0 ratings 0% found this document useful (0 votes) 17 views 4 pages Reports Notes
The document explains how to create and format reports in a database, specifically using Microsoft Access. It details the steps for selecting fields, grouping, sorting, and applying summary functions, as well as the differences between tabular and columnar report formats. Additionally, it covers how to print or export the reports to various formats, including rich text and PDF.
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content,
claim it here .
Available Formats
Download as PDF or read online on Scribd
Go to previous items Go to next items
Save Reports Notes For Later A query simply selects particular records from the
database. Often you may want to display only some
fields from the records that are found or display the
records in a particular order. A report is an effective
‘way to present your data in a printed format, because
you have control over the size and appearance of the
data and headings. Fields in the report can be grouped
with different kinds of subtotals including sum,
minimum, maximum and average.
‘Typically, a report will let you specify these things:
+ which fields to display
+ where to display the fields
+ the order in which records should be displayed
+ how records should he grouped together
+ what statistics you wane the database to calculate
from the records (for example, number of records,
average values of fields).
Standard report formats
Standard reports can he either:
+ tabular (set out asa table) (Fig, 8.36) or
* columnar (set out as a form) (Fig 8.37).
When a tabular report is printed, multiple records
are printed on each page. Each record takes up one line
in a table. The names of the fields are printed at the top
of the table, Options provided in the report will let
you determine in what order the names are printed
on the report, Grouping could be used to divide the
field names on the report into groups. For example,
the types of items could be grouped by the supplier.
‘Most databases will print each group on a separate
page. Caltmnar reports print each record on a separate
form, Usually each form is printed on a different page.
‘Columnar reports are often used for printing items
such as tickets.
Order Report
£9836 Example ofa tabularrepot
[Order Report Columnar
Order Report - Columnar
ast King
Bev
Pocket Diary
$8.95
aT 5
is o
Last Tedd
st Lou
to move fields one at a time or the double arrow
button >> to move all the fields at once.
4 Click the Next button to move to the next screen.
5. Depending on the number of tables in your
database, you may have options on how to view your
data, You may not always see this option
6 Decide if you would like to group your fields
(Fig 8.39). Click the right arrow button > to add
those fields to be grouped. Use the Priority buttons
to change the order of the grouped fields if more
than one field is selected.
7 Click Next to continue.
8.7 Report formats
Report Ward
Deyn, Con 1, Bt
ot |e Come] [ae
i839 Decide ityou wish to group ary feds
8 Decide if you wish to sort any fields (Fig 8.40).1F
the records should be sorted, identify a sort order
here, Select the Last field to be sorted by and click
to choose from ascending or descending order.
Click Next to continu
ry }
jl al |
coat se Cae] a
som ayes
Fig 40 Decieityou wish
9 [there are fields in the report that contain numeric
values, you can choose whether to apply certain
summary functions such as sum, average, max or
min to the report. For example, you may want to
sum the quantities of items ordered (Fig 8.41),
Click Next to cor re ‘Sims oe
om Doog aa :
a ooog
awe oooo ty wes
Tow corr ooo
= fama an oe
Fig B41 Surimary options can be ale tthe report
Fig 8.43 Youcan adjust the report the feldsare oo wide
10 Select the layout and the paper orientation you re toa z
‘want and click Next if there are any other options
regarding the orientation or the style you desire.
11. On the final screen, name the report (Fig 8.42) : : :
Order Report - February
and select to open it typically in Print Preview a ve
mode. Click the Finish button to create the report. sy toy Ss as
‘You may wish to preview the report before you (oe Tad tate ase tais0
printiit oe
eso Wad a 2 88 roth
ae fo unr ee? Ht ,
rar ape Fg 844 Orderepot fie elds ore odjusted
"ea eaten de we ee ee
se yoemen re een nth ee em ——— xt ToTALCERT Bern
no Wat tomar 8a wo
@ been te er Siem am ans
Seen a
ter Ning Poet sess sss
Sa = ice con
a Es =a
4 You teeettot sss mossy
9842 Fal give your report actle Ses fo = Yo a
12. If the fields are too wide you can adjust the final
ook of the report (Fig 8.43). Close Print preview ott mam em sae
mode and choose Design view or Layout view to cle sae rss
adjust the width of the fields. PE a
Fig B45 Ordertepor with summary lds included Printing the report
Once your report is ready to be distributed, it can be
printed or exported to other applications. You can
activate the print option to print your report to a printer
or export it to a format that is compatible with a word
processor. In recent versions of Microsoft Access, you
are able to export your report to formats such as Excel,
PDF, tich text, HTML or as an email attachment via
Microsoft Outlook. Rich textis a common format for
exporting a report to a word processing document such
as Microsoft Word (Fig 8.46).
5 fl
8.7 Report formats
‘To export a report to rich text format:
1. Select the report that you wish to export.
Double-click to open the report.
‘Use the View icon and select Print Preview.
Select rich text option to export the report.
‘You will be prompted to confirm the name and
location of the exported report.
Select the option to open the destination file after
the export operation has been completed. This is
useful to view the exported report
ween
5s Eg
POF Email More Close Nr
ssc (een omni | MAM etal foe toe
Eee ieee ee sea» Rage Paes Paes fe ones EE ‘he
rage sue ren eel ve
All Access Objects © « [lil Orton Fnan
se 2
Bt cmmate :
BB cone et cet Order Report - February
oe ea Descrnti Quantity Discount TOTALC
ania ‘Ann Wall Round Label $3.95 10 2
Fig 846Reportscan beprinted or exported tocther applications
Questions
Consider the report shown in Figure 8.44
1. Explain whether the report is formatted as tabular or columnar. Identify:
the data type of each field
the grouping field
the sort field
the calculated field
the title of the report
how many products Lou Tedd ordered
