Reports

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Reports

• The Last Section of
• Access

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You have now studied

• Creating Tables
• Importing data from spreadsheets
• Creating forms
• Creating summary queries
• Creating detail queries
• And now..

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Reports

• These are easy.
• Theyre basically just easy-to-look-at versions
  of queries.
• Queries being specific information that you
  extract from tables of information, reports are
  queries that are made pretty.
• Again, there are a lot more things you can do
  with a report, but those things might be outside
  the realm of this class.

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To Make reports

• You start with a Query.
• Lets use the Query that shows the Favorite
  Teacher and the Sport played. I dont know what
  you named it, but it should show both student
  names, too.
• Find it, but dont open it up. All you need is
  the name, because youll create a report for that
  query.

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Click on the Reports button
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Then Click the Create Report by using Wizard
option
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Choose all the records from the query and add
them to the selected fields. Click Next.
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For now, lets not look at Grouping. Click Next.
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Here, you can sort your data for your report. We
want this sorted by the last names of the
students, ascending. Click Next.
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This step is just for appearances it doesnt
affect the function of the report. Choose
Columnar and Portrait. Next.
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Again, this only affects the way the report
looks.Choose Casual, then click next.
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Name the Report

• Naming is important, more so than with the query.
• You will probably only work with reports, so be
  sure the names are logical.

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And viola! The query made into a lovely report.

• Well, not THAT lovely.
• It is effective though notice that the
  information from the query is displayed in a
  logically presented form.
• You can improve on the form in design view.

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In Design View

• You can change almost anything about the report
  fonts, colors, location of data, etc. Most of
  your formatting tools are on the formatting
  toolbar here. Go ahead and change some fonts,
  colors, alignments, etc.
• One thing you cant change though is the contents
  of these four boxes.
• They pull the data from your report, and if you
  change the wording in the box, youll crash your
  report.
• Try it, see what happens.

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Youll get this

• The report is waiting for you to tell it what
  data to query.
• Hmmm, I dont think you speak query yet, so this
  might be hard to fix.
• Click cancel, then close the report without
  saving.

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Then close the report, and delete it.

• It was just practice.
• Reports are really pretty easy to create.
• Lets learn a little more about organizing them.

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Start by creating the same report.

• Same query
• All fields
• Click next

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This time lets actually work with the Grouping
option

• Grouping allows you to put like information
  together.
• In this case, were going to group students by
  the sport they supposedly play.

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Click on Sport (in the left box)

• Then click on this arrow.
• This will create section headers in the report,
  and it groups students by reports.
• Click Next.

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Again, Sort by Last Names,Ascending
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Now you get Layout Options

• These can be helpful in creating an
  easy-to-understand report, but mostly theyre
  just for appearance.
• Choose Stepped, Portrait, and click Next.

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Soft Gray

• Just for something different
• Bleh

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Name it

• Naming well is going to be really important on
  the test.

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Your Report, with Grouping
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Notice how..

• All the students are now grouped with other
  students in the same sport.
• This grouping just helps add a little clarity to
  the report. The emphasis is now a bit more on
  the sport.
• Grouping on other fields would emphasize those
  fields more.

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Before Todays Assignment

• Lets consider the test, later this week.
• In thinking about the forms and reports youre
  going to have to create, please understand that
  the test will specify a certain layout, a certain
  style or a certain format. Well be grading you
  on whether or not you follow those instructions.

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The Tables and Queries

• These will test your know knowledge of how they
  should be created, how they should function, and
  the data they should work with.
• The test will be hands-on, with specific
  instructions for importing, validation rules,
  relationships and so on. Many decisions will
  still have to be made by you, the database
  designer, to create databases that can make
  queries.
• The best way to study for the tests is to review
  these 7 tutorials, and do the test review.

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Todays Assignment

• Create Reports the formats, design, styles, etc
  are up to you.
• Try as many things as possible try a new layout,
  edit the colors on the page, make mistakes and
  start over.
• Experimentation in going to help you understand
  how to create reports on the test, well tell
  you what we want.
• Create one report (minimum) for each query that
  gives some sort of result. Some of your detail
  queries do not return answers, meaning that none
  of the records matches your criteria.
• Thats OKsome questions dont have answersand
  its OK that your neighbor got a different result
  than you did. Their data is probably slightly
  different.
• So, only use the queries that yield and answer,
  and create reports for each of those queries.
• Also, experiment a little more change some of
  the data in your tables so that one of your
  queries that didnt have an answer will now yield
  an answer. Boost a GPA, change a shoe size or
  SAT score, whatever, just change the results of a
  query.