Working With Reports

Core Training for Microsoft Access 2002

Creating a Report Using a Wizard

1	To select a table on which to base a new report, in the Tables pane, click Products.
2	To start creating a report, click the Insert menu, and then click Report.
3	To create the report using the Report Wizard, in the New Report dialog box, double-click Report Wizard.
4	To select the Products table fields to be included in the new report, in the Available Fields list, double-click ProductName, double-click QuantityPerUnit, and then double-click UnitsInStock.
5	To display the fields from the Categories table, click the arrow next to the Tables/Queries box, and then click Tables: Categories.
6	To insert a field below the ProductName field, in the Selected Fields list, click ProductName, and then in the Available Fields list, double-click CategoryName.
7	To move to the wizard’s second page, click Next.
8	To accept the default selection of by Products, click Next.
9	To add a grouping level to the report and move the ProductName field to the top of the simulated report on the right, double-click ProductName.
10	To specify grouping intervals for group-level fields, in the Report Wizard, click Grouping Options.
11	To select the appropriate grouping interval, in the Grouping Intervals dialog box, click the arrow next to the Grouping Intervals box, click 1st Letter, and then click OK.
12	To move to the next page of the Report Wizard dialog box, where you can specify the sort order and summary options, click Next.
13	To select the first ascending sort field, click the arrow next to the upper-most Ascending box, click ProductName, and then click Next.
14	To select a layout for the report, in the Layout section, click the Outline 1 option, and then click Next.
15	To define a style, in the list of predefined styles on the right side of the Report Wizard dialog box, click Compact, and then click Next.
16	To modify the default name of the report and preview the report, type Alphabetical List of Products, and then click Finish.
17	To close the Alphabetical List of Products report preview window, in the upper-right corner of the window, click the lower of the two Close buttons.

Creating a Report from Scratch

1	To start creating a report based on the Sales by Category query, click the Insert menu, and click Report.
2	To open a blank report in Design view, in the New Report dialog box, click OK.
3	To define the Report Header and Report Footer sections, click the View menu, and then click Report Header/Footer.
4	To specify a field that will be used to group the records in the report, click the View menu, and click Sorting and Grouping.
5	To select a field, in the Field/Expression field of the Sorting and Grouping dialog box, click the arrow next to the upper-most text box, and then click CategoryName.
6	To modify the Group Properties specifications, in the Group Properties section, click the Group Header text box, click the arrow next to the box, and then click Yes.
7	An icon appears in the selector button to the left of CategoryName to indicate that it is a group heading. To close the Sorting and Grouping dialog box, in the upper-right corner of the dialog box, click the Close button.
8	The small, black square in Report selector in the upper-left corner of the report indicates that the report is already selected. To start modifying the properties of the report, click the View menu, and then click Properties.
9	To start modifying the grid properties, on the Format tab of the Report dialog box, click once below the scroll box on the scroll bar.
10	To reset the property setting of Grid X, and Grid Y, click the Grid X property, type 10, press the ENTER key, type 10, and then press the ENTER key again.
11	To modify the Height property setting of the Report Header section, on the vertical ruler, click the Report Header section selector.
12	To reset the height specifications, in the Section: ReportHeader dialog box, click the Height property, type 1", and then press the ENTER key.
13	To save the report, on the Standard toolbar, click the Save button.
14	To assign a name to the report, in the Save As dialog box, in the Report Name text box, type Sales by Category, and then click OK.
15	To view the top of the report, in the Sales by Category : Report window, click once above the scroll box on the vertical scroll bar.
16	To assign a place and name for the title label, in the Toolbox, click the Label control, in the Report Header section, position the mouse pointer at the intersection of 2" on the horizontal ruler and 0.2" on the vertical ruler, click the mouse button, type Sales by Category, and then press the ENTER key.
17	To start modifying the label's Font properties, click once below the scroll box on the Label: Label0 dialog box scroll bar.
18	To modify the label’s font, in the Font Name text box, position the mouse pointer to the left of Arial, press and hold down the mouse button, drag the mouse to the right of Arial, release the mouse button, type Times New Roman, and then press the ENTER key.
19	To increase the font size of the label, type 20, press the ENTER key.
20	To resize the label, click the Format menu, point to Size, and then click To Fit.
21	To insert a date field, click the Insert menu, and then click Date and Time.
22	To specify the date format and ensure that the field does not include time, in the Date and Time dialog box, click the Include Time check box, and then click OK.
23	To reposition the date field, position the mouse pointer over the text box containing =Date(), press and hold down the mouse button, drag the date field below the title label until the left edges of the boxes align, and release the mouse button.
24	To resize the text box containing =Date(), position the mouse pointer over the right edge of the box until a double-headed arrow appears, press and hold down the mouse button, drag it to the right to the 4.1" mark on the horizontal ruler, and then release the mouse button.
25	To center the date in the text box, on the Formatting toolbar, click the Center button.
26	To add a field to a section, in the Sales by Category field list window, point to the CategoryName field, press and hold down the mouse button, drag the field down in to the second grid of the CategoryName Header section, and then release the mouse button.
27	To delete the Category Name label, click the Category Name label, and press the DELETE key.
28	To insert a page number in the Page Footer section, click the Insert menu, and then click Page Numbers.
29	To format the page numbers, in the Page Numbers dialog box, in the Format section, click the Page N of M option, in the Position section, click the Bottom of Page [Footer] option, and then click OK.
30	To save the report and preview it, on the Standard toolbar, click the Save button, and then click the Print Preview button.

Adding a Subreport to a Report

1	To add a subreport to the Sales by Category report, in the Toolbox, click the Subform/Subreport control.
2	To specify a location for the subreport, in the CategoryName Header section, position the mouse pointer at the intersection of 0.2" on the horizontal ruler and 0.9" on the vertical ruler, and then click the mouse button.
3	To accept the default selection of the Use existing Tables and Queries option, in the SubReport Wizard, click Next.
4	To select a query on which to base the subreport, click the arrow next to the Tables/Queries box, on the scroll bar of the drop-down list, click the down arrow, and then click Query: Sales by Category.
5	To select the fields to be included in the subreport, in the Available Fields list, double-click CategoryID, double-click ProductName, double-click ProductSales, and then click Next.
6	To accept the default selection of the Choose from a list option, click Next.
7	To accept the suggested name, Sales by Category subreport, and finish creating the subreport, click Finish.
8	To maximize the Sales by Category : Report window, in the upper-right corner of the window, click the Maximize button (the middle button).
9	To modify the width of the subreport, on the Format tab of the Subform/Subreport: Sales by Category dialog box, click the Width property, type 4, and then press the ENTER key.
10	To modify the Height property settings of the subreport, type 1, and then press the ENTER key.
11	To remove the Page Header section, on the vertical scroll bar of the subreport, click the down arrow once, click the Page Header section selector, click the View menu, click Page Header/Footer, and then click Yes.
12	To delete a text box from the Detail section, on the vertical scroll bar of the subreport, click the down arrow, click the CategoryID text box, and then press the DELETE key.
13	To select the ProductSales text box, on the horizontal scroll bar of the subreport, click the Right arrow, and then click ProductSales.
14	To start modifying the properties of the ProductSales text box, on the scroll bar of the Text Box: ProductSales dialog box, click once above the scroll box.
15	To reset the property setting of Left, in the Text Box: ProductSales dialog box, click the Left property, type 2.3, and then press the ENTER key.
16	To modify the Width property, press the ENTER key, type 1, and then press the ENTER key.
17	To delete the partially hidden Sales by Category subreport label on the main report, in the CategoryName Header section, click the Sales by Category subreport label, and the press the DELETE key.
18	To display the Report Footer section, in the subreport, click below the scroll box on the vertical scroll bar.
19	To add a text box to the Report Footer section, in the Toolbox, click the Text Box control, and then in the Report Footer section, position the mouse pointer at the intersection of 2.5" on the horizontal ruler and 0.2" on the vertical ruler, and click the mouse button.
20	To modify the text in the label text box, in the subreport, click the Down arrow on the vertical scroll bar, click the label, position the mouse pointer to the left of the text, press and hold down the mouse button, drag the pointer to the right of the text, type Total:, and then press the ENTER key.
21	To start building an expression that will calculate the total product sales for each category, in the Report Footer section, click the Unbound text box control, in the Text Box: Text21 dialog box, click the Data tab, and then next to the Control Source box, click the … button.
22	To display the functions, in the first column of the Expression Builder dialog box, double-click the Functions folder and then click the Built-In Functions subfolder.
23	To specify a function, in the Expression Builder dialog box, position the mouse pointer over the scroll box on the scroll bar of the third column, press and hold down the mouse button, drag the box down, and when Sum appears in the column, release the mouse button, and double-click Sum.
24	To build a formula, in the Expression box, click <<expr>>, in the first column, click Sales by Category subreport, in the second column double-click ProductSales, and then click OK.
25	To enter the calculation in the Unbound text box in the Report Footer section of the subreport, press the ENTER key.
26	To modify the Format property, in the Text Box: Text10 dialog box, click the Format tab, and then click the arrow next to the Format box.
27	To display the results of the calculation as currency, in the drop-down list of the Format property, click once below the scroll box on the scroll bar, click Currency, and then press the ENTER key.
28	To select the subreport for modifying the border style, click the upper edge of the subreport.
29	To modify the Border Style property, in the Properties dialog box, click Border Style, click the arrow next to the Border Style box, click Transparent, and then press the ENTER key.
30	To save the subreport, preview it, and close it, on the Standard toolbar, click the Save button, click the Print Preview button, and then in the upper-right corner of the window, click the lower of the two Close buttons.

Previewing and Printing a Report

1	To open an existing report in Design view, in the Reports pane, click Alphabetical List of Products, and then on the Database toolbar, click the Design button.
2	To preview the report before printing it, click the File menu, and then click Print Preview.
3	To modify the magnification so that the entire page fits in the report window, on the Standard toolbar, click the Zoom arrow, and then click Fit.
4	To view the next page of the report, on the navigation bar, click the Next Page button (right arrow).
5	To view the last page of the report, on the navigation bar, click the Last Page button (right arrow with a vertical line).
6	To enlarge the text on the page, position the pointer over the center of the page, and then click the mouse.
7	To return to Design view, on the Print Preview toolbar, click the Close button.
8	To preview the layout of the page, on the Standard toolbar, click the View button arrow, and then click Layout Preview.
9	Notice that in this view, the report does not list all products in each group. To return to Design view, on the Print Preview toolbar, click the Close button.
10	To start printing the report, click the File menu, and then click Print.
11	To print only part of the report, in the Print dialog box, in the Print Range section, click the Pages from option.
12	To specify the range of pages to be printed, in the Pages from box, type 1, press the TAB key and then in the To box, type 5.
13	To specify the number of copies to be printed and print the report, press the TAB key, in the Number of Copies box, click the up arrow two times, and then click OK.
14	To close the Alphabetical List of Products report, in the upper-right corner of the window, click the lower of the two Close buttons.