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Access Tutorial 7 Creating Custom Reports

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Access Tutorial 7 Creating Custom Reports

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    1. Access Tutorial 7 Creating Custom Reports

    2. Customizing Existing Reports Report view provides an interactive view of a report New Perspectives on Microsoft Office Access 2007 2

    3. Customizing Existing Reports New Perspectives on Microsoft Office Access 2007 3

    4. Customizing Existing Reports New Perspectives on Microsoft Office Access 2007 4

    5. Customizing Existing Reports New Perspectives on Microsoft Office Access 2007 5

    6. Designing a Custom Report Before you create a custom report, you should first plan the report’s contents and appearance Purpose and record source Sort order Grouping fields Balance attractiveness and readability Group related fields Identify field values Include title, page number, and date on every page Identify end of report Use little formatting Use consistent style New Perspectives on Microsoft Office Access 2007 6

    7. Designing a Custom Report New Perspectives on Microsoft Office Access 2007 7

    8. Creating a Query for a Custom Report New Perspectives on Microsoft Office Access 2007 8

    9. Creating a Blank Report in Layout View Click the Create tab on the Ribbon In the Reports group on the Create tab, click the Blank Report button to open a blank report in Layout view New Perspectives on Microsoft Office Access 2007 9

    10. Sorting and Grouping Data in a Report Display the report in Layout or Design view If necessary, click the Group & Sort button in the Grouping & Totals group on the Format tab in Layout view or the Design tab in Design view to display the Group, Sort, and Total pane To select a grouping field, click the Add a group button in the Group, Sort, and Total pane, then click the grouping field in the list. To set additional properties for the grouping field, click the More button on the grouping field band To select a sort field that is not a grouping field, click the Add a sort button in the Group, Sort, and Total pane, then click the sort field in the list. To set additional properties for the sort field, click the More button on the sort field band New Perspectives on Microsoft Office Access 2007 10

    11. Sorting and Grouping Data in a Report New Perspectives on Microsoft Office Access 2007 11

    12. Working with Controls in Design View Compared to Layout view, Design view gives you greater control over the placement and sizing of controls, and lets you add and manipulate many more controls, but at the expense of not being able to see live data in the controls to guide you as you make changes New Perspectives on Microsoft Office Access 2007 12

    13. Adding the Date and Time to a Report Display the report in Layout or Design view In the Controls group on the Design tab in Design view, or on the Format tab in Layout view, click the Date & Time button to open the Date and Time dialog box To display the date, click the Include Date check box, then click one of the three date option buttons To display the time, click the Include Time check box, then click one of the three time option buttons Click the OK button New Perspectives on Microsoft Office Access 2007 13

    14. Adding the Date and Time to a Report New Perspectives on Microsoft Office Access 2007 14

    15. Adding Page Numbers to a Report Display the report in Layout or Design view In the Controls group on the Design tab in Design view, or on the Format tab in Layout view, click the Insert Page Number button to open the Page Numbers dialog box Select the format, position, and alignment options you want Select whether you want to display the page number on the first page Click the OK button to place the page number expression in the report New Perspectives on Microsoft Office Access 2007 15

    16. Adding Page Numbers to a Report New Perspectives on Microsoft Office Access 2007 16

    17. Adding a Title to a Report New Perspectives on Microsoft Office Access 2007 17

    18. Creating Mailing Labels and Other Labels In the Navigation Pane, click the table or query that’ll serve as the record source for the labels In the Reports group on the Create tab, click the Labels button to start the Label Wizard and open its first dialog box Select the label manufacturer and its product number, then click the Next button Select the label font, color, and style, then click the Next button Construct the label content by selecting the fields from the record source and specifying their placement and spacing on the label, then click the Next button Select one or more optional sort fields, click the Next button, specify the report name, then click the Finish button New Perspectives on Microsoft Office Access 2007 18

    19. Creating Mailing Labels and Other Labels New Perspectives on Microsoft Office Access 2007 19

    20. Access Tutorial 9 Using Action Queries

    21. Action Queries An action query is a query that adds, changes, or deletes multiple table records at a time Make-table query Append query History table Delete query Update query New Perspectives on Microsoft Office Access 2007 21

    22. Creating a Make-Table Query Create a select query with the necessary fields and selection criteria In the Results group on the Design tab on the Ribbon, click the Run button to preview the results Switch to Design view to make any necessary changes to the query. When the query is correct, click the Make Table button in the Query Type group on the Design tab In the Make Table dialog box, type the new table name in the Table Name list box. Make sure the Current Database option button is selected to include the new table in the current database, or click the Another Database option button and enter the database name in the File Name text box. Then click the OK button Click the Run button, and then click the Yes button to confirm the creation of the new table New Perspectives on Microsoft Office Access 2007 22

    23. Creating a Make-Table Query New Perspectives on Microsoft Office Access 2007 23

    24. Creating an Append Query Create a select query with the necessary fields and selection criteria In the Results group on the Design tab on the Ribbon, click the Run button to preview the results Switch to Design view to make any necessary changes to the query. When the query is correct, click the Append button in the Query Type group on the Design tab In the Append dialog box, select the table name in the Table Name list box. Make sure the Current Database option button is selected to include the new table in the current database, or click the Another Database option button and enter the database name in the File Name text box. Then click the OK button. Access replaces the Show row in the design grid with the Append To row Click the Run button, and then click the Yes button to confirm appending the records to the table New Perspectives on Microsoft Office Access 2007 24

    25. Creating an Append Query New Perspectives on Microsoft Office Access 2007 25

    26. Creating a Delete Query Create a select query with the necessary fields and selection criteria In the Results group on the Design tab on the Ribbon, click the Run button to preview the results Switch to Design view to make any necessary changes to the query. When the query is correct, click the Delete button in the Query Type group on the Design tab. Access replaces the Show and Sort rows in the design grid with the Delete row Click the Run button, and then click the Yes button to confirm deleting the records New Perspectives on Microsoft Office Access 2007 26

    27. Creating a Delete Query New Perspectives on Microsoft Office Access 2007 27

    28. Creating an Update Query Create a select query with the necessary fields and selection criteria In the Results group on the Design tab on the Ribbon, click the Run button to preview the results Switch to Design view to make any necessary changes to the query. When the query is correct, click the Update button in the Query Type group on the Design tab. Access replaces the Show and Sort rows in the design grid with the Update To row Click the Run button, and then click the Yes button to confirm changing the records New Perspectives on Microsoft Office Access 2007 28

    29. Creating an Update Query New Perspectives on Microsoft Office Access 2007 29

    30. Reading Assignment Textbook: Chapter 7 and Chapter 9 New Perspectives on Microsoft Office Access 2007 30

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