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1Tutorial 7Creating Custom Reports2Report Concepts An object you use to view and print records in a custom layout Reports give more control over how data is displayed and greater flexibility in presenting summary information than a form or datasheet can sort data rows can present data in groups, calculate summaries such as group totals and grand totals RecordSource property if all data comes from a single table, base the report on the table if data comes from more than 1 table, base the report on a query Can build a report from scratch or modify a report created by Report Wizard First design the report’s contents and appearance, then build it23Four Views of a Report Print Preview preview every page in the report as it will print Design View modify the report can see all 7 sections of a report Report View interactive view that can be filtered before printing or to copy a selected portion of the report Layout View a hybrid of Design View and Report View modify many aspects of the report while viewing actual data4Seven Sections of a Report Report Header appears once at beginning of report printed before the page header for 1st page of report e.g.: for cover page, logo, report title, instructions Page Header appears at top of each page of report e.g.: for column headings, report titles, page numbers, date Group Header appears at the beginning of each new group of rows reports can have up to 10 grouping levels e.g.: for group name & other information common to each row in the group Detail appears once for each row in underlying table/query is the main body of report’s data e.g.: print selected fields and calculated results35(continued)Seven Sections of a Report Group Footer appears at the end of each group of records e.g.: for group subtotals Report Footer appears once at the very end of the report appears before the page footer for the last page e.g.: for grand totals and other summary information Page Footer appears at bottom of each page of report e.g.: for page numbers, date/time, explanatory text6Review from Tutorial 6Categories of Controls Bound control use to print field values from table/query (as with forms) available in the Field List place where desired on report each bound field has text box/combo box/check box & associated label Control Source property is the field’s name Unbound control static content that decorates the report or adds other functionality eg: label, rectangle, image, navigation combo box Calculated control displays the result of an expression/calculation Control Source property is an expression to be solved47Review from Tutorial 6Moving and Resizing Controls Just as with Forms Review techniques to select multiple controls move handle vs. sizing handles can use arrow keys to selected control(s) using the keyboard [Ctrl] + arrow key to nudge a smaller distance Arrange | Size | To Fit Arrange | Align8Session 1Filtering a Report Available in Report View Similar to Filter By Selection in a Datasheet or Form Can print/copy the filtered subset of records Practice Time use rptArticle to filter only articles by Leroy Johnson.59Modifying a Report Control Properties Control Source Row Source Caption Format Alternate Fill/Back Color to shade every-other detail line in a group Totals creates calculated control to total each Groupand a Grand Total at the end of the report Practice Time provide gray shading for every-other detail line modify rptArticle to show average length switch to Design View, inspect both controlsadded to the report10Session 2Creating a Query for a Report RecordSource property Main reasons to use a query as source of records for report6Practice Time Review the Articles By Writer report and identify fields to be presented grouping and sorting to be performed each section to be utilized which controls are bound, unbound, calculated Create qryArticlesByWriter to serve as the source of data for the new report. Create a new, blank report. Set the Record Source to qryArticlesByWriter. Save as rptArticlesByWriter.1112The Report Design Window Several aspects similar to Form Design view Field List Properties Sheet Sections Blank Report has Page Header, Detail, and Page Footer sections Report Header and Report Footer sections are not included use Arrange | Show Hide | Report Header and Footer to obtain Practice Time modify rptArticlesByWriter to include Report Header & Footer  place controls in Report Header, Page Header and Detail sections save rptArticlesByWriter713Resizing Sections How resize a section’s Height? What happens when a section is taller than it needs to be? Practice Time reduce Detail section’s height save rptArticlesByWriter All sections of a report have the same Width Width is a Report property, not a Section property What if the report is wider than page and margins allow? classic problem: every-other-page is blank!14Grouping and Sorting Group a collection of records, along with introductory and summary information (i.e., group header/ group footer) can sort by up to 10 fields/expressions, any of which can be a group Group & Sort button opens/closes the Group, Sort and Total Pane  Add a Group button adds Group Header section but not Group Footer815Grouping and Sorting Practice Time add grouping to rptArticlesByWriter add sorting to rptArticlesByWriter Keep Together property prevents orphan Group Header/Group Footer sections Practice Time modify to use Keep whole group together on one page16Calculating Group Totals Example: =SUM([field name]) in a text box control max, min, avg, count, others also available Which text box property does it need to be in?  When placed in Group Footer, you obtain When placed in Report Footer, you obtain When placed in Page Footer, you obtain Practice Time place, size & align controls in Report Footer917Session 3Enhancing a Report Adding the Date to a Report Design Tab | Controls section | Date & Time button text box with =Date() as its Control Source and Format property Adding Page Numbers to a Report Design Tab | Controls section | Insert Page Number  placement choice of


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SCC CIS 117DM - Tutorial 7 Creating Custom Reports

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