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Ch05 Access Ch05 Access Presentation Transcript

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