AGENDA: 03/06/13

• Review sample forms• Learn how to create reports in Access• Review for quiz 2

REPORTS (INTRODUCTION)• Used to create information from the data stored in a database• Can be based on tables and/or queries• Relies on tables and/or queries being related correctly

• Similar to Access Forms• Reports gather and present information from one or more

tables or queries• Different from Access Forms.• Not used to modify the data in the database.• Not used to add more data to a database.• Designed to be displayed on paper, rather than on a computer.• Assumption is that more information needs to be displayed together.• Can more easily create groupings of information.• Can more easily create sub-totals.

METHODS TO CREATE REPORTS IN ACCESS

• Simple Report Tool• One table or query• Quick and easy, but relatively few choices

• Report Wizard• Multiple related tables and/or queries• More choices; can create format and then modify easily in design view• Quick and easy, but many choices available for modifications

• Design• Multiple related tables and/or queries• No predefined format to start from• Build report from scratch• Use to modify reports created using a different method

• Predefined styles and themes• Complex well designed forms and reports can be more time consuming and

difficult• Can use a wizard to develop an initial design and then modify the design

via the use of the design view

REPORTS IN ACCESS

• Tabular detailed report.• Grouped report.• Grouped report with summary totals.

REPORT DESIGN – HOW TO DESIGN A GOOD REPORT

• Both form and report design are important• Change column headings to meaningful names• Print column headings on each page

• Make sure columns are spaced evenly about the page• Use adequate margins• Test the report to be sure that column data are not

truncated• Numeric data should be right-justified• Make sure columns are aligned

• Textual data is typically left justified• Use care to select easy to read fonts• Don’t over clutter the report with unnecessary items

REPORT VIEWS

• There are four report views• The report and its elements are created in Design view• In Layout mode, the report layout appears with selected

data on a single page• A good way to analyze the report’s design

• Report view provides an interactive view of a report• In Print Preview mode, the report appears as the

end user will see it and how it will print on a page• All data are reported

USE OF REPORT VIEWS

• Review the report in report view and print preview, review it frequently• Understand the predefined areas of an Access

report and design your report to fit within those areas• Adjust fields from the right

REPORT IN REPORT VIEW

REPORT IN LAYOUT VIEW

REPORT IN DESIGN VIEW

CONTROLS• Controls work the same way for reports as forms• Some controls don’t make sense on a report• It’s possible to create a button on a report but why• Combo boxes don’t make sense either

• Typically we use text boxes to display data• The Record Source and Control Source work the same way for

both forms and reports• Use to bind the report to a table and a field to a control instance

• Use labels for prompts and column headings• Controls may be bound, or unbound• Bound control: Connected or bound to a field in the database• Unbound control: Not connected to a field in the database.

Includes labels, lines, pictures, etc.• Calculated controls are commonly used too

REPORT SECTIONS

• A report has sections just as a form has sections• Sections are more important related to reports though

• A horizontal bar separates each section• The visual height of each section defines how

tall the section will be on the printed page• Drag horizontal section bars to make them shorter or

taller

REPORT SECTIONS• The Report Header is printed once at the beginning of

the report• It may appear at the top of the first page or on a separate

title page• A Page Header is printed at the top of every page• Print column titles in page headers

• A Page Footer is printed at the bottom of each page• Use to print page numbers, date printed, etc.

• The contents of the Detail section print for each row of data in the underlying table or query• A new page is generated when necessary• Microsoft Access controls the logic• It’s possible to display a detail record on multiple lines

REPORT SECTIONS CONTINUED

• A Group Header is printed at the beginning of a control group• Multiple Group Headers can appear

• The Group Footer is printed at end of a control group• Use to print subtotals• There may be multiple Group Footers

• The Report Footer is printed once at the end of the report• Use to print grand totals

REPORT PROPERTIES

• Caption contains the title appearing in the title bar• Record Source gets the data for the report• It’s meaning is the same for both a report and a form

• Force New Page causes the section to print on a new page• Typically used in a Header rather than Footer section• Commonly used for a Report Header

• Keep Together causes a section to print on one page where possible

• Repeat Section causes a group header to be repeated when the detail data spans a page

• Special Effect allows for custom formatting (raised, sunken, etc.)

CREATING CALCULATED FIELDS

• Create a Text Box in a Group Footer• Note that the calculated fields can appear in the

query or in the report• Use a function to calculate a total or average

• Example to total the field named fldAmount

=Sum([fldAmount])

CREATING CALCULATED FIELDS

• Use queries to create calculated fields• Difficult to add calculated fields using pre-formatted

reports• Must use text box to add calculated fields

• Use queries to create summarized totals• When creating a completely summarized report, it is

easier to use a query to create the aggregated totals and then base the report on the query

CALCULATED FIELDS (LOGIC)

• Totals are calculated based on the section where the calculated field appears• In a Report Footer section, the total is calculated across

all records• In a Group Footer section, the total is calculated across

the group• The total is reset after the group total is printed

WHAT DO YOU HAVE TO KNOW BEFORE DESIGNING A REPORT?

• The purpose of the report.• Used for decision making?• Used for identifying exception conditions?• Used as a reference?

• The reader of the report.• Upper management/owner?• Middle management/analyst?• Data entry person?

WHAT ELSE DO YOU HAVE TO KNOW TO DESIGN A GOOD REPORT?

• The content of the report.• Underlying data.• Calculations.

• The time period of the report.• Every day? Every other day? Weekly? Monthly?

Quarterly? Yearly?• The scope of the report.• Every single row in a table?• Detailed information? Grouped or summary totals only?

• Will the report need grouping?