Microsoft Access 2013® ®

Tutorial7CreatingCustomReports

XPXPXPObjectives• Session7.1– View,filter,andcopyreportinformationinReportview

– ModifyareportinLayoutview– ModifyareportinDesignview

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XPXPXPObjectives(Cont.)• Session7.2– Designandcreateacustomreport– Sortandgroupdatainareport– Add,move,resize,andaligncontrolsinareport– Addlinestoareport– Hideduplicatevaluesinareport

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XPXPXPObjectives(Cont.)• Session7.3– Addthedate,pagenumbers,andtitletoareport– Createandmodifymailinglabels

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XPXPXPCustomizingExistingReports

• Case- ChathamCommunityHealthServicesCreatingCustomReportsforChathamCommunityHealthServices

• Userwantstomakesomechangestoanexistingreportinthedatabaseandrequestedanewreportthatwillbeusedtoproduceaprintedlistofallinvoicesforallvisits

– Reportcustomizationincludes:• Groupingdata• Calculatingtotals• Addinglinestoseparatereportsections

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XPXPXPCustomizingExistingReports(Cont.)

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XPXPXPCustomizingExistingReports(Cont.)

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XPXPXPCustomizingExistingReports(Cont.)

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• Areportisaformattedoutput(screendisplayorprintout)ofthecontentsofoneormoretablesinadatabase– Althoughyoucanformatandprintdatausingdatasheets,queries,andforms,reportsoffergreaterflexibilityandprovideamoreprofessional,readableappearance

• YouneedtoproduceacustomreportwhenevertheReporttoolortheReportWizardcannotautomaticallycreatethespecificreportyouneed,orwhenyouneedtofine-tuneanexistingreporttofixformattingproblemsortoaddcontrolsandspecialfeatures

XPXPXPCustomizingExistingReports(Cont.)

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ViewingaReportinReportView• YoucanviewreportsonscreeninPrintPreview,Layoutview,Designview,andReportView

• Reportviewprovidesaninteractiveviewofareport– YoucanuseReportviewtoviewthecontentsofareportandtoapplyafiltertoitsdata

– YoucanalsocopyselectedportionsofthereporttotheClipboardandusetheselecteddatainanotherprogram

XPXPXPCustomizingExistingReports(Cont.)

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XPXPXPCustomizingExistingReports(Cont.)

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XPXPXPCustomizingExistingReports(Cont.)

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XPXPXPCustomizingExistingReports(Cont.)

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ModifyingaReportinLayoutView• YoucanmakereportchangesinLayoutview• ModifyingareportinLayoutviewissimilartomodifyingaforminLayoutview

XPXPXPCustomizingExistingReports(Cont.)

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XPXPXPCustomizingExistingReports(Cont.)

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XPXPXPCustomizingExistingReports(Cont.)

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XPXPXPCustomizingExistingReports(Cont.)

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XPXPXPCustomizingExistingReports(Cont.)

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ModifyingaReportinDesignView• AreportinDesignviewisdividedintosevensections:

– ReportHeadersection—appearsonceatthebeginningofareportandisusedforreporttitles,companylogos,reportintroductions,dates,visualelementssuchaslines,andcoverpages

– PageHeadersection—appearsatthetopofeachpageofareportandisusedforpagenumbers,columnheadings,reporttitles,andreportdates

– GroupHeadersection—appearsbeforeeachgroupofrecordsthatsharethesamesortfieldvalue,andusuallydisplaysthegroupnameandthesortfieldvalueforthegroup

– Detailsection—containstheboundcontrolstodisplaythefieldvaluesforeachrecordintherecordsource

XPXPXPCustomizingExistingReports(Cont.)

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ModifyingaReportinDesignView• AreportinDesignviewisdividedintosevensections:

– GroupFootersection—appearsaftereachgroupofrecordsthatsharethesamesortfieldvalue,andusuallydisplayssubtotalsorcountsfortherecordsinthatgroup

– PageFootersection—appearsatthebottomofeachpageofareportandisusedforpagenumbers,briefexplanationsofsymbolsorabbreviations,orotherinformationsuchasacompanyname

– ReportFootersection—appearsonceattheendofareportandisusedforreporttotalsandothersummaryinformation

XPXPXPCustomizingExistingReports(Cont.)

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XPXPXPCustomizingExistingReports(Cont.)

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XPXPXPDesigningaCustomReport

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XPXPXPDesigningaCustomReport(Cont.)

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XPXPXPCreatingaQueryforaCustomReport(Cont.)

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XPXPXPCreatingaCustomReport

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XPXPXPCreatingaCustomReport(Cont.)

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XPXPXP

SortingandGroupingDatainaReport• Accessletsyouorganizerecordsinareportbysortingthemusingoneormoresortfields– EachsortfieldcanalsobeagroupingfieldwhichcanincludeaGroupHeadersectionandaGroupFootersectionforthegroup

CreatingaCustomReport(Cont.)

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XPXPXPCreatingaCustomReport(Cont.)

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XPXPXPCreatingaCustomReport(Cont.)

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XPXPXPCreatingaCustomReport(Cont.)

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XPXPXPWorkingwithControlsinDesignView

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• DesignviewgivesyougreatercontrolovertheplacementandsizingofcontrolsthanLayoutview– Itletsyouaddandmanipulatemanymorecontrols– Thispowercomesattheexpenseofnotbeingabletoseelivedatainthecontrolstoguideyouasyoumakechanges

XPXPXPWorkingwithControlsinDesignView(Cont.)

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XPXPXPWorkingwithControlsinDesignView(Cont.)

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XPXPXPWorkingwithControlsinDesignView(Cont.)

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AddingLinestoaReport• You’veusedtheLinetooltoaddlinestoaformorareport

XPXPXPHidingDuplicateValuesinaReport

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• UsetheHideDuplicatespropertytohideacontrolinareportwhenthecontrol’svalueisthesameasthatoftheprecedingrecordinthegroup

XPXPXPAddingtheDatetoaReport

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XPXPXPAddingtheDatetoaReport(Cont.)

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XPXPXPAddingtheDatetoaReport(Cont.)

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XPXPXPAddingtheDatetoaReport(Cont.)

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AddingPageNumberstoaReport• DisplaypagenumbersinareportbyincludinganexpressioninthePageHeaderorPageFootersection

• Theinsertedpagenumberexpressionautomaticallydisplaysthecorrectpagenumberoneachpageofareport

XPXPXPAddingtheDatetoaReport(Cont.)

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XPXPXPAddingtheDatetoaReport(Cont.)

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XPXPXPAddingaTitletoaReport

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XPXPXPCreatingMailingLabels

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• Acustomreportcouldproducemailinglabels,butusingtheLabelWizardiseasierandfasterway– Itprovidestemplatesforhundredsofstandardlabelformats,eachofwhichisuniquelyidentifiedbyalabelmanufacturer’snameandnumber

– Thesetemplatesspecifythedimensionsandarrangementoflabelsoneachpage

– Standardlabelformatscanhavebetweenoneandfivelabelsacrossapage;thenumberoflabelsprintedonasinglepagealsovaries

• MostmailinglabelsaremanufacturedbyAvery

XPXPXPCreatingMailingLabels(Cont.)

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XPXPXPCreatingMailingLabels(Cont.)

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XPXPXPCreatingMailingLabels(Cont.)

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