Microsoft
Access 2010
Chapter 4
Creating Reports
and Forms
Objectives
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Create reports and forms using wizards
Modify reports and forms in Layout view
Group and sort in a report
Add totals and subtotals to a report
Conditionally format controls
Resize columns
Filter records in reports and forms
Creating Reports and Forms
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Objectives
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Print reports and forms
Apply themes
Add a field to a report or form
Include gridlines
Add a date
Change the format of a control
Move controls
Create and print mailing labels
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Housekeeping
• Create a Chapter 4 folder
• Copy Camashaly Design database from Ch. 3 to
chapter 4 folders
• Open the Camashaly Design From Chapter 4
• Read the project on pages 210-213
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Project – Reports and Forms
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Project – Reports and Forms
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General Project Guidelines
• Determine whether the data should be presented
in a report or a form
• Determine the intended audience for the report
or form
• Determine the tables that contain the data
needed for the report or form
• Determine the fields that should appear on the
report or form
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General Project Guidelines
• Determine the organization of the report or form
• Determine the format of the report or form
• Review the report or form after it has been in
operation to determine whether any changes are
necessary
• For mailing labels, determine the contents, order,
and type of label
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Different Views
• Report View – shows the report on the screen
• Print Preview – shows it as it will appear printed
• Layout View – like report view, but allows you to
make changes
• Design View – Allows you to make changes, but
doesn’t show you the actual report
• We will use Layout View!
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Report Sections
• Report Header – prints once at the beginning of
the report
• Page Header – prints at the top of each page
• Detail section – prints once for each record
• Page Footer – prints at the bottom of each page
• Report Footer – prints once at the end of the
report
• Group Header – prints before records in a group
• Group Footer – prints after records in a group
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Grouping and Sorting in a Report
• You should have 2 reports that were created in
earlier chapters in your database.
• You will modify these to add grouping and sorting
• Do pages 217-220
• READ the section o grouping and sorting options
on page 220.
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Grouping and Sorting in a Report
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Adding Totals and Subtotals
• Controls –
– Bound – displays data from the database
– Unbound – other things, (title, date, page #)
– Calculated – totals, avgs, etc. Anything that is
calculated from the data.
• You can determine subtotals and totals in a
report.
• Use the Totals button on the design tab
• Do pages 222-223
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Conditionally Formatting Controls
• This allows you to format some things in a
different color or font to bring emphasis to them.
• Do pages 224-229
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Conditionally Formatting Controls
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Arrange & Page setup tabs
• Turn to page 230 and let’s discuss
• Notice the steps to print a report on page 231.
DO NOT PRINT!
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Multi-table reports
• Basically you will be getting information from
more than one table.
• We do this with queries already
• Do pages 232-235
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Creating a Report
that Involves Multiple Tables
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Other points of interest
• You can create a report in layout view as well..see
pages 236-238
• You can also use themes to create reports..see pages
238-241
• This is simply aesthetics…has nothing to do with the
data, which is what the report is all about.
• Open any report…click on the themes button.. Look
at some different one.
• You can also choose font themes and color themes.
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Creating a Summary Report
• A report without the detail lines is a summary
report.
• Page 242
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Using the Form Wizard to Create a Form
• 3 Sections to a Form – similar functions as report
sections
– Header
– Detail
– Footer
• Do pages 243-254
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Creating Labels
• Mailing labels are created just like reports.
• Do pages 256-259
• DO NOT PRINT LABELS!
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Creating Labels
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What to do Now?
• Homework
• www.scsite.com/ac2010
• Do the practice test for
Chapter 4.
• It is due the next class
meeting at 9:00am
Creating Reports and Forms
• In the Lab
– Copy Philamar and
Chamber of Commerce
databases from Chapter 3
to Chapter 4
– Do In the Lab:Lab 3 –
Philamar – pg. 271
– Do Cases & Places #1 –
Chamber of Commerce –
pg. 271-272
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