Access Chapter 4 Creating Reports and Forms
Objectives <ul><li>Create reports and forms using wizards </li></ul><ul><li>Group and sort in a report </li></ul><ul><li>A...
Creating a Report Using the  Report Wizard <ul><li>Start Access and open the JSP Recruiters database as described on pages...
Creating a Report Using the Report Wizard <ul><li>Click the  City  field and then click the Add Field button to add the Ci...
Creating a Report Using the Report Wizard <ul><li>Because you do  not  need to specify a sort order, click the Next button...
Creating a Report Using the Report Wizard Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
Grouping  and  Sorting  in a  Report <ul><li>Right-click  the  Clients by City report  in the Navigation Pane to produce a...
Grouping and Sorting in a Report <ul><li>Click the ‘ Add a group ’ button to add a group </li></ul><ul><li>Click the  City...
Grouping and Sorting in a Report Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
Adding  Totals  and  Subtotals <ul><li>Click the  Amount Paid  field on the first record to select the field </li></ul><ul...
Adding Totals and Subtotals Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
Resizing   Columns <ul><li>If necessary,  close  the Group, Sort, and Total pane by clicking the  Group & Sort  button on ...
Resizing Columns Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
Conditionally Format  Controls <ul><li>Click the  Current Due  field on the  first record  to select the field </li></ul><...
Conditionally Format Controls <ul><li>Click the  Font/Fore Color  button arrow for the format to be used when condition is...
Conditionally Format Controls Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
Filtering Records  in a Report <ul><li>Right-click  the  Amount Paid  field on the  second  record to display the shortcut...
Filtering Records in a Report Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
Printing  a Report <ul><li>Show the Navigation Pane, ensure the  Clients by City report  is selected, and then click the  ...
Add ing a  Field <ul><li>Right click  Layout  view to open  Report Layout Tools </li></ul><ul><li>If necessary, click the ...
Adding a Field Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
Including  Gridlines <ul><li>Open the  Client Financial Form  in  Layout view  and hide the Navigation Pane </li></ul><ul>...
Including Gridlines Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
Add ing a  Date <ul><li>Be sure the  Format  tab appears </li></ul><ul><li>Click the  Date  and  Time  button on the Forma...
Adding a Date Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
Changing  the  Format  of a  Control <ul><li>Click the  Date  control to select it </li></ul><ul><li>Be sure the  Format  ...
Changing the Format of a Control Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
Moving  a  Control <ul><li>Point to the  Date  control so that the mouse pointer changes to a  four-headed arrow  and then...
Moving a Control Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
Moving Controls in a  Control Layout <ul><li>Click the control for the  Client Type  field to select it </li></ul><ul><li>...
Moving Controls in a Control Layout Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
Summary <ul><li>Create reports and forms using wizards </li></ul><ul><li>Group and sort in a report </li></ul><ul><li>Add ...
Access Chapter 4 Complete
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Access Ch4 Creating Reports And Forms (Jy)

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Access Ch4 Creating Reports And Forms (Jy)

  1. 1. Access Chapter 4 Creating Reports and Forms
  2. 2. Objectives <ul><li>Create reports and forms using wizards </li></ul><ul><li>Group and sort in a report </li></ul><ul><li>Add totals and subtotals to a report </li></ul><ul><li>Resize columns </li></ul><ul><li>Conditionally format controls </li></ul><ul><li>Filter records in reports and forms </li></ul><ul><li>Print reports and forms </li></ul><ul><li>Add a field to a report or form </li></ul><ul><li>Include gridlines </li></ul><ul><li>Add a date </li></ul><ul><li>Change the format of a control </li></ul><ul><li>Move controls </li></ul>Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
  3. 3. Creating a Report Using the Report Wizard <ul><li>Start Access and open the JSP Recruiters database as described on pages AC 237-238 </li></ul><ul><li>Show the Navigation Pane if it is currently hidden </li></ul><ul><li>If necessary, click the Client table in the Navigation Pane to select it </li></ul><ul><li>Click Create on the Ribbon to display the Create tab </li></ul><ul><li>Click the Report Wizard button on the Create tab to start the Report Wizard </li></ul>Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
  4. 4. Creating a Report Using the Report Wizard <ul><li>Click the City field and then click the Add Field button to add the City field to the list of selected fields </li></ul><ul><li>Using the same technique, add the Client Number , Client Name , Amount Paid , and Current Due fields </li></ul><ul><li>Click the Next button to display the next Report Wizard screen which asks for grouping levels </li></ul><ul><li>Because you do not need to specify grouping levels, click the Next button to display the next Report Wizard screen, which asks for sort order </li></ul>Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
  5. 5. Creating a Report Using the Report Wizard <ul><li>Because you do not need to specify a sort order, click the Next button to display the next Report Wizard screen, which asks for your report layout preference </li></ul><ul><li>With Tabular layout and Portrait orientation selected, click the Next button to display the next Report Wizard screen, which asks for a style </li></ul><ul><li>If necessary, click the Module style to select it </li></ul><ul><li>Click the Next button and then type Clients by City as the report title </li></ul><ul><li>Click the Finish button to produce the report </li></ul><ul><li>Click the Close ‘Clients by City’ button to close the report </li></ul>Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
  6. 6. Creating a Report Using the Report Wizard Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
  7. 7. Grouping and Sorting in a Report <ul><li>Right-click the Clients by City report in the Navigation Pane to produce a shortcut menu </li></ul><ul><li>Click Layout View on the shortcut menu to open the report in Layout view </li></ul><ul><li>Hide the Navigation Pane </li></ul><ul><li>If a field list appears, close the Field List by clicking its Close button </li></ul><ul><li>If necessary, click the Group & Sort button on the Format tab to produce the ‘ Add a group ’ and ‘ Add a sort ’ buttons </li></ul>Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
  8. 8. Grouping and Sorting in a Report <ul><li>Click the ‘ Add a group ’ button to add a group </li></ul><ul><li>Click the City field in the field list to group records by city </li></ul><ul><li>Click the ‘ Add a sort ’ button to add a sort </li></ul><ul><li>Click the Client Name field in the field list to alphabetically sort by client name </li></ul>Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
  9. 9. Grouping and Sorting in a Report Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
  10. 10. Adding Totals and Subtotals <ul><li>Click the Amount Paid field on the first record to select the field </li></ul><ul><li>Click the Totals button on the Format tab to display the list of available calculations </li></ul><ul><li>Click Sum to calculate the sum of amount paid values </li></ul><ul><li>Using the same technique as in Steps 1 and 2, add totals for the Current Due field </li></ul>Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
  11. 11. Adding Totals and Subtotals Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
  12. 12. Resizing Columns <ul><li>If necessary, close the Group, Sort, and Total pane by clicking the Group & Sort button on the Design tab </li></ul><ul><li>Click the City column heading. </li></ul><ul><li>Point to the right boundary of the City column heading so that the pointer turns into a double-headed arrow </li></ul><ul><li>Drag the right boundary to the right so that the entire contents of the City column appear </li></ul>Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
  13. 13. Resizing Columns Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
  14. 14. Conditionally Format Controls <ul><li>Click the Current Due field on the first record to select the field </li></ul><ul><li>Click the Conditional button on the Format and Font tab to display the Conditional Formatting dialog box </li></ul><ul><li>Click the box arrow to display the list of available comparison phrases </li></ul><ul><li>Click greater than to select the greater than operator </li></ul><ul><li>Type 0 as the greater than value </li></ul>Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
  15. 15. Conditionally Format Controls <ul><li>Click the Font/Fore Color button arrow for the format to be used when condition is true to display a color palette </li></ul><ul><li>Click the dark red color in the lower corner of the color palette to select the color </li></ul><ul><li>Click the OK button in the Conditional Formatting dialog box to change the formatting </li></ul>Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
  16. 16. Conditionally Format Controls Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
  17. 17. Filtering Records in a Report <ul><li>Right-click the Amount Paid field on the second record to display the shortcut menu </li></ul><ul><li>Click Does Not Equal $0.00 on the shortcut menu ( Number Filters ) to restrict the records to those on which the Amount Paid is not $0.00 </li></ul>Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
  18. 18. Filtering Records in a Report Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
  19. 19. Printing a Report <ul><li>Show the Navigation Pane, ensure the Clients by City report is selected, and then click the Office Button to display the Microsoft Office menu </li></ul><ul><li>Point to Print on the Office Button menu and then click Quick Print on the Print submenu to print the report </li></ul>Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
  20. 20. Add ing a Field <ul><li>Right click Layout view to open Report Layout Tools </li></ul><ul><li>If necessary, click the Add Existing Fields button on the Format tab to display a field list </li></ul><ul><li>Point to the Specialties Needed field, press and hold the left mouse button , and then drag the mouse pointer until the line to the left of the mouse pointer is between the Client Number and Amount Paid fields </li></ul><ul><li>Release the left mouse button to place the field </li></ul><ul><li>Close the field list by clicking its Close button </li></ul><ul><li>Drag the right boundary of the Specialties Needed field to the approximate position </li></ul>Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
  21. 21. Adding a Field Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
  22. 22. Including Gridlines <ul><li>Open the Client Financial Form in Layout view and hide the Navigation Pane </li></ul><ul><li>If necessary, click Format on the Ribbon to display the Format tab </li></ul><ul><li>Ensure a field in the form is selected, then click the Gridlines button on the Format tab to display the Gridlines menu </li></ul><ul><li>Click Both on the Gridlines menu to specify both horizontal and vertical gridlines </li></ul>Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
  23. 23. Including Gridlines Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
  24. 24. Add ing a Date <ul><li>Be sure the Format tab appears </li></ul><ul><li>Click the Date and Time button on the Format tab to display the Date and Time dialog box </li></ul><ul><li>Click the option button for the second date format to select the format that shows the day of the month , followed by the abbreviation for the month , followed by the year </li></ul><ul><li>Click the Include Time check box to remove the check mark </li></ul><ul><li>Click the OK button in the Date and Time dialog box to add the date to the form </li></ul>Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
  25. 25. Adding a Date Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
  26. 26. Changing the Format of a Control <ul><li>Click the Date control to select it </li></ul><ul><li>Be sure the Format tab appears </li></ul><ul><li>Click the Font Color arrow on the Format tab to display a color palette </li></ul><ul><li>Click the white color in the upper-left corner of the Standard Colors section to change the font color for the date to white </li></ul>Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
  27. 27. Changing the Format of a Control Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
  28. 28. Moving a Control <ul><li>Point to the Date control so that the mouse pointer changes to a four-headed arrow and then drag the Date control to the lower boundary of the form heading </li></ul>Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
  29. 29. Moving a Control Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
  30. 30. Moving Controls in a Control Layout <ul><li>Click the control for the Client Type field to select it </li></ul><ul><li>Hold the SHIFT key down and click the control for the Specialties Needed field to select both fields </li></ul><ul><li>Press the left mouse button and then drag the fields to the position </li></ul><ul><li>Release the left mouse button to complete the movement of the fields </li></ul>Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
  31. 31. Moving Controls in a Control Layout Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
  32. 32. Summary <ul><li>Create reports and forms using wizards </li></ul><ul><li>Group and sort in a report </li></ul><ul><li>Add totals and subtotals to a report </li></ul><ul><li>Resize columns </li></ul><ul><li>Conditionally format controls </li></ul><ul><li>Filter records in reports and forms </li></ul><ul><li>Print reports and forms </li></ul><ul><li>Add a field to a report or form </li></ul><ul><li>Include gridlines </li></ul><ul><li>Add a date </li></ul><ul><li>Change the format of a control </li></ul><ul><li>Move controls </li></ul>Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
  33. 33. Access Chapter 4 Complete

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