an underlying query, the Advanced Filter/Sort should be used

• Report view window only displays the desired records

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Summarize Report DataFiltered record and query

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Create a Report with an Interactive Filter

• An interactive filter prompts the user for input when the report is opened

• Summary statistics describe groups of data by calculating totals, averages, minimums, and maximums

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Create a Report with an Interactive Filter

Report Design view

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Create a Report with an Interactive Filter

• A parameter query (placed inside square brackets) asks the user to type the query before the criteria is run

• Text placed in the square brackets displays in the Enter Parameter Value dialog box

• The Filter property displays the parameter created using the Advanced Filter tool

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Create a Report with an Interactive Filter

Report in Layout view with property sheet

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Objectives

• Build Reports Based on Queries• Export a Report and Create a Labels

Report• Create a Subreport Using Design Tools• Summarize Report Data• Create Report with an Interactive Filter