Microsoft Access Lesson 3: Creating Reportswebs.wofford.edu/whisnantdm/training/Access2003/Access 2003 Less… · Access Lesson 03: Creating Reports 10/29/2009 Lesson In the previous

Access Lesson 03: Creating Reports

10/29/2009

Lesson

In the previous lesson the information you retrieved from a database always was in the form of a

table. This may be all you need if you are the only person using the

the tables in the first place then you won’t have much trouble working with them. Frequently you

will be writing queries for other people to use, though, in which case it is a good idea to display

the query results in an attractive form that is easy to understand. Such di

Reports.

Creating a Report Using the Report Wizard

Let’s create a report that lists each city and, under the city, lists

their phone numbers.

We generally have shied away from Wizards in these

lessons, but the Report Wizard is genuinely useful.

Open the database ExampleDB and select Reports

from the Objects list.

Double-click on Create reports by using wizard

In the next window you will specify what fields you

are using as the basis for the report.

First you need to select the table or query on which

the report will be based. Click on the arrow icon at

the right of the Tables/Queries text window, which

will display all the tables and queries created for

this database.

Choose the table tblEmployees, which contains the

information we need.

1

Microsoft Access

Lesson 3: Creating Reports


table. This may be all you need if you are the only person using the information

e first place then you won’t have much trouble working with them. Frequently you


the query results in an attractive form that is easy to understand. Such displays are called

Using the Report Wizard

that lists each city and, under the city, lists employees living in this city with

We generally have shied away from Wizards in these

ons, but the Report Wizard is genuinely useful.

and select Reports

Create reports by using wizard.

In the next window you will specify what fields you

he report.

First you need to select the table or query on which

the report will be based. Click on the arrow icon at

the right of the Tables/Queries text window, which

will display all the tables and queries created for

, which contains the


information – if you set up

e first place then you won’t have much trouble working with them. Frequently you


splays are called

living in this city with


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You now will see a list of available fields that were

included in this table. At the right of the Available

Fields list are four buttons:

> Add one field to the

>> Add all Available Fields to

Fields

< Remove one field from the Selected

Fields list

<< Remove all fields from

Fields list

For our report we want a list of employees

We will need information from the following fields to create the report:

Name, and Phone Number.

At this point it helps to give a little thought to what the report will look like. Each “City” field

name is going to be seen several times

it would be best to group the name and phone number information under each city:

City #1

Names & phone numbers

City #2


etc.

With this in mind, let’s select the

because it appears to be the most important.

Do the same for the First Name,

Home Phone fields.

Click on Next.

2

You now will see a list of available fields that were

At the right of the Available

the Selected Fields list

l Available Fields to the Selected

< Remove one field from the Selected

<< Remove all fields from the Selected

For our report we want a list of employees and their phones number for each city in the database.

We will need information from the following fields to create the report: City, First Name, Last


to be seen several times – once for each resident. To make the report easy

ame and phone number information under each city:



let’s select the City field first

because it appears to be the most important.

, Last Name and

ty in the database.

First Name, Last


once for each resident. To make the report easy to read,

ame and phone number information under each city:


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Next you will be asked if you want to add any

grouping levels to the report.

As we suggested above, the report will be more

attractive and easy to read if we group the name and

phone number information under each city.

Select City as a grouping level.

You now will see City grouped above the other

fields.

Click Next.

In the next window, you will be able to

information according to the different fields. Let’s

sort the records first by Last Name

Name, both in ascending order.

Click on Next.

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Next you will be asked if you want to add any

uggested above, the report will be more

attractive and easy to read if we group the name and

phone number information under each city.

You now will see City grouped above the other

In the next window, you will be able to sort the

information according to the different fields. Let’s

Last Name and then by First

.


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Next, you can choose the layout

report.

Leave the Page Orientation set to

moment. We can always change this later.

Click on Next.

Choose a style. Take your pick here.

Finally, enter a Title for the report. Use “rpt” as a

prefix for the title of reports.

You also can specify if you want to preview or

modify the report.

Click on Finish when you are ready.

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layout of the report. A Stepped layout probably would be best for this

set to Portrait for the

moment. We can always change this later.

. Take your pick here.

r the report. Use “rpt” as a

You also can specify if you want to preview or

when you are ready.

layout probably would be best for this


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If you preview the report, you will

see the preview next.

Note that the report uses the

captions you chose as field

properties in the table to label the

fields in the report.

Click on Close to close the preview.

When you close the

preview you will see the

Design View of the report.

Don’t worry about this yet

– we will cover the Design

View later in this lesson.

Close the report window.

The report already has been

saved.

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If you preview the report, you will

properties in the table to label the

to close the preview.


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Creating a Report from a Query

It often is preferable to create a report from a

query you already have created.

Use the query, qryEarlyHire, that

the previous lesson to create the report shown at

the right. Use “Create report by using wizard”

again, but base the report on the query

qryEarlyHire.

Save the report with the name “rptEarlyHire.”

Practice: Without creating a totalquery or report, produce the report shown at the right? (Hint: Think about modifying a criterion for the query, running the query again and saving it.)

Practice: Create a new query and use it for a report, a portion of which is shown at the right..

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Creating a Report from a Query

It often is preferable to create a report from a

Use the query, qryEarlyHire, that you created in

the previous lesson to create the report shown at

the right. Use “Create report by using wizard”

again, but base the report on the query

Save the report with the name “rptEarlyHire.”

: Without creating a totally new produce the report

(Hint: Think about modifying a criterion for the query, running the query again

w query and use it for a report, a portion of which is shown at


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Design View of a Report

Before you begin customizing reports, you need to understand how the Design View of a report

relates to what you see when you print the report out.

will see a portion of the Print Preview View of the report, rptCitiesPhones, that we created

earlier. On the right is the Design View of the same report. Portions of the Design View have

been pulled away from each other to make the relationship between the two Views more

obvious.

The Report Header in the Design

View is printed once at the top of the

first page. This is the title of the

report.

The text in the Report Header is

contained in a label control.

A label control contains labels for

the data in the database. Controls

such as label controls, that are not

connected with the underlying

database are called unbound controls

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relates to what you see when you print the report out. On the left in the illustration below you

review View of the report, rptCitiesPhones, that we created



in the Design

View is printed once at the top of the

The text in the Report Header is

A label control contains labels for

Controls,

that are not

unbound controls.


On the left in the illustration below you

review View of the report, rptCitiesPhones, that we created




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The Page Header in the Design

View is printed once at the top of

each page (below the Report Header

on the first page).

The Page Header generally contains

text that identifies fields in a table

below. The Page Header also is

made up of label controls.

The detailed information from the

database is displayed next. This is

the information that makes up the

bulk of the report.

In this case we first see a City

Header, corresponding to the

grouping we have chosen.

Below the City Header is the Detail

section.

The City Header and Detail section are made up of

connection with the table or query on which t

previewed, information from the database is fed into the text box controls.

called bound controls because they are connected with the underlying database.

The Page Footer is inserted

automatically by the Report Wizard so

that the data and page numbers are

displayed at the bottom of each page

in the report.

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in the Design

View is printed once at the top of

each page (below the Report Header

ntains

text that identifies fields in a table

The detailed information from the

This is

the information that makes up the

Detail

The City Header and Detail section are made up of text box controls. Text box controls have a

connection with the table or query on which the report is based. When a report is printed or

information from the database is fed into the text box controls. Text box controls are

because they are connected with the underlying database.

automatically by the Report Wizard so

that the data and page numbers are

displayed at the bottom of each page

Text box controls have a

When a report is printed or

Text box controls are

because they are connected with the underlying database.


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Modifying a Label Control

Once you have created a report with the Report Wizard, you may wish to modify it.

that you may want to change is the Title in the Report Header. It is good programming practice

to name all reports beginning with “rpt,” but you may not want this in the title.

Open the report, rptCitiesPhones

the Label Control box that holds the title. You should see small

rectangular handles on the corners and midway along the sides of

the box. This indicates that the control has been selected.

Select the text in the box

Change the Title to “Cities and

Phones”

This has no effect on the

information pulled from the

database. Label controls merely

hold descriptive text.

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Control

Once you have created a report with the Report Wizard, you may wish to modify it.

ay want to change is the Title in the Report Header. It is good programming practice

to name all reports beginning with “rpt,” but you may not want this in the title.

rptCitiesPhones, and go to Design View. Click on

that holds the title. You should see small

rectangular handles on the corners and midway along the sides of

the box. This indicates that the control has been selected.

Once you have created a report with the Report Wizard, you may wish to modify it. One thing

ay want to change is the Title in the Report Header. It is good programming practice


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You also can change the color and

Control box for the Title selected, click on the menu button to the

the A icon in the toolbar. Choose another color for the font.

You also can change the type of font or font size like

you have learned to do in Microsoft Word or Excel.

For example, change the font size to 26.

Note that the size of the Label Control box does not

expand to fit the larger font. You will need to resize the

box yourself.

You can resize of the box by grabbing it with the mouse. Move

the cursor until it is directly over the small rectangular handle

in the middle of the right edge of the box, at which point the

cursor will become a double arrow. Holding the left mouse

button down, pull the side of the box to the right until it fits the

text.

Adding and Moving a Label Control

Let’s add a descriptive label to the report

You should see the Toolbox on the screen.

Toolbox icon on the top toolbar.

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You also can change the color and font of the text. With the Label

selected, click on the menu button to the right of

the A icon in the toolbar. Choose another color for the font.

lso can change the type of font or font size like

you have learned to do in Microsoft Word or Excel.

For example, change the font size to 26.

l Control box does not

expand to fit the larger font. You will need to resize the

size of the box by grabbing it with the mouse. Move

irectly over the small rectangular handle

dge of the box, at which point the

cursor will become a double arrow. Holding the left mouse

button down, pull the side of the box to the right until it fits the

a Label Control

label to the report showing that you are the author.

on the screen. If it is not there, click on the

.


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Click on the Label tool in the toolbox.

The cursor now will look

like a plus sign with the

letter A below it. Move the

cursor over to the Report

Header section of the

Design View

of the report and draw a

white label control box on

the right. Enter your name

in the box.

When you click on the Design

View away from the new label

control, the box will become

transparent.

You can move the box around with the cursor to place it where you

want within the Report Header. Position the cursor so it is over the

bottom or top edges of the box and not over a handle

cursor will look like a small hand.

move the box until it is positioned where you want.

Look at the report by clicking on the Print Preview icon.

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in the toolbox.

move the box around with the cursor to place it where you

Position the cursor so it is over the

and not over a handle, at which point the

a small hand. Hold the left mouse button down and

move the box until it is positioned where you want.

Look at the report by clicking on the Print Preview icon.


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Modifying and Moving Text Box Controls

After looking at the current report, we

decide that it needs some more changes.

Here are some things we would like to do:

• Move the first and last names so the first name is shown first.

• Resize and move the Fields

• Add a Zip Code Text Box Control so t

• Include a “Zip Code” Label Control in

First, we will move the Control boxes around

“First Name” boxes are displayed before the “Last

Name” boxes. We want to move the correspondi

and Text Box Controls together so they stay aligned.

Select one of the Last Name boxes and then, holding the

shift key down, select the other.

Drag the two control boxes until

they are somewhere between the

First Name and Home Phone boxes.

Drop them there.

Next, select the two First Name

boxes and pull them to the right.

Then select the Last Name boxes

again and position them. After

this is done, the Design View

should look like the picture on

the right.

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Text Box Controls

After looking at the current report, we

e that it needs some more changes.

Here are some things we would like to do:

Move the first and last names so the first name is shown first.

the Fields so that the information isn’t so spread out

Add a Zip Code Text Box Control so the Zip Code will be listed for each employee.

Label Control in the Page Header.

First, we will move the Control boxes around so that the

“First Name” boxes are displayed before the “Last

We want to move the corresponding Label

and Text Box Controls together so they stay aligned.

Select one of the Last Name boxes and then, holding the

Drag the two control boxes until

they are somewhere between the

First Name and Home Phone boxes.

boxes and pull them to the right.

Then select the Last Name boxes

he Zip Code will be listed for each employee.


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Select the two City Control boxes and

resize them so both are around 1 inch

long on the ruler at the top of then

form. Do the same for the First Name,

Last Name, and Home Phone boxes.

Select the two First Name Control

boxes and move them until they are

close to the City Boxes. Do the same

for the Last Name and Home Phone

boxes.

Check the Page Preview View of

the report. It looks a lot better

now.

Next we will add the Zip code to

the report.

Back in the Design View of the report, y

Field Names in the table or query used for the report.

If not, click on the Field Names icon

13

xes and

resize them so both are around 1 inch

long on the ruler at the top of then

form. Do the same for the First Name,

Last Name, and Home Phone boxes.

Select the two First Name Control

boxes and move them until they are

s. Do the same

for the Last Name and Home Phone

of

Next we will add the Zip code to

Back in the Design View of the report, you probably will see a list of the

in the table or query used for the report.

Field Names icon on the main menu.


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Select the Zip Code field. Grab it with the

mouse and drag it into the Details

When you drop it, you will see two Control

boxes appear. The box on the right is a

Box Control and the box on the left is the

corresponding Label Control.

We want the Zip Code Label Control

Controls.

Select the Zip Code Label

Control box and cut it (Edit,

Cut from the main menu).

Then Paste it in the Page

Header section. You probably

will need to move it after it has

been pasted in.

Change the sizes of the Zip Code boxes and their font (if necessary) to

match the other controls in the same section. Using the grid as a guide,

move the two boxes so their left sides coincide.

Take a look at the report. How does it look?

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field. Grab it with the

Details section.

When you drop it, you will see two Control

The box on the right is a Text

and the box on the left is the

Label Control box to be in the Page Header section with the other Label

Change the sizes of the Zip Code boxes and their font (if necessary) to

controls in the same section. Using the grid as a guide,

move the two boxes so their left sides coincide.

Take a look at the report. How does it look?

section with the other Label


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Practice: Earlier in this lesson you created a report that lookone.

Modify this report so it looks like the below. Here are the changes you should make: 1. Modify the query to include the fields you need for the new report. 2. Change the text in various Label Controls as illustrated. 3. Add a Text Box Control for the Depart ID In the Dept Name Header 4. Add a Text Box Control for the Employee ID in the Details section. The Label for this control should go in the Page Header. 5. Move boxes around so the report looks like the one at the right.that the DeptName, E/N, and Employee ID columns use centered justification in both the Label and Text Box Controls.

15

Practice: Earlier in this lesson you created a report that looked like this

looks like

Here are the changes you should

Modify the query to include the fields you need for the new report.

Change the text in various Label

. Add a Text Box Control for the he Dept Name

. Add a Text Box Control for the Employee ID in the Details section. The Label for this control should

. Move boxes around so the report looks like the one at the right. Note that the DeptName, E/N, and

ee ID columns use centered justification in both the Label and


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Mail Merge Reports

A mail merge report is good example of the

power of a database to make our lives easier.

Suppose that you need to write a

letter to all employees that have been with your

company more than ten years.

You could type multiple copies of the letter, one

for each employee, but that would take a lot of

time. A mail merge allows you to type the letter

up once and make it part of a report that merge

in needed information (names, addresses, etc.)

from a database.

Step 1: Create a Word Document

Earlier you downloaded this letter, “Celebration

Letter,” on your H: drive.

Celebration Letter looks like the picture at the

right. Note that a series of Xs have been entered

in the position where you would place the inside

address and greeting, as well as the department

name and hire date. When we do the mail merge,

information from the database automatically will

replace the Xs in the letter.

16

A mail merge report is good example of the

power of a database to make our lives easier.

Suppose that you need to write a personalized

loyees that have been with your

You could type multiple copies of the letter, one

for each employee, but that would take a lot of

time. A mail merge allows you to type the letter

up once and make it part of a report that merges

in needed information (names, addresses, etc.)

Word Document

Earlier you downloaded this letter, “Celebration

Celebration Letter looks like the picture at the

ies of Xs have been entered

in the position where you would place the inside

address and greeting, as well as the department

name and hire date. When we do the mail merge,

information from the database automatically will


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Step 2: Create a Query

We will work with the EmployeesDB database. Create a query, the first three records of which

are shown below:

The criterion for this query is that the Hire Date is before January 1, 1995. Save the query as

qryTenYears.

Step 3: Mail Merge With the Word Document

Display the list of queries for

this database and choose the one

you have created for the mail

merge, in this case

qryTenYears.

Click on the Merge

Wizard icon and select

Merge It with Microsoft Office

Word.

17



Mail Merge With the Word Document

this database and choose the one

Merge It with Microsoft Office




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In the next window, check Link your data to an

existing Microsoft Word document

Click on OK.

Select the document, in this case the

Letter you downloaded earlier to

You then will see a Word document showing the

letter with the Mail Merge menu on the right, as is

illustrated below.

Look at the Mail Merge

menu on the right side of

the screen. The default

way to select recipients is

from an existing list.

In this case, we see that

the recipients are being

selected from the query

qryTenYears in the

ExampleDB database.

Click on Next: Write

your letter at the bottom.

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Link your data to an

existing Microsoft Word document.

Select the document, in this case the Celebration

earlier to your H: drive.

You then will see a Word document showing the

the Mail Merge menu on the right, as is


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Select the Inside Address

Block in the letter.

Click on Address block

in the Mail Merge menu.

In the Insert Address Block window, select ho

Address to look.

The choices for this particular letter are illustrated at the right.

When you have made your choices click on

Next select the Greeting Line in the letter and click on

Greeting line in the Mail Merge menu.

Choose a greeting line and click on

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window, select how you want the Inside

The choices for this particular letter are illustrated at the right.

When you have made your choices click on OK.

in the letter and click on

menu.

Choose a greeting line and click on OK.


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We need to fill in the name of the department and

the hire date yet.

Highlight the XXXXXX representing the

department name in the letter.

Click on More items in the Mail Merge menu.

You will see a list of fields available from the

query. Select Dept Name and click on

After you have inserted the Dept Name field, a Close button will

appear at the bottom of the window. Click on

Insert the Hire Date field in the same way.

At this point, your letter should

look like this.

Click on Next: Preview your

letter at the bottom of the Mail

Merge menu section.

20

We need to fill in the name of the department and

representing the

in the Mail Merge menu.

of fields available from the

and click on Insert.

After you have inserted the Dept Name field, a Close button will

appear at the bottom of the window. Click on Close.

field in the same way.


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You will see the letter as it will

appear for the first recipient in the

query.

You can preview the merged letters if you like. You also will have the

opportunity to edit the recipient list at this time.

When you are ready click on Next: Complete the merge

Save the merged Word document

The next Mail Merge menu will prompt yo

anything for this lesson. It would waste a lot of paper.

Close the Word document when you are through.

21

appear for the first recipient in the

e merged letters if you like. You also will have the

opportunity to edit the recipient list at this time.

Next: Complete the merge.

document at this point.

The next Mail Merge menu will prompt you to print the letters. Don’t print anything for this lesson. It would waste a lot of paper.

Close the Word document when you are through.


10/29/2009

Using a Saved Word Document

You probably will want to use a Word document created by a mai

Open Microsoft Word and load the Word

document that you saved a moment ago. You

will be asked if you want to open the document

and place data from the database in it. Choose

Yes.

The Word document will have an

extra toolbar at the top that is only

there when the document has been

created by a mail merge.

Click on the View

merged data icon several times. You should see the

document toggle back and forth

between the Mail Merge insertion

blocks, such as <<AddressBlock>>

and the appearance of the document

when it contains data.

You can run through the letter

showing recipients if you like.

22

Using a Saved Word Document Created by a Mail Merge

You probably will want to use a Word document created by a mail merge more than once.

the Word

document that you saved a moment ago. You

will be asked if you want to open the document

and place data from the database in it. Choose

The Word document will have an

at the top that is only

there when the document has been

several times. You should see the

between the Mail Merge insertion

blocks, such as <<AddressBlock>>

he appearance of the document

l merge more than once.


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When you are ready to

print, click on the Merge

to printer icon.

You can specify what

records you want to

include in the printing.

Don’t actually print

anything for this lesson.

Practice: You are going to have records for sale at a convention and want to create a sign that you can post showing information about each record. database that your created in t 1. Create a query that will list the records by label, number, and artist showing their condition and value. List only records that are worth $10.00 or more. Sort by value in descending order. Save the query 2. Use this query to produce a report that looks like the one at the right.

• Save the report as rptTenDollars

• The date at the top is a Text Box Control containing an =now() function, like in a spreadsheet.

• Note the wide space above each artist’s name. How do you thinthis could be done? Do it in your report.

Continued on the next page.

23

You are going to have records for sale at a convention and want to create a sign that you can post showing information about each record. Open the Records database that your created in the first lesson. Do the following.

a query that will list the records by label, number, and artist showing their condition and value. List only records that are worth $10.00 or more. Sort by value in

Save the query as qryTenDollars.

2. Use this query to produce a report that looks like the one at the right.

Save the report as

The date at the top is a Text Box Control containing an =now() function, like in a spreadsheet.

Note the wide space above each ame. How do you think

this could be done? Do it in

Continued on the next page.

You are going to have records for sale at a convention and want to create a Open the Records

a query that will list the records by label, number, and artist showing their condition and value. List only records that are worth $10.00 or more. Sort by value in


10/29/2009

3. Create a Microsoft Word document that looks like this one.

• Use Word Art to create the “Records for Sale” logo at the top.

• The picture of a 45 rpm record is available for download on the Access lessons web site.

• Put a $ sign before the string of Xs in the Value line.

• Save the document

4. Do a mail merge using the qryTenDollars query you created in part 1.

• When you choose the Xs to ivalue, don’t select the $ sign.

• You may find the case of the Condition is lower case. If so, use Format, Font on the Word menu to change the font to All Caps.

24

3. Create a Microsoft Word document that looks

Use Word Art to create the “Records for Sale” logo at the top.

The picture of a 45 rpm record is available for download on the Access

Put a $ sign before the string of Xs in the

Save the document in your H: drive

Do a mail merge using the qryTenDollars query you created in part 1.

When you choose the Xs to insert the value, don’t select the $ sign.

You may find the case of the Condition is lower case. If so, use Format, Font on the Word menu to change the font to All

Documents

Microsoft Access Lesson 3: Creating Reportswebs.wofford.edu/whisnantdm/training/Access2003/Access 2003 Less… · Access Lesson 03: Creating Reports 10/29/2009 Lesson In the previous