1. Developing Effective Reports 1 Chapter 5 “Nothing succeeds like reports of success.”—Sue Sanders

2. 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

3. 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

4. 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

5. 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

6. 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

7. Comparing Forms and Reports Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 7

8. 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

9. Examples of Access Reports Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 9

10. Types of Reports Available in Access Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 10

11. Types of Reports Available in Access (continued) Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 11

12. 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

13. 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

14. 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

15. Creating a Report Using the Report Tool Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 15

16. 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

17. 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

18. 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

19. Report Controls Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 19

20. Four Report Views Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 20

21. 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

22. 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

23. 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

24. 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

25. Common Section Properties Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 25

26. Common Report Properties Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 26

27. 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

28. 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

29. 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

30. Using the Report Wizard to Created a Grouped Report Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 30

31. 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

32. 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

33. 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

34. 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

35. 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

36. 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

37. 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

38. 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

39. Group, Sort, and Total Pane Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 39

40. 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

41. 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

42. 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

43. Creating a Sales Report Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 43

44. 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

45. 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

46. 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

47. 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

48. 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

49. 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

50. 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

51. 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

52. Advanced Label Formatting Modify label layout created by Label Wizard Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 52

53. 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

54. 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

55. 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

56. 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

57. Setting Conditional Formatting for the Calculated Percent Field Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 57

58. 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

59. 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