What Can You Not Do With an Access Report?

Lesson 14: Using Reports to Brand Data Meaningful to Others

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Introduction

Access 2007 Now that you know how to use queries to clarify the data in a database, it's time to observe out how to create a report that will make the data meaningful to someone else. In this lesson, nosotros'll evidence you how to create a report using the Report command, besides as how to use group options and query limits to make the study easier to read and how to identify several report formatting and layout options that can exist gear up in Layout view. Finally, you'll larn how to utilize Print Preview and save the report.

Using reports to make information meaningful to others

Download the example to work along with the video.

Every bit you know, queries brand the data in a database meaningful to yous. Sometimes, though, y'all need to share that data with someone else. A written report is an effective way to present your data using an attractive layout. The text can be formatted in an Access report like to how it can be done in Discussion documents.

Access 2007 offers tools that allow you to create and format a written report. The Report Wizard walks you through the steps of creating a report. The Report command, however, is much easier to use, and all of the formatting options are still available to y'all in Layout view once the report is created. With these tools, yous can create a study based on a table or query.

Creating a report based on a table

One of the easiest means to create a report is past using a table as the source of the report. For example, in our bookstore scenario we take a table that lists all of the books in our inventory. We want to create a Book Cost Listing report that lists all of the details for each book in our store'southward inventory. The Report command makes this incredibly easy because it automatically includes every field in the source table in the report.

To create a report based on a tabular array using the Study command:

Cull the tabular array y'all want to use equally the source of your report. To do this, you lot can either open the table or highlight the table proper noun in the navigation pane. In our instance, nosotros used the open up Books table to create the report.
Report from Books Tabular array
Select the Written report command on the Create tab on the Ribbon, as seen above.
The written report is automatically generated and includes every field in the tabular array in lodge of their appearance in the table. This can be seen in the example below, which was created from the table in a higher place.

Price List Report Book Price Listing

The layout and formatting of the report can be manipulated in Layout view.

Creating a report based on a query

Access 2007 can also create a report using a query every bit the source. The process for creating a report based on a query is identical to the process for creating a report based on a table, which was outlined on the previous folio. And just similar when making a report from a table, every field and record that appears in the query results will announced on the report.

It's possible to limit the number of records in a study, simply only if the written report was based on a query. The limit is set up in the query itself, using the query design screen.

To limit the number of records in a report:

Open the query in Blueprint view.
Employ the Return option in the Query Setup command grouping to set the number of records you want to see in the query results and in the terminal report.
Return Limit
Click Run! to make sure the query results look like y'all desire the report to await.
Create the report using the Report command on the Create tab.
Format the report as desired.

Grouping items on a report

Grouping items on a study tin can brand it much more readable. Admission 2007 offers a quick and like shooting fish in a barrel way to add grouping to a report.

To add grouping to a report:

With the report open, select the Group & Sort command from the Grouping & Totals command group on the Format tab on the Ribbon.
Grouping Control for Reports
This opens a Grouping, Sort, and Full dialog box in the lower portion of the window.
Grouping, Sort, and Total Dialog Box
In the Group, Sort, and Total dialog box, select Add a group.
Select the field you desire to group by from the drop-down listing. We chose to group our list by Category.
Grouping Drop Down List
When you release the mouse button, the report will now appear with items grouped. Our report is grouped on Category at present, as seen below.

Books Price List Grouped on Category

The Grouping, Sort, and Total dialog box will remain open up until yous close it.

Formatting a written report in Layout view

Access 2007 opens the created written report in Layout view and then you can hands brand modifications. In Layout view, you tin can change the look of your written report in many dissimilar ways, including:

Deleting columns and other report elements
Moving and resizing columns
Adding a logo
Changing the championship and other text on the written report headings
Applying a report mode with AutoFormat
Modifying the folio layout

To delete a column or other report element

Highlight the element past clicking it.
Hit the Delete button on your keyboard.

To move a column or other study element:

Highlight the element past clicking it.
Drag and drop the element to a new location on the written report.

To resize a column or other report element:

Highlight the element by clicking it.
Elevate and drib the edge of the element to the new size on the report.

To add a logo to the written report:

Click the Logo control on the Format tab on the Ribbon.
Logo Command for Report
When the Insert Motion picture dialog box opens, observe the picture file.
Insert Picture Dialog Box
Click OK.

To modify the title of a report:

Click the Title command on the Format tab on the Ribbon.
Title Command for Report
When the highlight appears, type the new title.

To modify text in report headings:

If you don't like the standard font confront and size Access used to create your report, yous tin modify them using common Microsoft Office text formatting commands. Y'all tin can modify the size, font face, font color, alignment, and much more. They all piece of work basically the aforementioned way.

Highlight the text you want to change.
Select the formatting pick you want from the lists that appear when you click a command.
Text Commands for Study
The modify appears when y'all release the mouse button.

To apply an AutoFormat manner:

Like with forms, Access 2007 offers a diverseness of report styles in the AutoFormat command. To use a style:

Click the AutoFormat command on the Ribbon.
AutoFormats for Study
Select a format from the drib-downwardly list. The change is practical instantly.

To modify the page layout:

When a report is created, it opens in Layout view, like the ane in the pic below. The dotted lines are showing where the edge of the folio volition exist in Report view.

Report Layout View Report in Layout View

To change the page layout options:

Switch to Print Preview using the Views command on the Ribbon.
Impress Preview Command
Select the layout selection you lot want to change from the Folio Layout command group on the Ribbon.

Page Layout Options for Report

All of the standard Microsoft page layout options are bachelor, including:

Page Layout Option	Description
Margins	To set up the margins for narrow, wide, or normal
Orientation	To select either a portrait or landscape orientation
Size	To gear up paper size

Saving a study

When yous take created and modified a report and endeavour to close information technology, Access 2007 will prompt yous to proper name and save the written report. If you practise non demand this written report once more, you do not need to salvage it. However, if y'all think you may desire to publish it again, it is best to save.

To salve a report:

Right-click the Report tab.
Choose Save from the list that appears.
When the Save As dialog box opens, give the report a name.
Salve as Dialog Box
Click OK .

Challenge!

If you oasis't already done then, relieve the sample Ready2Read database to your calculator.

Create a report based on a table.

Create a written report based on query.

Modify the layout of a study by:

Resizing or moving columns

Deleting report elements

Giving the report a new championship

Applying an AutoFormat style to the study

Using groups, sorts, or totals in a report

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Source: https://edu.gcfglobal.org/en/access2007/using-reports-to-make-data-meaningful-to-others/1/