Microsoft Access 2003 Illustrated Introductory

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Microsoft Access 2003 Illustrated Introductory
Using Reports
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Objectives

• Plan a report
• Create a form
• Use group sections
• Change the sort order

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Objectives

• Add a calculation
• Align controls
• Format controls
• Change page layout

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Planning a Report

• Determine the information the report will show
• Determine how the fields should be organized on
  the report
• Determine how the records should be grouped and
  sorted
• Identify header and footer information
• Identify a meaningful title

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Grouping Records

• Sorting records plus
• Providing a Group Header and/or Group Footer
  section within the report

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Report Sections
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Report Sections
Report Header section
Detail section
Group Header section
Group Footer section
Page Footer section
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Report Sections
Labels and a line in the Page Header section
Label in the Report Header section
Text boxes in the Detail section
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Creating a Report

• Methods
• Report Design View
• Report Wizard
• AutoReport

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Using Group Sections
Group Header and Group Footer properties
Sorting and Grouping dialog box
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Using Group Sections
Sorting and Grouping
Toolbox
Field List
Properties
Toolbox toolbar
Detail section
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Changing the Sort Order
Category is the grouping field
MusicalGroup is the sorting field
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Changing the Sort Order
MusicalGroup is the sorting field
Category is the grouping field
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Adding a Calculation

• Enter an expression in a text box
• Start expressions with an equal sign ()
• Surround field names in square brackets
• Use functions such as Sum or Count to simplify
  the expression
• Example Count(Title)

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Calculation Terminology

• Expression combination of field names,
  operators, and functions that result in a single
  value
• Function built-in formula such as Sum or Count
• Argument information needed by a function to
  calculate
• Example Sum(Sales)

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Sample Expressions
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Aligning Controls

• To align text within a control, use the alignment
  buttons on the Formatting toolbar
• To align controls with respect to each other, use
  the Align command on the Format menu or the far
  right alignment buttons on the Formatting toolbar

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Aligning Controls
Formatting (Form/Report) toolbar
Align Left
Align Right
AlignLeft
Align text within selected controls
Align Top
Align text with respect to more than one
selected control
Center
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Precisely Moving Controls

• Use Ctrlarrow key to move a selected control
  one pixel at a time
• Use Shiftarrow key to resize a selected
  control one pixel at a time

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Formatting Controls
Formatting (Form/Report) toolbar
Grid- lines
Font
Font/ Fore Color
Bold
Font Size
Special Effects
Italic
Line/ Border Color
Fill/ Back Color
Underline
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Changing Page Layout

• Margins
• Paper orientation
• Paper size
• Columns
• Printer
• Use the Page Setup option on the File menu

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Summary

• Build report to summarize and professionally
  present information
• Report sections determine where and how often the
  controls within them are printed
• Add calculations using text boxes that contain
  expressions
• Align and format controls to improve the
  appearance of the report