Creating Reports. There are several types of reports. We'll use Access Wizards and Tabs/Ribbons to design several simple reports.
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1 Creating Reports In this tutorial we'll cover the very basic steps of creating Reports. A good manual or some knowledgeable assistance will be essential to mastering reports. There are several types of reports. We'll use Access Wizards and Tabs/Ribbons to design several simple reports. For those who are accomplished with Access reports from earlier versions of Access this will be a whole new adventure with the Tab/Ribbons of 2010 Office. First, make sure that you have closed any Tables, Forms, or Queries on which you are working. Your Access screen should look similar to the image below. Click the Create Tab and the Create Ribbon will appear. Look at the Ribbon on the right side. You will see the Create Reports Group The Create Reports Group is enlarged on the right. We ll begin our Report lesson using the Report Wizard. Once you ve created a Report with the Wizard, you ll be somewhat familiar with Reports. We ll then use some of the other selections in this Group to create Reports. Click the Report Wizard selection in the Reports Group.
2 The Report Wizard Menu screen will appear: Read all the information in the Report Wizard menu screen. Only the fields you select from your table will show-in the report. To bring fields into the report individually you click-on the name of the field (in the list of fields in the area under Available Fields:) and then click-on the >. The order which you click-on the fields will be their order in the report. The >> brings over all of the fields. The < brings back one of the fields which you have selected and << brings back all of the fields. If you make a mistake, or want to start over, click the << selection to bring back all of the fields and try again. Let's begin. Click-on Last Name, then click-on > (notice how the First Name field went from the Available Fields: to Selected Fields:). Now do the same with the First Name, and Phone Number fields. These are the fields that will appear in our first report. Your Report Wizard menu screen should look like the one below.
3 If it does, click-on the Next> Button. If not, use the << to bring all the fields back and try again. Grouping in Reports This Report Wizard menu screen asks if you want to add Grouping. Grouping simply groups records by an item in the report you are designing. We will not be Grouping in this assignment. Your screen should now look like the one below.
4 Click-on Next> again. Another Report Wizard menu screen will follow. First, the above screen requests that you indicate a Sort Order. We ll sort by Last Name and then First Name. This way you ll have the names, in Last Name order and, where you have several people with the same Last Name, they ll be sub-sorted in First Name order. Notice the Ascending button to the right of the Sort boxes. This indicates that the Field that you select is in A to Z or ascending order. If you click-on this button, it will reverse the order from Z to A, or descending order. Click-on the small down arrow to the right of the first box and select Last Name. Leave the order as Ascending. Now, select First Name in the second box. When you are finished, your Report Wizard menu screen should look like the one above. Click-on OK. This will return you to the previous Wizard screen. Click-on Next> again.
5 This Report Wizard screen allows you to select a layout for your report. Click-in the small circles to the left of each choice in the Layout area and observe the results. For the moment, we ll stay with the default: Stepped. So click-again in that circle. Leave the report in Portrait Orientation. Note: At the bottom of the last Report Wizard menu screen there is a check in the small box to the left of Adjust the field width so all fields fit on a page. This is a very important check. This means that no matter how many fields you place in your report, they will all fit on one page. With a few fields in the report, this is no big deal. However, if you have a lot of fields, they will be all scrunched up and you ll notice that sometimes the Field Names and data for these fields are cut-off a bit. As mentioned at the beginning of the Reports section of the tutorial, this is where an advanced course or manual are almost essential. Click-on Next> again. The next Report Wizard will appear.
6 This menu screen allows you to select the Style that you would like for your report. Click-on the choices (Apex, Aspect, etc.) and see what each looks like. Choose whichever style you desire and click-on Next> again. The next Report Wizard screen is the last screen in the sequence. It allows you to select a title different from the name of your database - if you so choose. Note that the small circle in front of Preview the Report is dotted. When we click the Finish button Access 2010 will go to a preview copy of your report. We ll title this report Employee Phone List. Use this name, or any name you desire, and click-on Finish.
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