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Grauer and Barber Series Microsoft Access Chapter Three

This tutorial covers the process of creating reports and queries in Microsoft Access. Learn how to design and generate reports, utilize different report types, understand the anatomy of a report, and create queries to retrieve specific data.

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Grauer and Barber Series Microsoft Access Chapter Three

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  1. Grauer and Barber Series Microsoft Access Chapter Three Microsoft Access

  2. Reports • Reports are created to show organized facts or information about data created via tables and queries • Reports can be created by using either • Design View • Wizard Microsoft Access

  3. Reports Create Report by using Wizard Create Report in Design View (Scratch) Microsoft Access

  4. Types of Reports • Various types of reports can be created including (Wizard usage) • Columnar (Vertical) Report • Tabular Report • Justified Microsoft Access

  5. Anatomy of a Report • Report Header (Beginning of Report) • Page Header/Page Footer • (Top and bottom of page) • Group Header/Footer • (Group Identification at beginning of group) • (Footer information at end of group) • Detail Section • (Organized information for each record) Microsoft Access

  6. Anatomy of a Report (Design View) Microsoft Access

  7. Report Wizard • Use the Report Wizard to create reports quickly Report Wizard Reports Microsoft Access

  8. Report Wizard First Screen Microsoft Access

  9. Report Wizard (Groupings) Microsoft Access

  10. Report Wizard (Sorting) Microsoft Access

  11. Report Wizard (Layout) Microsoft Access

  12. Report Wizard (Style) Microsoft Access

  13. Report Wizard (Save) Microsoft Access

  14. Hands-On Exercise One • Start Microsoft Access using start, programs, Microsoft Access • Use File, Open to open a previously created database • Use report button, New, Report Wizard to create a report • Follow the prompts from the Report Wizard to create the report • Use Design view to make changes to the report • Save the modified report design Microsoft Access

  15. Introduction to Queries • A query allows us to ask questions and select certain records from a table (or several tables) • A query represents a question and an answer • A design grid (part of design view of query) is used to create the query • A dynaset shows the output results of the query Microsoft Access

  16. Query Screen Design View (Scratch Query Object Create Query using Wizard Microsoft Access

  17. Query Design Screen Design View DataSheet View SQL View Criteria Microsoft Access

  18. Query Output (dynaset) Microsoft Access

  19. Query using Criteria Run Query Criteria Only show GA records Microsoft Access

  20. Selection Criteria And Condition Conditions on same line Microsoft Access

  21. Selection Criteria Or Condition Conditions on separate lines Microsoft Access

  22. Query and Relational Operators >=#4/12/72# Microsoft Access

  23. Hands-On Exercise One • Start Microsoft Access using start, programs, Microsoft Access • Use File, Open to open a previously created database • Use queries button, New, design view to create a new query • Select the tables for usage into the query • Indicate fields to include in the Grid • Use File, Save to save the query • Use Query, Run to view the query (datasheet view) Microsoft Access

  24. Hands-On Exercise Two • Modify the query • Save the modified query • Run the query to show new query results • Create a report via Wizard based on the query results Microsoft Access

  25. Group Records • Records are usually grouped by a common field contained in each record • Records are sorted in order of grouping • Group records using group headers (shown at beginning of group) and group footers (shown at end of group) Microsoft Access

  26. Functions and Grouping • We can use functions to group records • Avg • Sum • Min • Max • Count Microsoft Access

  27. Query Screen Microsoft Access

  28. Query (Design View with Calculated Control) Calculated Control Field Microsoft Access

  29. Results of Calculated Control Field Added • (Use Query, Run or Run button on Query Design Toolbar) Calculated Control Field Microsoft Access

  30. Report Wizard and Grouping Feature • Use the Create Report by using wizard • Wizard will prompt with • Do you want to add any grouping levels? • Choose grouping level(s) • Grouping levels must be sorted for correct output Microsoft Access

  31. Sorting and Grouping Select Grouping Grouping Microsoft Access

  32. Design View of Report (Grouping Sections) Grouping Section for Field Microsoft Access

  33. Hands-On Exercise Three • Start Microsoft Access using start, programs, Microsoft Access • Use File, Open to open a previously created database • Use Queries button and Create query in Design view to create a query • Indicate the table to use for the query • Click and drag fields to query grid • Use Query, Run to show the results of the query • Use View, Design to modify the query Microsoft Access

  34. Hands-On Exercise Three • Use View, Design to modify the query Microsoft Access

  35. Microsoft Access

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