Access

Chapter 7- Access Custom Reports

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Custom Reports

Banded report writer Report, Page(s) and Group(s) sections can have

both Headers and Footers Detail Section displays records from underlying

table or query

Not all sections are needed in each report

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Custom Reports

Reports have numerous formatting options Note the page break control Note useful section properties such as Report

Header Section “Force New Page” Note “Keep Together” property

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IIf Function

Useful in calculated fields Prevents divide by zero error Hide zero values Display values that meet criteria

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IIf Function

IIf(expr, truepart, falsepart)

Expr Expression you want to evaluate truepart Value or expression returned if

expr is True Falsepart Value or expression returned if

expr is False

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IIf Function Example

Northwind.mdb, Orders table Some orders do not have an entry for Shipped Date Create a query with an IIf statement to display the

message “Not Yet Shipped” for these orders Display the CustomerID and ShippedDate fields

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Report Design

Important to practice skills, similar to Forms and Data Access Pages (chapter 8)

Reports allow summarization of potentially huge amounts of data-converting it into useful information for which managers can base decisions upon

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Report Design Enhancements

Page numbers, total pages Date or date and time Titles, subtitles, lines Conditional formatting (like Excel) to highlight

certain values Sorting and grouping for better organization Hide duplicate values (Format, Hide Duplicates)

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Report Design Enhancements- Conditional Formatting

Northwind.mdb, Orders table Use the CustomerID, OrderDate and ShippedDate

fields to create report Create calculated field to display “Days to Ship” Set up conditional formatting as shown on next

slide(0to5-green;6to10-yellow;>10-red)

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Report Design Enhancements- Conditional Formatting

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Report Totals

Sum([fieldname]) Create group totals Place in group footer

Create overall total Place in report footer

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Report Totals

RunningSum Property (Search in Help) Over Group to display cumulative total within

each group Over All to display cumulative total for entire

report

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Report Totals Example

Northwind.mdb, Orders,OrderDetails tables Use the CustomerID, OrderID, ProductID,

UnitPrice and Quantity fields, create ExtPrice Use Report Wizard, group by CustomerID,OrderID,

sort by ProductID, use summary options to total UnitPrice (then multiply this by Quantity to get ExtendedPrice)

Create calculated field to display “ExtendedPrice”

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Report Totals Example

Includes group and overall totals

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Report Totals Example

Includes group and overall totals

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Special Report Features

Examine Date formats Execute the Mailing Label Wizard Become familiar with page numbers (sort of a

‘mini-wizard’) Subreports-to explain certain sections in more detail

or to summarize data Can use SQL statements as report data sources

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Learn Report Writing

Report writing is a valuable skill

Access is but one report writer, also- Crystal Reports SQL Server Reporting Services