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6. Database Reports

Lingma AchesonDepartment of Computer and Information Science

IUPUI

CSCI N207 Data Analysis Using Spreadsheets

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What are Database Reports

• Printed documents that display information from a database in a clear and well-organized manner.

• E.g. Catalogs, telephone directory, financial statement, quarterly sales summary, letter to customers.

• Who read database reports:– Managers– Decision makers– Administrators– Anybody who needs to see data but not good at

using databases

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What are Database Reports

• Examples:– Customers.pdf– RevenueReport.pdf

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Reporting Tools

• Reporting tools:– Access build-in tool– MS SQL build-in tool– Oracle Reports (a software for Oracle database)– Independent software tools

• Crystal Reports• Toad for Data Analysis• Windward Reports• …

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Reporting Tools

• Reporting tools:– Access build-in tool– MS SQL build-in tool– Oracle Reports (a software for Oracle database)– Independent software tools

• Crystal Reports• Toad for Data Analysis• Windward Reports• …

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Process

• Design– Understand the task

• What is the purpose of the report?• Who uses the report?

– Identify data sources• What table(s) provide data for this report?• Should a query be created first?• What fields and records should be used?• Any calculation necessary?

– Sketch out the report layout on paper• Headers, footers, column headers, …

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Process

• Create– Create the report using a build-in or independent

tool.• Convert

– Concert the report to a common file format• WORD document (.doc, .docx)• Text files (.rtf, .txt)• PDF (the converted file is generally the most similar to the report)• HTML• Image files

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Create a Database Report

• Using the Report tool:– Select a table– Create -> Report– Modify using Layout View and Design View– Common operations

• Delete or add fields (Layout View)• Resize the column width (Layout View)• Change fonts (Layout View and Design View)• Select a format (Layout View, AutoFormat)• Add Logos (Layout View)• Sorting (Layout View)• Add Report header and footer (Design View)

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Create a Database Report

– Common operations• Change row space (Design View)• Add extra labels (Design View)• Filter out rows (Layout View, select column, right click)

• Using the Report Wizard– Follow the step by step instructions.– Will be able to edit in Layout View and Design

View.