This document discusses advanced report techniques in Microsoft Access 2013, including relating additional tables, creating queries for reports, and designing reports with fields, text boxes, grouping, formatting, subreports, titles, page numbers, dates, totals, subtotals, and conditional values. The chapter objectives are covered through examples and steps for each technique.
2. • Create and relate additional tables
• Create queries for reports
• Create reports in Design view
• Add fields and text boxes to a report
• Format report controls
• Group and ungroup report controls
• Update multiple report controls
Advanced Report Techniques 2
Objectives
3. • Add and modify a subreport
• Modify section properties
• Add a title, page number, and date to a report
• Preview, print, and publish a report
• Add totals and subtotals to a report
• Include a conditional value in a report
Advanced Report Techniques 3
Objectives
5. • Create and relate additional tables.
• Create queries for a report
• Create a report
• Specify grouping and sorting
• Add fields and text boxes to the report
• Add a subreport to the report
• Add a title, page number, and date to the report
• Create a second report
Advanced Report Techniques 5
Roadmap
6. • Tap or click the Relationships button (DATABASE TOOLS tab |
Relationships group) to open the Relationships window
• Tap or click the Show Table button (RELATIONSHIP TOOLS
DESIGN tab | Relationships group) to display the Show Table
dialog box
• Tap or click each table to add, tapping or clicking the Add button
after each table, and then tap or click the Close button
• Drag the primary key from one table to the same field in the
related table
• If desired, tap or click the Enforce Referential Integrity check box
• Tap or click the Create button to create the relationship
• Tap or click the Save button on the Quick Access Toolbar to save
the changes and then tap or click the Close button
(RELATIONSHIP TOOLS DESIGN tab | Relationships group)
Advanced Report Techniques 6
Relating Tables
8. • Tap or click the Query Design button (CREATE tab
| Queries group) to create a new query
• Add the desired table(s) to the query
• Add the desired fields to the design grid
• In the field to contain the expression, tap or click
the Builder button (QUERY TOOLS DESIGN tab |
Query Setup group) to display the Expression
Builder dialog box
Advanced Report Techniques 8
Creating an Additional Query for the
Repot Using Expression Builder
10. • Tap or click the Report Design button (CREATE tab | Reports
group) to create a report in Design view
• Ensure the selector for the entire report, the box in the upper-
left corner of the report, is selected
• Tap or click the Property Sheet button (REPORT DESIGN TOOLS
Design tab | Tools group) to display a property sheet
• With the All tab (Property Sheet) selected, tap or click the
Record Source property box arrow to display the list of available
tables and queries
• Tap or click the desired table or query to use as the record
source for the report
• Close the property sheet by tapping or clicking the Property
Sheet button (REPORT DESIGN TOOLS DESIGN tab | Tools group)
Advanced Report Techniques 10
Creating an Initial Report in Design View
12. • Tap or click the Group & Sort button (REPORT
DESIGN TOOLS DESIGN tab | Grouping & Totals
group) to display the Group, Sort, and Total pane
• Tap or click the ‘Add a group’ button to display the
list of available fields for grouping
• Tap or click the field to group by
• Tap or click the ‘Add a sort’ button to display the
list of available fields for sorting
• Tap or click the field to sort by
Advanced Report Techniques 12
Grouping and Sorting
14. • Tap or click the ‘Add Existing Fields’ button (REPORT DESIGN
TOOLS DESIGN tab | Tools group) to display a field list
• Drag the field to add from the field list to the desired
location
• Adjust the positions of the labels to their desired
location(s). To move the control or the attached label
separately, drag the large handle in the upper-left corner of
the control or label. You can align controls using the Align
button (REPORT DESIGN TOOLS ARRANGE tab | Sizing &
Ordering group) or adjust spacing by using the Size/Space
button (REPORT DESIGN TOOLS ARRANGE tab | Sizing &
Ordering group)
Advanced Report Techniques 14
Adding Fields to the Report
in Design View
16. • Tap or click the label to change two times
• Erase the current entry and type the new entry
Advanced Report Techniques 16
Changing Labels
17. • Tap or click the Text Box tool (REPORT DESIGN TOOLS
DESIGN tab | Controls group) and move the pointer to the
desired position
• Tap or click the desired location to place a text box on the
report
• Tap or click in the text box to produce an insertion point
• In the text box, type the desired expression
• Tap or click in the text box label to select the label and then
tap or click the label a second time to produce an insertion
point
• Type the desired text box label text
• Move the text box and label to the desired location
Advanced Report Techniques 17
Adding Text Boxes
19. • Tap or click the View
button arrow (REPORT
DESIGN TOOLS
DESIGN tab | Views
group) to produce the
View menu
• Tap or click Print
Preview on the View
menu to view the
report in Print Preview
Advanced Report Techniques 19
Viewing the Report in Print Preview
20. • Tap or click the control to format, and then tap or
click the Property Sheet button (REPORT DESIGN
TOOLS DESIGN tab | Tools group) to display the
property sheet
• If necessary, tap or click the All tab
• Set the desired properties in the property sheet
• Remove the property sheet by tapping or clicking
the Property Sheet button (REPORT DESIGN
TOOLS DESIGN tab | Tools group) a second time
Advanced Report Techniques 20
Formatting a Control
22. • Select the controls to group
• Tap or click the Size/Space button (REPORT
DESIGN TOOLS ARRANGE tab | Sizing & Ordering
group) to display the Size/Space menu
• Tap or click Group on the Size/Space button menu
to group the controls
Advanced Report Techniques 22
Grouping Controls
24. • To modify grouped controls, tap or click any one
of the grouped controls to select the group, and
then modify the properties in the property sheet
• To modify controls that are not grouped, select
each control first, and then modify the properties
in the property sheet
Advanced Report Techniques 24
Modifying Grouped and Non-grouped
Controls
25. • Tap or click the More button (REPORT DESIGN TOOLS
DESIGN tab | Controls group) to display a menu of
available tools
• Be sure the ‘Use Control Wizards’ button is selected,
tap or click the Subform/Subreport tool, and then
move the pointer, which has changed to a plus sign
with a subreport, to the desired location
• Tap or click the desired position to place the
subreport and display the SubReport Wizard dialog
box. Be sure the ‘Use existing Tables and Queries’
option button is selected
Advanced Report Techniques 25
Adding a Subreport
26. • Tap or click the Next button
• Tap or click the Tables/Queries box arrow
• Select the desired table or query for the
subreport, and then add the desired fields
• Tap or click the Next button and then ensure the
‘Choose from a list’ option button is selected
• Tap or click the Next button, type the desired
subreport name, and then tap or click the Finish
button
Advanced Report Techniques 26
Adding a Subreport
28. • Open the Navigation Pane, scroll to the desired
report to display, and press and hold or right-click
the report to produce a shortcut menu
• Tap or click Design View on the shortcut menu to
open the subreport in Design view
Advanced Report Techniques 28
Opening a Subreport in Design View
29. • Tap or click the control for which you want to change
the Can Grow property
• Tap or click the Property Sheet button (REPORT
DESIGN TOOLS DESIGN tab | Tools group) to display
the property sheet
• With the All tab selected, scroll down until the Can
Grow property appears, and then tap or click the Can
Grow property box arrow to display the list of
possible values for the Can Grow property
• Tap or click Yes in the list to allow the selected control
to grow as needed
Advanced Report Techniques 29
Changing the Can Grow Property
31. • Open the report containing the subreport in
Design view
• Tap or click the subreport and then drag the right
sizing handle to change the size to the desired
size, and then drag the subreport to the desired
position
• Scroll down in the main report so that the lower
boundary of the Detail section appears, and then
drag the lower boundary of the section to the
desired location
Advanced Report Techniques 31
Resizing the Subreport and the Report
in Design View
33. • Tap or click the label for the section to modify,
and then tap or click the Property Sheet button
(REPORT DESIGN TOOLS DESIGN tab | Tools
group) to display the property sheet
• Make the desired modifications in the property
sheet
Advanced Report Techniques 33
Modifying Section Properties
35. • Tap or click the Title button (REPORT DESIGN TOOLS
DESIGN tab | Header/Footer group) to add a title
• Tap or click the Page Numbers button (REPORT
DESIGN TOOLS DESIGN tab | Header/Footer group) to
display the Page Numbers dialog box
• Click the desired format and position
• Select the desired alignment, and whether you want
the number on the first page
• Tap or click the OK button
Advanced Report Techniques 35
Adding a Title, Page Number, and Date
36. • Tap or click the ‘Date and Time’ button (REPORT
DESIGN TOOLS DESIGN tab | Header/Footer
group) to display the Date and Time dialog box
• Tap or click the desired date format, and select
whether to include the time
• Tap or click the OK button
Advanced Report Techniques 36
Adding a Title, Page Number, and Date
38. • Press and hold or right-click the title bar for the Report
Header to select the header without selecting any of the
controls in the header
• Point to ‘Fill/Back Color’ arrow to display a color palette
• Tap or click White in the first row, first column of the color
palette
• Press and hold or right-click the Detail section to produce a
shortcut menu
• Point to the ‘Alternate Fill/Back Color’ arrow to produce a
color palette
• Tap or click None on the color palette to remove the
alternate color for the selected section
Advanced Report Techniques 38
Removing the Header Background Color
and the Alternate Color
40. • Tap or click the ‘Add Existing Fields’ button
(REPORT DESIGN TOOLS DESIGN tab | Tools
group) to display a field list
• Drag the field to add from the field list to the
desired location
Advanced Report Techniques 40
Adding Fields in a Report
41. • Scroll down so that the lower boundary of the
Detail section appears, and then drag the lower
boundary of the section to the desired location
Advanced Report Techniques 41
Resizing the Detail Section
42. • Tap or click the Group & Sort button (REPORT DESIGN
TOOLS DESIGN tab | Grouping & Totals group) to
display the Group, Sort, and Total pane
• Group by the desired field and set the desired
options
• Tap or click the Text Box tool (REPORT DESIGN TOOLS
DESIGN tab | Controls group), and then tap or click
the desired position for the text box
• Tap or click the text box to produce an insertion point
• Type the expression calculation for the sum (for
example, =Sum([Amount Paid]) ) and then press the
ENTER key
Advanced Report Techniques 42
Adding Totals and Subtotals
44. • Tap or click the Text Box tool (REPORT DESIGN
TOOLS DESIGN tab | Controls group) and tap or
click the desired location for the text box
• Tap or click the text box to select it, and then tap
or click the Property Sheet button (REPORT
DESIGN TOOLS DESIGN tab | Tools group) to
display a property sheet
• Tap or click the Control Source property to select
it
Advanced Report Techniques 44
Assigning a Conditional Value
45. • Tap or click the Build button to display the Expression
Builder dialog box
• Double-tap or double-click Functions in the first column to
display the function subfolders
• Tap or click Built-In Functions in the first column to display
the various function categories in the second column
• Scroll down in the second column so that Program Flow
appears, and then tap or click Program Flow to display the
available program flow functions in the third column
• Double-tap or double-click IIf in the third column to select
the IIf function
Advanced Report Techniques 45
Assigning a Conditional Value
46. • Tap or click the <expression> argument to select it
and type the desired expression (condition) (for
example, [Amount Paid]>20000 )
• Tap or click the <truepart> argument to select it and
type the desired truepart (for example, .04*[Current
Due] )
• Tap or click the <falsepart> argument to select it and
type the desired falsepart (for example, .02*[Current
Due] )
• Tap or click the OK button to specify the expression
as the control source for the text box
Advanced Report Techniques 46
Assigning a Conditional Value
48. • Create and relate additional tables
• Create queries for reports
• Create reports in Design view
• Add fields and text boxes to a report
• Format report controls
• Group and ungroup report controls
• Update multiple report controls
Advanced Report Techniques 48
Chapter Summary
49. • Add and modify a subreport
• Modify section properties
• Add a title, page number, and date to a report
• Preview, print, and publish a report
• Add totals and subtotals to a report
• Include a conditional value in a report
Advanced Report Techniques 49
Chapter Summary
