Microsoft Access XP (2002) Reports

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1 Microsoft Access XP (2002) Reports AutoReports Report Wizards Manually Design a Report Table Relations Multitable Reports Mailing Labels Mail Merge with MS Word

2 Table of Contents INTRODUCTION TO REPORTS... 3 AUTOREPORT: COLUMNAR... 4 Using Print Preview... 4 Saving the Report... 4 AUTOREPORT: TABULAR... 4 REPORT WIZARD... 5 MANUALLY CREATING A REPORT... 9 THE REPORT DESIGN ENVIRONMENT... 9 The Canvas Area... 9 Page Setup Placing Fields on the Report Selecting Controls Deleting a Control Moving and Resizing Controls Creating the Column Headings Placing the Rest of the Fields on the Report Controlling Line Spacing The ToolBox Creating a Calculation Create the Column Heading Placing Page Numbers In the Page Footer Equations in the Report Footer Placing a Picture in the Report Header Resizing Pictures Setting Size Mode Inserting Text into Reports Inserting Lines in the Report Sorting & Grouping REPORTS USING MORE THAN ONE TABLE TABLE RELATIONS Relating Tables CREATING A MULTITABLE REPORT REPORTS BASED ON QUERIES MAILING LABELS Creating the Query Creating the Mailing Labels from the Query MAIL MERGE WITH MICROSOFT WORD Creating the Template Preview the Letters Merging the Template with the Data Returning to Access... 27

3 This handout utilizes an Access database called SweetsXP.mdb. The database can be downloaded from the web at: INTRODUCTION TO REPORTS Tables, Forms, and Queries can all be printed in a default format; however, to gain more control over how the printouts look and what they contain, Reports should be created. Reports must be based upon either a table or saved query and can be created in the following methods: Design View This requires the most work and expertise, it also give the user the most control over a report. Generally, most users will not create a report from scratch in Design View but will create a report using a wizard and then customize it in design view. Report Wizard The Report Wizard builds the report for the user while allowing for user input as to content, structure, and style. Report Wizards also allow for grouping, sorting, and summary options such as averages and subtotals. AutoReport: Columnar This instantly creates a default report where data is arranged in a single column with the data descriptions to the left. AutoReport: Tabular This instantly creates a default report where data is arranged in multiple columns on a page. This looks very similar to table printouts except that it is more stylized. Chart Wizard Use the Chart Wizard to create a graphical representation of table or queries. Chart wizards allow the user to create bar, area, line, & pie charts. (Not covered in this handout). Label Wizard The Label Wizard can be used to create such things as address labels, name tags, software labels, product labels, etc. The label wizard is designed to work with Avery labels although custom labels can be created. Form Letters Although not a type of Report, this handout also includes a section on using the Office Link s Merge it with MS Word feature which allows the user to create form letters using Access and MS Word. The merge can be based upon an Access Table or Access Query. AccessXP-Reports.doc April 23, 2003 Page 3 of 27

4 AUTOREPORT: COLUMNAR As previously stated, this instantly creates a default report where data is arranged in a single column with the data descriptions to the left. 1. Click on the Tables tab in the Database window. 2. Select the table: General Candy Info 3. From the menu, select: INSERT - REPORT 4. From the list, select: AutoReport: Columnar 5. Click on Ok. Using Print Preview Your report will open into Print Preview. To zoom in or out: 1. Place the mouse over the section you wish to zoom in on and click the mouse. Click again to zoom out. 2. To print the report, click on the Print icon: To leave Print Preview and enter Design View, click on the Close button. Saving the Report Design View will be covered later, to exit and save your report: 1. Click on the in the Design View window. 2. When prompted to save click on Yes. 3. Type a name for the report and click on Ok. The report will be saved within the Reports tab in the Database window. AUTOREPORT: TABULAR As previously stated, this creates a default report where data is arranged in multiple columns on a page. This looks very similar to a table printouts, except that the it is a little more stylized. The procedures for creating and using Columnar AutoReports is virtually identical to Tabular AutoReports. The only difference is that AutoReports: Tabular is selected rather than Columnar. 1. Click on the Tables tab in the Database window. 2. Select the table: General Candy Info 3. From the menu, select: INSERT - REPORT 4. From the list, select: AutoReport: Tabular 5. Click on Ok. AccessXP-Reports.doc April 23, 2003 Page 4 of 27

5 REPORT WIZARD The Report Wizard allows the user to have input on such aspects as: which fields will be diplayed on the report, their order, the structure & style of the report, whether one or more tables or queries should be used, whether and how data should be grouped, how data should be sorted, and whether summary options such as Sum, Averages, or Percents should be used. We will create a report based on the table Sweets Customers which will show the average credit limit broken down by country. The Region (state) and Company Name will also be listed. Below is an example of the report we will create. 1. Click on the Tables tab in the Database window. 2. Select the table: Sweets Customers 3. From the menu, select: INSERT - REPORT 4. From the list, select: Report Wizard 5. Click on Ok. Indicates which table or query the fields are from. Click the down arrow to select a different table or query. Fields available to be placed on the report will appear on this side. Fields selected to appear on the Report will appear on this side. Places the currently highlighted Available Field on the report. Places all available fields on the report. Removes the currently highlighted Selected Field from the report. Removes all Selected Fields from the report. AccessXP-Reports.doc April 23, 2003 Page 5 of 27

6 Selecting which fields will be on the report: This step will determine which fields will appear on the report. Note that you can insert fields from more than one table if the tables have been related. 6. Double click the following fields: Country, Region, Company Name, and Credit Limit. 7. Click on Next. Setting Grouping Grouping does more than simply place matching data in groups, it also enables the use of summary options. Without grouping, summary options are not available. In this example, we will be grouping by Country and averaging the credit limits. Because we are grouping by Country, Access will find the average credit limit per country. If we did more than one grouping such as Country and Region, Access would give us two averages, one per country and one per region. 8. Click on Country and then click the > than button to group by country. 9. Click on Next. Click to group by the highlighted field. Click to remove a grouping level. Priority level is only available if using multiple groups.. Indicates that the report will group by Country. Grouping Options determine how the group is created. Normal is the default. The other options allow you to group by partial words based on their first few letters. For example, if you changed the grouping from Normal to 1 st Letter, Access would form groups by the initial letter of each word. i.e. USA, UK, and USSR would all be considered part of the same group because they all start with an U. AccessXP-Reports.doc April 23, 2003 Page 6 of 27

7 Sorting & Summary Options Access will alphabetize primarily by Country because we have grouped by country. However, it can also perform a subsort within each group. We will perform a subsort, first by Region and then by Company Name. We will also tell Access to find the average credit limit for each country by using the Summary Options button. Click the down arrow to select a field to sort by. Access will sort first by field 1, then 2, then Click these buttons to toggle between ascending (a-z) or descending (z-a) order. Click Summary Options to get subtotals, the average, or counts of a group. 10. Click the down arrow for the first sort and select Region. 11. Click the down arrow for the second sort and select Company Name. 12. Click on the Summary Options button. Select Detail and Summary to view the contents of each group, (Region & Company names in our case.) Select Summary Only to view the group names and their totals but not the contents of the group. Click on the summary option(s) you wish to use. Select Calculate percent of total for sums to get a percent breakdown by group. 13. Click in the Avg box to place a check there. 14. Select Detail and Summary. 15. Click on Ok. 16. Click on Next. AccessXP-Reports.doc April 23, 2003 Page 7 of 27

8 Layout Selection This step will determine how the data is arranged structurally on the page. Click on the layout options and watch the picture to determine what attributes each layout has. 17. Select: Stepped as the layout. 18. Select: Portrait as the orientation. 19. Select: Adjust the field width so all fields fin on a page. 20. Click on Next. Style Selection This step determines the color, font, and title placement used. To see a preview of a style, click the style and the example will change to reflect the selected style. 21. Select: Corporate 22. Click Next. Report Title & View This step allows you to title your report and specify if you would like to see the finished report in Design View or Print Preview. 23. Title the report: Credit Report Averages by Country 24. Select: Preview the report. 25. Click on Finish. You are viewing the report in Print Preview. 26. To go into Design View, click on the Close button, then save and close the report. AccessXP-Reports.doc April 23, 2003 Page 8 of 27

9 MANUALLY CREATING A REPORT For most purposes, the wizards will suffice in creating the desired reports; however, it is sometimes necessary to enter into Design View and modify the report. The best way to learn about Design View is to create a report from scratch. In this example, we will create a report for the table called Orders which will display how many days occurred between the Order Date and the Ship Date. 1. Click on the Tables tab in the Database window. 2. Select the table: Orders 3. From the menu, select: INSERT - REPORT 4. Select Design View and click on Ok. THE REPORT DESIGN ENVIRONMENT Prior to creating a Report, it is important to become familiar with some of the more important features in Report Design View. The Canvas Area The Canvas area is the area where objects (fields, pictures, lines, calculations, etc.) must be placed. If the Report Header/Footer or Page Header/Footer bars are not visible, from the menu click on: VIEW - REPORT HEADER/FOOTER & PAGE HEADER/FOOTER AccessXP-Reports.doc April 23, 2003 Page 9 of 27

10 Page Header: Objects placed in this area will print at the top of every page of the report. Generally, column heading and lines are placed here. Detail: Data fields and calculations are normally placed in the detail area. Access will list as many rows of data as it can on each page. To control line spacing, click & drag the Page Footer bar up or down. Report Footer: Objects placed in this area will print just once at the bottom of the last page of the report. Generally, calculations such as grand totals are placed here. Report Header: Objects placed in this area will print just once at the top of the first page of the report. Generally, report titles, dates, logos, & lines are placed here. Page Footer: Objects placed in this area will print at the bottom of every page of the report. Generally, page numbers and file names are placed here. You can not place calculations in the Page Footer area. Canvas Area: The white background can be click & drug for resizing; however, the page setup (FILE - PAGE SETUP) will determine how large the page will be. Page Setup Prior to creating your report, the page size, orientation, and margins should be set up. 1. From the menu, select: FILE - PAGE SETUP 2. Click on the Margins tab and set the right, left, top, & bottom margins: (1 ) 3. Click on the Page tab and set the pager size and orientation: (8-1/2 x 11 & portrait) 4. Click on Ok. Placing Fields on the Report Data fields should be placed in the Details area of the report. They can be placed there by clicking & dragging them from the Field List. Field List: Clicking the Field List icon on the Report Design toolbar will display/hide a list of the fields in the table that the report is based on. Click and drag a field name to the Details area of your report to place it on your form. 1. If the Orders field list is not visible, click the Field List icon. 2. Click & drag the Order ID field to the Details section of the report. Note that two controls are created: The Label control which is the name of the data being displayed, and the Text Box control which is the actual data. AccessXP-Reports.doc April 23, 2003 Page 10 of 27

11 Label control: This is the title of the data being displayed (same as a column heading). This control can be deleted or renamed without harming the connection to the table. Text Box control: Data from the table is displayed in the Text Control box. In this case, the Order ID numbers will be displayed if viewed in Print Preview. 3. To see the actual data, click on the Print Preview icon. 4. To return to Design View, click on Close. Selecting Controls To modify any object in Report Design View, you must first select it. Objects are selected by clicking on them. To deselect an object, simply click in the background away from the object. Deleting a Control To remove a field from the Report, simply click on it to select it and press the DELETE key on the keyboard. Note that if you delete the Text Box control, the Label control will be deleted as well but if you delete the Label control, the Text Box control will not be deleted with it. Moving and Resizing Controls Move a Control: To move just one of the controls, click and drag the control by the large square in its upper left corner. The mouse will turn into a finger when positioned correctly. Resize: To resize a control, place the mouse on one of the small black squares surrounding the control and click and drag. The mouse becomes a double headed arrow when positioned correctly. Note that you can not drag controls between regions (i.e. from the Details area to the Page Header area ) You must cut and paste them to move them between regions. Further, if you select the Text Box control and select CUT, the Label control will go with it. Therefore, it is usually best to place the controls in the data area first and them cut and paste the labels later. AccessXP-Reports.doc April 23, 2003 Page 11 of 27

12 Creating the Column Headings The data in the report is in columns and therefore need column headings. 1. Click on the Label Control for Order ID (the one on the left) to select it. 2. From the menu, select: EDIT - CUT. 3. Click in the Page Header section. 4. From the menu, select: EDIT - PASTE. Placing the Rest of the Fields on the Report 1. From the Field List, click & drag Customer ID to the Detail area. 2. Cut & Paste the Label Control for Customer ID into the Page Header area. 3. Position them as shown. 4. Repeat the prodecure above for Order Date & Shipped Date. Controlling Line Spacing 1. Click on the Print Preview icon to see how the report will look at this point. 2. Click on Close to return to Design View. Note that there is probably too much space between records in the Details area. The distance between the Detail bar and the Page Footer bar controls line spacing of the rows appearing in the Details area. To decrease the line spacing, drag the Page Footer bar closer to the Details bar. To increase line spacing, drag the Page Footer bar farther from the Details bar. AccessXP-Reports.doc April 23, 2003 Page 12 of 27

13 The ToolBox To create such controls as pictures, lines, and calculations, it is necessary to use the Toolbox. 1. Click the Toolbox icon from the toolbar to hide/display the Toolbox. Select Objects: Allows the selection of objects. Label: Used for placing text on any part of your form. Option Group: Used in conjunction with option buttons, this allows you to select between a group of choices. Option Button: Use either with a Yes/No field or in an option group. Combo Box: Allows selection from a drop down list of choices. Command Button: Use to activate macros & module commands. Unbound Object Frame: Use to place OLE objects (sounds, pictures, etc.) from an outside source in your form. Page Break: Forces a page break. SubForm/SubReport: Use to create a form within a form. Rectangle: Places a rectangle in the form. Control Wizards: When turned on, wizards will help with using other tool box controls. Text Box: Used to create calculations. Toggle Button: Toggles between two choices. Check Box: Used with Yes/No fields. List Box: Allows selection from a list of choices. Image: Use to place pictures from a source outside the database on the form. Bound Object Frame: Used to display OLE objects (such as pictures) that are stored in the table in the form. Tab Control: Allows you to place controls behind one another using tabs. Line: Use to place lines on your form. More Controls: Opens a list of more advanced controls. Creating a Calculation Use the Text Box tool to create calculations. The calculation is entered in the unbound Text Box control. All equations must begin with an = sign. Field names must be spelled correctly and enclosed is square braces [ ]. Use the & symbol to join text (concatenation) or multiple calculations together. When using the & symbol to place text in a calculation, enclose the text in quotes. Note that field names should not be in quotes, but in square braces as mentioned above. AccessXP-Reports.doc April 23, 2003 Page 13 of 27

14 We will create a calculation which subtracts Order Date from Shipped Date to arrive at the number of days it took to ship an order out. 1. From the ToolBox, click on the Text Box tool. 2. Click in the Detail section to the right of the Shipped Date text box control. 3. Click on the label control that is inserted with the new text box and press the DELETE key. 4. Resize the text control to make it wider. 5. Click inside the new text control and type the following equation: 6. Press ENTER when the equation is complete. =[Shipped Date]-[Order Date] & Days All equations must begin with an = Subtracts Order Date from Shipped Date. Note that the field names are in square braces [ ]. & is used to place extra characters in an equation. The extra space and text must be enclosed in quotes. Create the Column Heading 1. Click on the Label tool on the Toolbox. 2. Click above the equation in the Page Header section. 3. Type: Turnaround Time and press ENTER. Placing Page Numbers In the Page Footer We will create a text control which inserts the current page number and the total number of pages (i.e. Page 5 of 100). 1. From the Tool Box, click on the Text Box tool. 2. Click in the Page Footer section. 3. Delete the label control that was inserted by selecting it and pressing DELETE. 4. Resize the text control to make it wider. AccessXP-Reports.doc April 23, 2003 Page 14 of 27

15 5. Click inside the text control and type the following equation: ="Page " & [Page] & " of " & [Pages] Will place the word Page followed by a space. Code to list the current page. Will place the word of followed and proceeded with a space. Code to list the total number of pages. Equations must begin with an = sign. Use & to join equations, code, or text together. 6. Press ENTER when the equation is complete. 7. To see the results of the equation, click the Print Preview icon. 8. After verifying that the equation works, click on Close. Equations in the Report Footer When equations are placed in the Report Footer, the answer will appear once on the last page of the report. The data used for the equation is pulled from the Detail section of the report. We will use the AVG() function to create a Text Box control that finds the average turnaround time for all orders. 1. From the ToolBox, click on the Text Box tool. 2. Click in the Report Footer section. 4. Resize the text control to make it wider. 5. Click inside the text control and type the following equation: 6. Click inside the label control and type the description: Average Turnaround: =Avg([shipped Date]-[Order Date]) 7. To see the results of the equation, click the Print Preview icon. 8. After verifying that the equation works, click on Close. AccessXP-Reports.doc April 23, 2003 Page 15 of 27

16 Placing a Picture in the Report Header Pictures can be placed in any section of the report. If they are placed in the Report Header section, they will appear only on the first page of the report. We will access the MS Clipart Gallery for our picture. 1. In the Tool Box, select the Unbound Object Frame icon: 2. Click in the Report Header section of the report. 3. Select: Create New 4. Click on: Microsoft Clip Gallery 5. Click on Ok. 6. Click on the Clip Art tab. 7. Select a category. 8. Select a picture. 9. Click on Insert. Resizing Pictures - To resize a picture, simply click on it and click and drag it by one of the corner black squares. - To move the picture, click and drag it from its center. Setting Size Mode. The Size Mode determines how the picture fills the frame surrounding it. There are 3 modes: Clip: Stretch: Zoom: The picture retains its original size regardless of the frame size. If the frame is smaller than the picture, parts of the picture will be clipped off. The picture will stretch or distort to fill the frame no matter what the dimensions of the frame are set to. The picture will grow larger or smaller as the frame size is adjusted but the picture will always retain its original proportions. 1. Click on the picture to select it. 2. From the toolbar, click on the Properties icon: 3. Click on the All tab. 4. Click inside the Size Mode property box. 5. Click on the down arrow to select the desired size mode. (Try: Stretch ) AccessXP-Reports.doc April 23, 2003 Page 16 of 27

17 Inserting Text into Reports To place text anywhere in the Report, use the Label icon located on the Toolbox. 1. Click on the Label icon on the Toolbox. 2. Click on the report where text is to be placed. 4. Type the text and press ENTER when complete. Tips When Working with Text: Pressing SHIFT + ENTER will start a new line. Use the Formatting toolbar to change text size, font, and other attributes. Use the corner black squares to resize the frame surrounding the text. Inserting Lines in the Report Lines can be placed anywhere in the report using the Line tool from the Toolbox. 1. From the toolbox, click on the Line tool. 2. Click & drag the mouse to create the line. To set line properties (border style & width) double click the line. Sorting & Grouping Although this report does not utilize grouping, this section illustrates how to create a group. 1. From the Report Design toolbar, click on the Sorting and Grouping icon: 2. The window below opens: Select the field to sort by or group on here. Change Group Header or Group Footer to Yes to create groups that you can get subtotals for. Keep Together determines if the group members should be kept on the same page. Specify Ascending or Descending order here. Group On determines the content of the group. Access can perform exact matches or form groups by similar prefix characters. AccessXP-Reports.doc April 23, 2003 Page 17 of 27

18 REPORTS USING MORE THAN ONE TABLE We wish to create a report which contains data from both the Orders table and the Order Detail table. There are two methods of placing data from different tables onto the same report: Create a relationship between the tables. If you create a relationship between tables, you can place fields from the related tables on the same report. However, relating tables at the table level can have a major effect on the database. When tables are related at the table level, certain conditions must exist and certain constraints will be in effect. Create a query between the tables. If you create and save a query which links the tables then a report can be created off the saved query. This solution has no functional impact on how your tables interact with one another and will pose no data entry constraints. However, the tables being linked must have a common field. TABLE RELATIONS Table relations basically control how tables that have a field in common will behave with each other. To relate tables, specific conditions must exist: Master/Subordinate: When two or more tables are related, there must be at least one Master table. When set up to its fullest extent, the master table dictates what can be typed into the other tables which are known as subordinates. (See Referential Integrity below). Primary Keyed Field: The tables are linked through their common fields. Further, the Master table s linking field must be a primary key field. The subordinate table s linking fields do not have to be keyed. AccessXP-Reports.doc April 23, 2003 Page 18 of 27

19 Same Data Type: The linking fields must be of the same data type or similar data types. The following field types are compatible: Text to Text Number to Number Autonumber to Number (Field size on the number field must be set to Long Integer ) Relating Tables Our eventual goal is to create a report that allows us to place information from both the Orders table and the Order Detail table in the same report. Orders will be the master table The two tables will be related through their common field of Order ID. 1. Click on the Relationships icon: 2. Click on the Show Table icon. 3. Select the table Orders and click on Add. 4. Select the table Order Details and click on Add. 5. Click on Close to close the Show Table window. The tables are related by using the mouse to connect the fields which are common to both of the tables. However, the direction the mouse is dragged determines which table is the master and which is the subordinate. Always drag from the master table to the subordinate table. 6. Click on Order ID in the Orders table. 7. Drag it to Order ID in the Order Details table. The window below appears. At this point we could click on Create and be able to create the Main/Sub Reports, but we will explore some of the other options as well. AccessXP-Reports.doc April 23, 2003 Page 19 of 27

20 8. Select the Following: Enforce Referential Integrity Cascade Update Related Fields Cascade Delete Related Fields 9. Click on Create. 10. Save and close the Relationships window. CREATING A MULTITABLE REPORT Now that a relationship has been created between the two tables, a report can be created using fields from the related tables. A specific Order ID (5 for example) exists only once in the Orders table but may exist many times in the Order Details table because they may have ordered more than one item in the same order. Cascade Delete Related Tables: If checked, when a record is deleted from the master table, all related records in the subordinate table are also deleted. For example, if Order ID 5 is deleted in the Orders table then all records with Order ID 5 in the Order Details table will also be deleted. Cascade Update Related Tables: If checked, when the linking field in the master table is edited, all of the matching linking fields in the subordinate table are changed as well. For example, if you were to change the Order ID in the Orders table from 10 to 300, in the Order Details table, all Order ID 10s would also change to 300. Enforce Referential Integrity: When checked, two or more tables can be related in such a way that data cannot be typed into the subordinate table without first being typed into the master table. For example, we would not be able to enter an Order ID in the Order Details table unless we first place the Order ID in the Orders table. (This option must be check to enable the other two options.) AccessXP-Reports.doc April 23, 2003 Page 20 of 27

21 1. In the Database window, click on the Tables tab. 2. Select the table: Orders 3. From the menu, select: INSERT - REPORT 4. Select: Report Wizard and click on Ok. 5. From the Orders table, place the following fields on the report: Order ID, Customer ID, Order Date, Shipped Date 6. In the Tables/Queries box, click the down arrow and select: Table: Order Detail 7. From Order Detail, place the following fields on the report: Candy ID, Quantity 8. Click on Next. 9. Select to view your data: By Orders 10. Click on Next. 11. At Grouping, click on Next. (We will not create any groups). 12. Sort by Candy ID in Ascending order. 13. Click on Next 14. Select a layout and click on Next. 15. Select a style and click on Next. 16. Type a title for your report. 17. Click on Finish. You will be in Print Preview with a report similar to the one below. To leave Print Preview, click on Close. Close the Report. AccessXP-Reports.doc April 23, 2003 Page 21 of 27

22 REPORTS BASED ON QUERIES There are three primary advantages to creating a report from a saved query rather than a table: If the query contains multiple tables, then the report can contain data from multiple tables as well. Records can be filtered prior to creating the report. For example, you wish to create mailing labels but only for a particular country. You first create a query that has all the needed address information (Name, address, city, state, zip, & country). Then use a criteria that specifies the country to use. Generally, calculations are easier to create in queries than reports. MAILING LABELS Access can create mailing labels based off a table or a saved query using Avery labels or custom size labels. We will create mailing labels for all our customers who live in the USA by creating a query. Creating the Query 1. In the Database window, click on the Tables tab. 2. Select the table: Sweets Customers 3. From the menu, select: INSERT - QUERY. 4. Select Design View and Click on Ok. 5. Set up the query grid as shown: 6. Run the query to verify that you are only getting records from the USA. 7. Save the query as: USA Customers 8. Close the query. AccessXP-Reports.doc April 23, 2003 Page 22 of 27

23 Creating the Mailing Labels from the Query 1. In the Database window, click on the Queries tab. 2. Select the USA Customers query created above. 3. From the menu, select: INSERT - REPORT. 4. Select: Label Wizard and click Ok. 5. Select the Avery label you intend to use and click on Ok. 6. Click on Next. 7. Select the font to use. (It is recommended that you leave the font size at 8.) 8. Click on Next. 9. Create the label illustrated a. Click on Company Name and then click the > button. b. Press ENTER to go to the second line. c. Click on Address and then click the > button. d. Press ENTER to go to the third line. e. Click on City and then click the > button. f. Type a comma and then press SPACE. g. Click on Region and then click the > button. h. Press the SPACE two times. i. Click on Postal Code and then click the > button. j. Press ENTER to go to the forth line. k. Type Attention: and press SPACE once. l. Click on Contact Name and then click the > button. 10. Click on Next 11. Sort by Company Name by selecting it and then click the > button. 12. Click on Next. 13. Title your report: Labels USA Customers and click Finish. Your report will be opened in Print Preview mode. - To print the labels, click on Print icon. - Press Close to close Print Preview and go into Design View. AccessXP-Reports.doc April 23, 2003 Page 23 of 27

24 MAIL MERGE WITH MICROSOFT WORD Microsoft Word has the ability to take data from various sources (Excel, Word, Access) and create from letters, envelopes, labels, and catalogues using the data. We will create a form letter using Word and the Sweets Customers table. Placement of the data in the form letter is set up in Word but the data itself will come from Access. Note that you can also use a saved query as the data source. We will create the following from letter: The words in bold and underline were inserted from Access fields and will be different for every letter. assorted chocolates was created by an If statement. Customers from the USA will get assorted chocolates, all other customers will get nuts and chews. 1. Click on the Tables tab in the Database window. 2. Select the table: Sweets Customers 3. From the menu click on: TOOLS - OFFICE LINKS - MERGE IT WITH MS WORD 4. Select: Create a new document and then link the data to it. 5. Click on Ok. (MS Word starts and the Mail Merge toolbar is visible.) AccessXP-Reports.doc April 23, 2003 Page 24 of 27

25 Creating the Template The Template controls where the data will be placed in the form letter. 6. Press ENTER two times and then type the date. 7. Press ENTER three times and type the name and address information for Sweets Candies. 8. Press ENTER three times. 9. From the Mail Merge toolbar, click on Insert Merge Field. 10. From the drop down list, select Company Name 11. Press ENTER. 12. Click on Insert Merge Field and select Address. 13. Press ENTER. 14. Click Insert Merge Field and select City 15. Type a comma and press SPACE. 16. Click Insert Merge Field and select Region. 17. Press SPACE. 18. Click Insert Merge Field and select Postal Code. 19. Press ENTER. 20. Click Insert Merge Field and select Country. 21. Press ENTER three times. 22. Type To: and press your space bar. 23. Click Insert Merge Field and select Contact Name 24. Press ENTER two times. 25. Type the line below as shown: January 21, 1998 Sweets Candies North Fork Road Three Rivers, CA <<Company Name>> <<Address>> <<City>>, <<Region>> <<Postal Code>> <<Country>> To: <<Contact Name>> Thank you for selecting Sweets Candies for your candy purchases. To help meet your future needs, we are increasing your current credit limit of 26. After the word of, press your SPACE. 27. Click Insert Merge Field and select Credit Limit then press SPACE. 28. Type text appearing after the credit limit as shown: Thank you for selecting Sweets Candies for your candy purchases. To help meet your future needs, we are increasing your current credit limit of <<Credit Limit>> by 10% effective February 1, Further, we are enclosing a box of 29. Click after the of at the end and press SPACE. This will use an If statement. If a customer is from the USA, they will get a box of assorted chocolates. If they are from any other country, they will get a box of nuts and chews. 30. Click on Insert Word Field. 31. Select: If then else 32. Configure the pop up window as shown: AccessXP-Reports.doc April 23, 2003 Page 25 of 27

26 Basically, this states: If the country is equal to USA, insert assorted chocolates. If it equals anything other than USA, insert nuts and chews. 33. Click on Ok. 34. Complete the remainder of the letter. Thank you for selecting Sweets Candies for your candy purchases. To help meet your future needs, we are increasing your current credit limit of <<Credit Limit>> by 10% effective February 1, Further, we are enclosing a box of assorted chocolates for you and your employees. Sincerely, John Smith President Preview the Letters Prior to merging the template the data, you may wish to preview the letters. Note that this does not merge the data but merely allows you to preview it. 1. On the Mail Merge toolbar, click on the View Merge Data button. (Note: to go back to seeing the codes, click it again.) 2. Use the Previous Record / Next Record arrows to browse the other letters. AccessXP-Reports.doc April 23, 2003 Page 26 of 27

27 Merging the Template with the Data You can merge the template with the data directly to a printer or to a file. We will merge it to a new file. 1. From the Mail Merge toolbar, click on the Merge to New Document icon. Word now creates a new document where each customer has their own letter. The template file is hidden in the background. (To go back to the template, click WINDOW from the menu and select the unchecked file.) The letters can now be printed or saved and printed later. Returning to Access 1. If desired save/print the letters. 2. If desired save the template. 3. Close MS Word: FILE - EXIT You should now be back in Access. Note that you can also create the from letters by starting MS Word first and telling it to use Access as the data source. AccessXP-Reports.doc April 23, 2003 Page 27 of 27

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