Developing Effective Reports<br />1<br />Chapter 5<br />“Nothing succeeds like reports of success.”—Sue Sanders<br />
Chapter Introduction<br />Reports<br />Reflect the information in the database<br />Summarize business activities<br />Use...
Tools Covered In This Chapter<br />Conditional formatting<br />Label Wizard<br />Page breaks<br />Queries<br />Report tool...
Level 1 Objectives:Creating Simple Reports and Labels<br />Create and modify basic reports<br />Improve information conten...
Understanding Reports<br />Report <br />Presents information from one or more database tables <br />Printed format<br />Pr...
Understanding Reports (continued)<br />Accomplish goals with reports<br />Create printed copy of information used regularl...
Comparing Forms and Reports<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br ...
Choosing the Appropriate Type of Report<br />Determine report purpose and audience<br />Before developing<br />Report type...
Examples of Access Reports<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br /...
Types of Reports Available in Access<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Appr...
Types of Reports Available in Access (continued)<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-...
Planning Basic Reports<br />Start by creating reports for various functions within pharmacy 	<br />Managers of areas can r...
Creating and Modifying Basic Reports<br />Report tool<br />Create report that displays all fields and records in single ta...
Creating a Report Using the Report Tool<br />In the Navigation Pane, click the table on which you want to base the report<...
Creating a Report Using the Report Tool<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving A...
Creating a Report Using the Report Wizard<br />Provides quick way to select only fields you want to display in report <br ...
Creating a Report Using the Report Wizard (continued)<br />Pages<br />Fields<br />Grouping<br />Sorting<br />Layout and or...
Modifying a Report in Design View<br />Can also create reports from scratch in Design view<br />Control <br />Small object...
Report Controls<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />19<br />
Four Report Views<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />20<br />
Modifying a Report in Design View (continued)<br />Report sections:<br />Report header<br />Page header<br />Group header<...
Modifying a Report in Design View (continued)<br />View property sheet for section <br />Double-click section bar<br />Rep...
Modifying a Report in Design View (continued)<br />Report design checklist:<br />Does all data in detail area appear or is...
Modifying a Report in Design View (continued)<br />Report design checklist:<br />Do any errors or blank pages appear when ...
Common Section Properties<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />...
Common Report Properties<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />2...
Moving Detail Fields to Multiple Lines on a Report<br />Increase length of detail section to make room for second row of t...
Creating a Custom Style for Reports<br />Click AutoFormat button on Arrange tab<br />Create custom AutoFormat based on rep...
Creating a Grouped Report Using a Single Table<br />Grouped report<br />Groups records based on values in one or more fiel...
Using the Report Wizard to Created a Grouped Report<br />Succeeding in Business with Microsoft Office Access 2007: A Probl...
Creating Labels Using the Label Wizard<br />Store name and address information in Access database<br />Create simple repor...
Creating Labels Using the Label Wizard (continued)<br />Build prototype of label <br />By selecting necessary fields one a...
Level 1 Summary<br />Report<br />Printed version of data<br />Create using<br />Report tools<br />Report Wizard<br />Use d...
Level 2 Objectives: Developing Management Reports to Support Decision Making<br />Create a custom report<br />Add calculat...
Creating Custom Reports<br />Custom reports<br />Require data from more than one table <br />Have calculated fields <br />...
Creating a Report Using Fields from Multiple Tables<br />Limit records included in report or use parameter values <br />Ba...
Creating a Report Using Fields from Multiple Tables (continued)<br />Parameter queries allow user input<br />Dialog box re...
Adding or Modifying Grouping Levels to a Report<br />Add grouping level after creating original report<br />Sort fields ca...
Group, Sort, and Total Pane<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br ...
Improving the Information Content of Grouped Reports<br />Group header <br />Area on report used to indicate start of new ...
Improving the Information Content of Grouped Reports (continued)<br />Tabular reports that have large amounts of data <br ...
Grouping on Date and Time<br />Accounting reports <br />Usually prepared for monthly quarterly and annual time periods<br ...
Creating a Sales Report<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />43...
Grouping on Date and Time (continued)<br />Last function <br />Returns value for last row encountered for each group<br />...
Changing the Record Source and Adding Fields<br />Report designers often need to change source of data for report after it...
Forcing a Page Break After Each Group<br />Print data for one person only<br />Insert page break control to force page bre...
Level 2 Summary<br />Custom reports<br />Grouping organizes information<br />Group on any sort field<br />Group header/foo...
Level 3 Objectives:Designing Reports for Data Analysis<br />Define conditional formatting rules in a report<br />Develop r...
Creating Advanced Reports in Design View<br />Create report in Design view<br />Click Create tab on the Ribbon<br />Click ...
Exporting Access Data to Microsoft Excel<br />Select the query you want to export<br />Clic kthe External Data tab<br />Cl...
Beyond Calculated Fields<br />To use summary options from Report Wizard<br />Must have numeric field<br />Base report on q...
Advanced Label Formatting<br />Modify label layout created by Label Wizard<br />Succeeding in Business with Microsoft Offi...
Modifying Labels in Design View<br />Use properties of controls to modify label precisely<br />Succeeding in Business with...
Including Additional Data for Analysis<br />Subreport<br />Provides information similar to subform<br />Apply conditional ...
Adding a Subreport to a Report<br />Access supports grouping <br />Arrange data in hierarchical way by nesting groups<br /...
Conditional Formatting for Report Values<br />Conditional formatting <br />Add formatting features such as color bold or l...
Setting Conditional Formatting for the Calculated Percent Field<br />Succeeding in Business with Microsoft Office Access 2...
Level 3 Summary<br />Create report in design view<br />Insert components into report<br />Chart<br />Subreport<br />Subfor...
Chapter Summary<br />Report<br />Printed version of data<br />Use Design view to customize appearance and data<br />Groupi...
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Ch05 Access

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Ch05 Access

  1. 1. Developing Effective Reports<br />1<br />Chapter 5<br />“Nothing succeeds like reports of success.”—Sue Sanders<br />
  2. 2. Chapter Introduction<br />Reports<br />Reflect the information in the database<br />Summarize business activities<br />Use reports to format data in an attractive and informative layout for printing<br />Often based on data in multiple tables<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />2<br />
  3. 3. Tools Covered In This Chapter<br />Conditional formatting<br />Label Wizard<br />Page breaks<br />Queries<br />Report tool<br />Report Wizard<br />Sorting and Grouping<br />Subreports<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />3<br />
  4. 4. Level 1 Objectives:Creating Simple Reports and Labels<br />Create and modify basic reports<br />Improve information content of reports <br />Sorting and summarizing<br />Create labels using Label Wizard<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />4<br />
  5. 5. Understanding Reports<br />Report <br />Presents information from one or more database tables <br />Printed format<br />Provide most options and advantages for printing database content<br />Organize and format information to create professional presentation<br />Include numeric and textual data<br />Maintain flexibility when displaying summary information<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />5<br />
  6. 6. Understanding Reports (continued)<br />Accomplish goals with reports<br />Create printed copy of information used regularly<br />Distribute information to others<br />Customize organization and appearance of printed information <br />Group or summarize information for <br />Reporting to others <br />Calculating running totals<br />Group totals<br />Grand totals<br />Percentages of totals<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />6<br />
  7. 7. Comparing Forms and Reports<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />7<br />
  8. 8. Choosing the Appropriate Type of Report<br />Determine report purpose and audience<br />Before developing<br />Report types<br />Detailed<br />Grouped<br />Summary<br />Mailing labels<br />Multiple-column<br />Types of reports can contain other reports<br />Called subreports<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />8<br />
  9. 9. Examples of Access Reports<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />9<br />
  10. 10. Types of Reports Available in Access<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />10<br />
  11. 11. Types of Reports Available in Access (continued)<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />11<br />
  12. 12. Planning Basic Reports<br />Start by creating reports for various functions within pharmacy <br />Managers of areas can review reports <br />Comment on usefulness and appearance<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />12<br />
  13. 13. Creating and Modifying Basic Reports<br />Report tool<br />Create report that displays all fields and records in single table or query<br />Report Wizard<br />Guides you through steps of creating report <br />Based on one or more tables or queries<br />Asks questions about <br />Record sources <br />Fields<br />Layout<br />Format<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />13<br />
  14. 14. Creating a Report Using the Report Tool<br />In the Navigation Pane, click the table on which you want to base the report<br />Click the Create tab of the Ribbon and click the Report tool. Access creates a report that includes all the fields from the record source<br />Save the report<br />Naming reports<br />Use rpt prefix<br />Choose meaningful name<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />14<br />
  15. 15. Creating a Report Using the Report Tool<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />15<br />
  16. 16. Creating a Report Using the Report Wizard<br />Provides quick way to select only fields you want to display in report <br />Based on one or more tables or queries<br />Select one of several layouts and styles for report<br />Create report with Report Wizard <br />Customize report in design view<br />Provides options for selecting fields<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />16<br />
  17. 17. Creating a Report Using the Report Wizard (continued)<br />Pages<br />Fields<br />Grouping<br />Sorting<br />Layout and orientation<br />Style<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />17<br />
  18. 18. Modifying a Report in Design View<br />Can also create reports from scratch in Design view<br />Control <br />Small object such as text box <br />Displays data or line to separate one record from another<br />Modify report in Design view <br />Switch to Print Preview to see effects of changes<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />18<br />
  19. 19. Report Controls<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />19<br />
  20. 20. Four Report Views<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />20<br />
  21. 21. Modifying a Report in Design View (continued)<br />Report sections:<br />Report header<br />Page header<br />Group header<br />Detail<br />Group footer<br />Page footer<br />Report footer<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />21<br />
  22. 22. Modifying a Report in Design View (continued)<br />View property sheet for section <br />Double-click section bar<br />Report caption<br />Name of report in title bar<br />Report design checklist:<br />Is report in format chosen for all reports?<br />Does title label caption need to be modified?<br />Have I changed report caption?<br />Can I read complete column headings or are they truncated?<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />22<br />
  23. 23. Modifying a Report in Design View (continued)<br />Report design checklist:<br />Does all data in detail area appear or is some truncated?<br />Is report so wide that it should use landscape orientation?<br />Is vertical spacing too spread out or too close?<br />If report has many numbers does it use gridlines to make reading it easier?<br />Do any extra items on report detract from its appearance?<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />23<br />
  24. 24. Modifying a Report in Design View (continued)<br />Report design checklist:<br />Do any errors or blank pages appear when report printed?<br />Would data have more information content if grouped?<br />Would summary data add to information content of report?<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />24<br />
  25. 25. Common Section Properties<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />25<br />
  26. 26. Common Report Properties<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />26<br />
  27. 27. Moving Detail Fields to Multiple Lines on a Report<br />Increase length of detail section to make room for second row of text by<br />Dragging page footer section bar down<br />Move fields<br />Add logos or other graphics<br />Using image button<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />27<br />
  28. 28. Creating a Custom Style for Reports<br />Click AutoFormat button on Arrange tab<br />Create custom AutoFormat based on report<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />28<br />
  29. 29. Creating a Grouped Report Using a Single Table<br />Grouped report<br />Groups records based on values in one or more fields<br />Makes report more informative<br />Calculate totals and other values for each group<br />Create using Report Wizard<br />Only allows four grouping levels<br />Create using Design view<br />Up to 10 grouping levels allowed<br />Group level determines how groups nested<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />29<br />
  30. 30. Using the Report Wizard to Created a Grouped Report<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />30<br />
  31. 31. Creating Labels Using the Label Wizard<br />Store name and address information in Access database<br />Create simple report formatted to look like mailing label<br />Report extracts address data from table or query <br />Organizes it to print label for each address in record source<br />Use Label Wizard<br />Specify record source for mailing label report<br />Select type of label<br />Customize mailing labels using design view<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />31<br />
  32. 32. Creating Labels Using the Label Wizard (continued)<br />Build prototype of label <br />By selecting necessary fields one at a time<br />Press enter key to move to next line<br />Specify sort order for labels<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />32<br />
  33. 33. Level 1 Summary<br />Report<br />Printed version of data<br />Create using<br />Report tools<br />Report Wizard<br />Use design view to customize appearance and data<br />Save design as AutoFormat<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />33<br />
  34. 34. Level 2 Objectives: Developing Management Reports to Support Decision Making<br />Create a custom report<br />Add calculations to a report<br />Look at design view and properties<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />34<br />
  35. 35. Creating Custom Reports<br />Custom reports<br />Require data from more than one table <br />Have calculated fields <br />Use summary statistics<br />Require parameter input at time report run<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />35<br />
  36. 36. Creating a Report Using Fields from Multiple Tables<br />Limit records included in report or use parameter values <br />Base report on query<br />Resolving error messages in mailing labels<br />May see error message when previewing or printing mailing labels<br />Before modifying column widths <br />Check to see if data in labels all printing<br />Modify column widths to eliminate errors<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />36<br />
  37. 37. Creating a Report Using Fields from Multiple Tables (continued)<br />Parameter queries allow user input<br />Dialog box requesting information to be used as criteria for retrieving records<br />Enter parameter [Prompt?]<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />37<br />
  38. 38. Adding or Modifying Grouping Levels to a Report<br />Add grouping level after creating original report<br />Sort fields can also serve as grouping fields<br />Group header <br />Includes name of group<br />Group footer<br />Includes count or subtotal for records in group<br />Use sorting and grouping button<br />Each report can have up to 10 sort fields<br />Any sort field can also be grouping field<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />38<br />
  39. 39. Group, Sort, and Total Pane<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />39<br />
  40. 40. Improving the Information Content of Grouped Reports<br />Group header <br />Area on report used to indicate start of new group<br />Text or controls located in group header shown once for group<br />Group footer section <br />Shown only once at end of any group detail<br />Most often used to contain summary data such as subtotals for data in group<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />40<br />
  41. 41. Improving the Information Content of Grouped Reports (continued)<br />Tabular reports that have large amounts of data <br />Often contain more information content if report uses grouping<br />Organize data into smaller segments <br />Easier to comprehend<br />Calculated fields <br />General format <br />Use equal sign followed by calculation<br />Most developers recommend creating calculation in query <br />Use query as basis for report<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />41<br />
  42. 42. Grouping on Date and Time<br />Accounting reports <br />Usually prepared for monthly quarterly and annual time periods<br />Report Wizard has built-in grouping options for date/time fields<br />Use same date field for multiple time periods<br />Create query that shows only last refill for any customer within household<br />Use totals button<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />42<br />
  43. 43. Creating a Sales Report<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />43<br />
  44. 44. Grouping on Date and Time (continued)<br />Last function <br />Returns value for last row encountered for each group<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />44<br />
  45. 45. Changing the Record Source and Adding Fields<br />Report designers often need to change source of data for report after it is created<br />Change record source property in report’s property sheet<br />Copy object such as query form, label, or macro<br />Modify it for another use<br />May need to remove fields not included in new record source<br />Add field from underlying table or query to report <br />Drag field name from field list<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />45<br />
  46. 46. Forcing a Page Break After Each Group<br />Print data for one person only<br />Insert page break control to force page break<br />Use page break button<br />Insert page break in group footer<br />Keep together setting in Properties dialog box <br />Keep heading and at least part of detail together<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />46<br />
  47. 47. Level 2 Summary<br />Custom reports<br />Grouping organizes information<br />Group on any sort field<br />Group header/footer<br />Modify report in design view<br />Change data source<br />Add fields<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />47<br />
  48. 48. Level 3 Objectives:Designing Reports for Data Analysis<br />Define conditional formatting rules in a report<br />Develop reports with subreports<br />Develop graphs<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />48<br />
  49. 49. Creating Advanced Reports in Design View<br />Create report in Design view<br />Click Create tab on the Ribbon<br />Click the Report Design button<br />Specify Data Source<br />Can also specify later<br />Add report header and footer if desired<br />Drag fields to detail section from field list<br />Add grouping and/or sorting<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />49<br />
  50. 50. Exporting Access Data to Microsoft Excel<br />Select the query you want to export<br />Clic kthe External Data tab<br />Click the desired button in the Export group<br />Select the destination<br />Open the query in Excel<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />50<br />
  51. 51. Beyond Calculated Fields<br />To use summary options from Report Wizard<br />Must have numeric field<br />Base report on query that includes numeric field<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />51<br />
  52. 52. Advanced Label Formatting<br />Modify label layout created by Label Wizard<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />52<br />
  53. 53. Modifying Labels in Design View<br />Use properties of controls to modify label precisely<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />53<br />
  54. 54. Including Additional Data for Analysis<br />Subreport<br />Provides information similar to subform<br />Apply conditional formatting to report <br />Display some information in certain color<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />54<br />
  55. 55. Adding a Subreport to a Report<br />Access supports grouping <br />Arrange data in hierarchical way by nesting groups<br />Subreports or subforms in report<br />Including charts or unrelated data<br />Create report to use as subreport first <br />Add it to main report in Design view<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />55<br />
  56. 56. Conditional Formatting for Report Values<br />Conditional formatting <br />Add formatting features such as color bold or larger fonts <br />Based on values in report<br />Specify up to three conditions for field<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />56<br />
  57. 57. Setting Conditional Formatting for the Calculated Percent Field<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />57<br />
  58. 58. Level 3 Summary<br />Create report in design view<br />Insert components into report<br />Chart<br />Subreport<br />Subform<br />Export to excel<br />Crosstab query<br />Apply conditional formatting<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />58<br />
  59. 59. Chapter Summary<br />Report<br />Printed version of data<br />Use Design view to customize appearance and data<br />Grouping organizes information<br />Insert components into report<br />Chart<br />Subreport<br />Subform<br />Export to Excel<br />Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach <br />59<br />

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