2_Reports_presentation_l2_v1

Microsoft® Access® 2010 Training

Create a basic report

Create reports for a new database

The steps for creating a basic report.

The Report tool is the easiest way to create a report. Like the Form tool that you saw in an earlier course, the Report tool automatically creates a report that is bound, or connected, to a single data source, either a table or query.

Create a basic report

Create reports for a new database

The steps for creating a basic report.

In the Navigation Pane, select the table or query that you want to use as the data source for the report.

Click the Create tab, and in the Reports group, click Report. Access creates a report that includes all the fields in your data source. The report automatically uses the tabular layout, and if your data source contains enough fields, Access creates the report in landscape format.

Create a basic report

Create reports for a new database

The steps for creating a basic report.

The report opens in Layout view, which gives you a chance to change it.

Group and sort data

Create reports for a new database

Grouping and sorting data in a report.

One of the more powerful things you can do in a report is group and sort your data.

For example, if you want to know which supplier provided a given set of computers, then grouping your assets by supplier can give you that information quickly and easily.

Group and sort data

Create reports for a new database

Grouping and sorting data in a report.

You can group tabular or stacked reports.

Open your report in Layout view, and on the Design tab, in the Grouping & Totals group, click Group & Sort. The Group, Sort, and Total pane appears below your report.

In the pane, click Add a group, and then select the field by which you want to group your data. Access groups your data to reflect your choice.

Group and sort data

Create reports for a new database

Grouping and sorting data in a report.

You can add 10 grouping levels to a report, and you can sort each level, if you need to.

If you want to sort your data, click Add a sort, select a field, and again Layout view shows you your changes.

Add sums to your report

Create reports for a new database

The process for adding sums to a report.

In addition to grouping and sorting, you can add subtotals, grand totals, and other calculations to your reports.

With your report still open in Layout view, start the Group, Sort, and Total pane, click a grouping level, and then click More.

Locate the “totaled” field and click the arrow next to it.

Add sums to your report

Create reports for a new database

The process for adding sums to a report.

Use the Totals dialog box to select the field you want to calculate, the type of calculation you want to use, such as a sum or average, and to set options such as subtotals and grand totals.

When you finish, your report displays the calculations.

Create a report from scratch

Create reports for a new database

Using Layout view to change a report.

If you don’t like the results you get with the Report tool, you can use Layout view to build a report manually, a process that gives you more control.

You drag fields from a list, arrange them to your liking, and group them.

Create a report from scratch

Create reports for a new database

Using Layout view to change a report.

On the Create tab, in the Reports group, click Blank Report. Access creates a blank report and displays the Field List task pane.

In the Field List task pane, open the table you want to use as a data source, then drag fields to the report. Access automatically uses the tabular layout..

Create a report from scratch

Create reports for a new database

Using Layout view to change a report.

If you want to use a different layout, highlight the fields in the report by clicking the Layout Selector, the cross in the upper-left corner of the layout, and then....

On the Arrange tab, in the Table group, click Stacked. Access rearranges the fields.

Create a report with the Report Wizard

Create reports for a new database

The steps for using the Report Wizard.

The Report Wizard is a fast way to create a report with a large number of fields and a complex layout.

Click the Create tab, and in the Reports group, click Report Wizard.

Complete the wizard. As part of that, you select a data source, and then ...

Select the fields you want to use, grouping options, a style, and more.

Ways to change a report

Create reports for a new database

Changing a report in Layout and Design views.

You can use Layout view or Design view to change a report. Layout view works best when you need to change the look and feel of a report. For example, you can rearrange fields, change their sizes, or apply a pre-made style.

In contrast, Design view gives you control over every facet of your report. For example, you can add text boxes that display the date and time that you ran a report.

Ways to change a report

Create reports for a new database

Changing a report in Layout and Design views.

To open a report in Layout view, go to the Navigation Pane, right-click the report, and click Layout View.

Use the commands in the Design, Arrange, Format, or Page Setup tabs. For example, on the Design tab, in the Themes group, click a visual theme to apply it to the report.

Ways to change a report

Create reports for a new database

Changing a report in Layout and Design views.

Follow the same steps to open a report in Design view.

Once you’re there, you can insert a number of controls, such as check boxes or date-and-time controls.

Suggestions for practice

Create a report with the Report tool.
Group and sort the report.
Add subtotals and grand totals to the report.
Use Design view to label your subtotals.
Add labels in Layout view.
Create a report from scratch.
Use the Report Wizard.

Create reports for a new database

Online practice (requires Access 2010)

Test question 1

You can add as many as _____ levels of grouping to a report. (Pick one answer.)

Create reports for a new database

Seven.
Five.
Ten.

Test question 1

You can add as many as _____ levels of grouping to a report.

Create reports for a new database

You can also specify sums, counts, and sort orders for each group.

Answer:

Ten.

Test question 2

All reports must contain which of the following? (Pick one answer.)

Create reports for a new database

A title section.
A date/time section.
A detail section.
A footnote section.

Test question 2

All reports must contain which of the following?

Create reports for a new database

All reports must have a detail section. They’re meaningless, otherwise.

Answer:

A detail section.

Test question 3

You can add controls to a report when working in Design view. (Pick one answer.)

Create reports for a new database

True.
False.

Test question 3

You can add controls to a report when working in Design view.

Create reports for a new database

You can add dates and times, logos, check boxes, and more.

Answer:

True.

Test question 4

The important thing to remember when designing reports is: (Pick one answer.)

Create reports for a new database

They must be clear and easy to understand.
They must contain a date and time.
They must group data in some way.
They must use all the available report sections.

Test question 4

The important thing to remember when designing reports is:

Create reports for a new database

You can include as few or as many elements as you need to make the information clear.

Answer:

They must be clear and easy to understand.