Lecture

Access – Reports

What’s a Report?

• Way to analyze your data– Groups

– Sum / Average

• Paper or HTML output(or screen preview)

• Based on live data (as your data changes, so does your report)

Why Use a Report?

• Sales Analysis• Commission Information• “Personalized” Letters• Customer Invoices• Service Tags• Mailing Labels• Tax Forms

Creating a Report: Access 2007

-Or Select Query/table first, and then click Report Wizard

Report Wizard Options

Report will open when Wizard finishes

Report Design

• Control settings:– Size and Location– Font and Font Size– Color, Background, and Borders

• Add Logos and Images• Change Record Grouping and

Sorting

objects in a report and form are called

"controls"

Design Mode

Record Detail

Page Footer

Report Header

Page Header

Report Footer

Design <-> Preview

Improving Design

Grouping Records

• Report details (records) can be grouped by any field in the query:– Date - Customer– Product - Etc

• Use Grouping to make your reports clearer or provide useful information

• Be sure to SORT within the group!

A simple report that lists the commissions employees earn on each sale. This could be basedoff a query with more meaningful, filtered results.

Creating a Group

At the bottom of the Design Window, CLICK: Add a Group

Sorting with the Group

Once your report is grouped , click on “Add a Sort”, so that your records are sorted properly within the Group.

Previewing the Group

Adding a Sum to a Group

To add value to our report, let’s add a Sum of the OrderPrice for each employee.

To add Sum functions for Order Price, SELECT OrderPrice object

CLICK: SUM Function (Sigma button) on the Design Ribbon to total the orders for each employee

Adding a Count Function to a Group

To count the numbers of Orders sold for each Employee:Drag in a new TextBoxTYPE: =Count([OrderPrice])

Report with Summary Info

Employee Name Header

Formatting

• Labels• Lines• Fit to one page

Mailing Labels

Mailing Labels: con’t

CHOOSE: Font Style from the next window and click Next

Mailing Labels: con’t

ADD Your fields to the label template. Be sure to press ENTER in between adding fields into the prototype label, so that each field appears on its own line

CLICK: FINISH and save your Report as Mailing LabelsCLICK: OK if you get any message prompts regarding printing margin errors.

Customized Labels