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Microsoft Access 2010- Illustrated
Unit D:
Using Reports
Objectives
• Use the Report Wizard
• Use Report Layout View
• Review report sections
• Apply group and sort orders
(continued)
Microsoft Office 2010-Illustrated 2
Objectives (continued)
• Add subtotals and counts
• Resize and align controls
• Format a report
• Create mailing labels
Microsoft Office 2010-Illustrated 3
Using the Report Wizard
• Report Wizard is one way to create a
report
• It is a tool that asks you questions to
guide development of the report
• Your responses determine record
source, style and layout
• The Wizard helps sort, group and
analyze records
Microsoft Office 2010-Illustrated 4
Selecting Fields for a Report
Using the Report Wizard
Microsoft Office 2010-Illustrated 5
Using Report Layout View
• Reports have multiple views that you
use for various report-building and
report-viewing activities
• Report Layout View applies a grid to
the report that helps you resize,
move, and position controls
Microsoft Office 2010-Illustrated 6
Modifying Column Width in
Report Layout View
Microsoft Office 2010-Illustrated 7
Report Views
Microsoft Office 2010-Illustrated 8
Reviewing Report Sections
• Report sections determine where
and how often controls in that section
print in the final report
Microsoft Office 2010-Illustrated 9
Reviewing Report Sections
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Applying Group and Sort Orders
• Grouping means to sort records by a
particular field plus provide a header
and/or footer section before or after
each group of sorted records
• To change sorting or grouping
options for a report, you must work in
Report Design View
Microsoft Office 2010-Illustrated 11
Group, Sort, and Total Pane
Microsoft Office 2010-Illustrated 12
Adding Subtotals and Counts
• Calculations are used to add
subtotals and counts to a report
• Expressions are needed to create a
calculation
• Functions are built-in Access
formulas
• Arguments are information needed
by a function
Microsoft Office 2010-Illustrated 13
Resizing and Aligning Controls
• You can resize a control by using the
↔ pointer
• After resizing a control, it may need
to be realigned
• Two ways to align controls:
* Within its own border
* With respect to each other
Microsoft Office 2010-Illustrated 14
Precise Resizing and Aligning
• [Ctrl] + arrow key(s) move a control
one pixel at a time
• [Shift] + arrow key(s) resize a control
one pixel at a time
• Pixel:
* pix = picture
* el = element
Microsoft Office 2010-Illustrated 15
Resizing Controls in Layout View
Microsoft Office 2010-Illustrated 16
Selecting More Than One Control
at a Time in Report Design View
Microsoft Office 2010-Illustrated 17
Formatting a Report
• Formatting can make a report look
more professional and easier to read
• Formatting includes:
* Font style, size and color
* Background colors
* Line thickness and color
* Alignment
Microsoft Office 2010-Illustrated 18
Useful Formatting Commands
Microsoft Office 2010-Illustrated 19
Creating Mailing Labels
• Any data in your Access database
can be converted into labels using
the Label Wizard, a special report
wizard that precisely positions and
sizes information for hundreds of
standard business labels
Microsoft Office 2010-Illustrated 20
Label Wizard Dialog Box
Microsoft Office 2010-Illustrated 21
Summary
• Using the Report Wizard
• Using Report Layout View
• Reviewing report sections
• Applying group and sort orders
• Adding subtotals and counts
• Resizing and aligning controls
• Formatting a report
• Creating mailing labels
Microsoft Office 2010-Illustrated 22