Tutorial 7 Creating Custom Reports

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Bartholomew Farmer
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Tutorial 7 Creating Custom Reports Report Concepts An object you use to view and print records in a custom layout Reports give more control over how data is displayed and greater flexibility in

1 Tutorial 7 Creating Custom Reports Report Concepts An object you use to view and print records in a custom layout Reports give more control over how data is displayed and greater flexibility in presenting summary information than a form or datasheet can sort data rows can present data in groups, calculate summaries such as group totals and grand totals RecordSource property if all data comes from a single table, base the report on the table if data comes from more than 1 table, base the report on a query Can build a report from scratch or modify a report created by Report Wizard First design the report s contents and appearance, then build it 2 1

2 Four Views of a Report Print Preview preview every page in the report as it will print Design View modify the report can see all 7 sections of a report Report View interactive view that can be filtered before printing or to copy a selected portion of the report Layout View a hybrid of Design View and Report View modify many aspects of the report while viewing actual data 3 Seven Sections of a Report Report Header appears once at beginning of report printed before the page header for 1st page of report e.g.: for cover page, logo, report title, instructions Page Header appears at top of each page of report e.g.: for column headings, report titles, page numbers, date Group Header appears at the beginning of each new group of rows reports can have up to 10 grouping levels e.g.: for group name & other information common to each row in the group Detail appears once for each row in underlying table/query is the main body of report s data e.g.: print selected fields and calculated results 4 2

3 (continued) Seven Sections of a Report Group Footer appears at the end of each group of records e.g.: for group subtotals Report Footer appears once at the very end of the report appears before the page footer for the last page e.g.: for grand totals and other summary information Page Footer appears at bottom of each page of report e.g.: for page numbers, date/time, explanatory text 5 Review from Tutorial 6 Categories of Controls Bound control use to print field values from table/query (as with forms) available in the Field List place where desired on report each bound field has text box/combo box/check box & associated label Control Source property is the field s name Unbound control static content that decorates the report or adds other functionality eg: label, rectangle, image, navigation combo box Calculated control displays the result of an expression/calculation Control Source property is an expression to be solved 6 3

4 Review from Tutorial 6 Moving and Resizing Controls Just as with Forms Review techniques to select multiple controls move handle vs. sizing handles can use arrow keys to selected control(s) using the keyboard [Ctrl] + arrow key to nudge a smaller distance Arrange Size To Fit Arrange Align 7 Filtering a Report Session 1 Available in Report View Similar to Filter By Selection in a Datasheet or Form Can print/copy the filtered subset of records use rptarticle to filter only articles by Leroy Johnson. 8 4

shading for every-other detail line modify rptarticle to show average length switch to Design View, inspect both controls added to

5 Modifying a Report Control Properties Control Source Row Source Caption Format Alternate Fill/Back Color to shade every-other detail line in a group Totals creates calculated control to total each Group and a Grand Total at the end of the report provide gray shading for every-other detail line modify rptarticle to show average length switch to Design View, inspect both controls added to the report 9 Session 2 Creating a Query for a Report RecordSource property Main reasons to use a query as source of records for report 10 5

6 Review the Articles By Writer report and identify fields to be presented grouping and sorting to be performed each section to be utilized which controls are bound, unbound, calculated Create qryarticlesbywriter to serve as the source of data for the new report. Create a new, blank report. Set the Record Source to qryarticlesbywriter. Save as rptarticlesbywriter. 11 The Report Design Window Several aspects similar to Form Design view Field List Properties Sheet Sections Blank Report has Page Header, Detail, and Page Footer sections Report Header and Report Footer sections are not included use Arrange Show Hide Report Header and Footer to obtain modify rptarticlesbywriter to include Report Header & Footer place controls in Report Header, Page Header and Detail sections save rptarticlesbywriter 12 6

7 Resizing Sections How resize a section s Height? What happens when a section is taller than it needs to be? reduce Detail section s height save rptarticlesbywriter All sections of a report have the same Width Width is a Report property, not a Section property What if the report is wider than page and margins allow? classic problem: every-other-page is blank! 13 Grouping and Sorting Group a collection of records, along with introductory and summary information (i.e., group header/ group footer) can sort by up to 10 fields/expressions, any of which can be a group Group & Sort button opens/closes the Group, Sort and Total Pane Add a Group button adds Group Header section but not Group Footer 14 7

8 Grouping and Sorting add grouping to rptarticlesbywriter add sorting to rptarticlesbywriter Keep Together property prevents orphan Group Header/Group Footer sections modify to use Keep whole group together on one page 15 Calculating Group Totals Example: =SUM([field name]) in a text box control max, min, avg, count, others also available Which text box property does it need to be in? When placed in Group Footer, you obtain When placed in Report Footer, you obtain When placed in Page Footer, you obtain place, size & align controls in Report Footer 16 8

Enhancing a Report Adding the Date to a Report Design Tab Controls section Date & Time button text box with =Date() as its Control Source and Format property Adding Page Numbers to a Report Design

button adds a label for report s title automatically placed in Report Header section what if the title was moved to the Page Header section instead?

9 Enhancing a Report Adding the Date to a Report Design Tab Controls section Date & Time button text box with =Date() as its Control Source and Format property Adding Page Numbers to a Report Design Tab Controls section Insert Page Number placement choice of Page Header or Page Footer text box with ="Page "&[Page] as Control Source Adding a Title to a Report Design Tab Controls section Title button adds a label for report s title automatically placed in Report Header section what if the title was moved to the Page Header section instead? : add controls to Page Footer change Left and right margins to 1 Session 3 17 Hiding Duplicate Values in a Group Report Can suppress the display of a control when its value is the same as that of the preceding record only meaningful to hide duplicates when detail rows are sorted Select field s bound control, set Hide Duplicates property to Yes when a page break occurs, the field s value will be displayed in the first detail row of the new page 18 9

More Properties Caption property Label: sets a label s text Tab Control Page: sets the page s tab text Form/Report: sets the Title Bar text for form/report s window (lib?

10 More Properties Caption property Label: sets a label s text Tab Control Page: sets the page s tab text Form/Report: sets the Title Bar text for form/report s window (lib?) Can Grow property Yes= the section/control grows vertically so that all data it contains can be printed or previewed No=the section/control doesn't grow. Data that doesn't fit within the fixed size won't be printed or previewed Can Shrink property Yes= the section/control shrinks vertically so the data it contains can be printed or previewed without leaving blank space No= the section/control doesn't shrink and blank space appears 19 Creating Mailing Labels Labels are a Report object Label Wizard 1. select source of data 2. select label manufacturer &type 3. place fields 4. specify sort order Many labels are multi-column Page Layout Columns to see/set multiple column settings 20 10

GO! with Microsoft Access 2016 Comprehensive

GO! with Microsoft Access 2016 Comprehensive First Edition Chapter 3 Forms, Filters, and Reports 2 Create and Use a Form to Add and Delete Records A form is a database object that can be used to: display