Microsoft Office 2007
Access Chapter 4
Creating Reports and
Forms
Objectives
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Create reports and forms using wizards
Group and sort in a report
Add totals and subtotals to a report
Resize columns
Conditionally format controls
Filter records in reports and forms
Print reports and forms
Add a field to a report or form
Include gridlines
Add a date
Change the format of a control
Move controls
Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
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Creating a Report Using the Report
Wizard
• Start Access and open the JSP Recruiters
database as described on pages AC 237-238
• Show the Navigation Pane if it is currently hidden
• If necessary, click the Client table in the
Navigation Pane to select it
• Click Create on the Ribbon to display the Create
tab
• Click the Report Wizard button on the Create tab
to start the Report Wizard
Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
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Creating a Report Using the Report
Wizard
• Click the City field and then click the Add Field
button to add the City field to the list of selected
fields
• Using the same technique, add the Client Number,
Client Name, Amount Paid, and Current Due fields
• Click the Next button to display the next Report
Wizard screen which asks for grouping levels
• Because you do not need to specify grouping levels,
click the Next button to display the next Report
Wizard screen, which asks for sort order
Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
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Creating a Report Using the Report
Wizard
• Because you do not need to specify a sort order, click the
Next button to display the next Report Wizard screen,
which asks for your report layout preference
• With Tabular layout and Portrait orientation selected, click
the Next button to display the next Report Wizard screen,
which asks for a style
• If necessary, click the Module style to select it
• Click the Next button and then type Clients by City as the
report title
• Click the Finish button to produce the report
• Click the Close ‘Clients by City’ button to close the report
Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
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Creating a Report Using the Report
Wizard
Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
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Grouping and Sorting in a Report
• Right-click the Clients by City report in the
Navigation Pane to produce a shortcut menu
• Click Layout View on the shortcut menu to open the
report in Layout view
• Hide the Navigation Pane
• If a field list appears, close the Field List by clicking
its Close button
• If necessary, click the Group & Sort button on the
Format tab to produce the ‘Add a group’ and ‘Add a
sort’ buttons
Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
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Grouping and Sorting in a Report
• Click the ‘Add a group’ button to add a group
• Click the City field in the field list to group
records by city
• Click the ‘Add a sort’ button to add a sort
• Click the Client Name field in the field list to
alphabetically sort by client name
Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
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Grouping and Sorting in a Report
Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
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Adding Totals and Subtotals
• Click the Amount Paid field on the first record to
select the field
• Click the Totals button on the Format tab to
display the list of available calculations
• Click Sum to calculate the sum of amount paid
values
• Using the same technique as in Steps 1 and 2,
add totals for the Current Due field
Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
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Adding Totals and Subtotals
Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
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Resizing Columns
• If necessary, close the Group, Sort, and Total
pane by clicking the Group & Sort button on the
Design tab
• Click the City column heading.
• Point to the right boundary of the City column
heading so that the pointer turns into a doubleheaded arrow
• Drag the right boundary to the right so that the
entire contents of the City column appear
Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
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Resizing Columns
Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
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Conditionally Format Controls
• Click the Current Due field on the first record to
select the field
• Click the Conditional button on the Format tab to
display the Conditional Formatting dialog box
• Click the box arrow to display the list of available
comparison phrases
• Click greater than to select the greater than
operator
• Type 0 as the greater than value
Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
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Conditionally Format Controls
• Click the Font/Fore Color button arrow for the
format to be used when condition is true to
display a color palette
• Click the dark red color in the lower corner of the
color palette to select the color
• Click the OK button in the Conditional Formatting
dialog box to change the formatting
Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
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Conditionally Format Controls
Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
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Filtering Records in a Report
• Right-click the Amount Paid field on the second
record to display the shortcut menu
• Click Does Not Equal $0.00 on the shortcut menu
to restrict the records to those on which the
Amount Paid is not $0.00
Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
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Filtering Records in a Report
Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
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Printing a Report
• Show the Navigation Pane, ensure the Clients by
City report is selected, and then click the Office
Button to display the Microsoft Office menu
• Point to Print on the Office Button menu and
then click Quick Print on the Print submenu to
print the report
Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
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Adding a Field
• If necessary, click the Add Existing Fields button on
the Format tab to display a field list
• Point to the Specialties Needed field, press and hold
the left mouse button, and then drag the mouse
pointer until the line to the left of the mouse pointer
is between the Client Number and Amount Paid
fields
• Release the left mouse button to place the field
• Close the field list by clicking its Close button
• Drag the right boundary of the Specialties Needed
field to the approximate position
Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
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Adding a Field
Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
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Including Gridlines
• Open the Client Financial Form in Layout vie and
hide the Navigation Pane
• If necessary, click Format on the Ribbon to
display the Format tab
• Ensure a field in the form is selected, then click
the Gridlines button on the Format tab to display
the Gridlines menu
• Click Both on the Gridlines menu to specify both
horizontal and vertical gridlines
Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
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Including Gridlines
Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
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Adding a Date
• Be sure the Format tab appears
• Click the Date and Time button on the Format tab to
display the Date and Time dialog box
• Click the option button for the second date format
to select the format that shows the day of the
month, followed by the abbreviation for the month,
followed by the year
• Click the Include Time check box to remove the
check mark
• Click the OK button in the Date and Time dialog box
to add the date to the form
Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
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Adding a Date
Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
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Changing the Format of a Control
• Click the Date control to select it
• Be sure the Format tab appears
• Click the Font Color arrow on the Format tab to
display a color palette
• Click the white color in the upper-left corner of
the Standard Colors section to change the font
color for the date to white
Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
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Changing the Format of a Control
Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
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Moving a Control
• Point to the Date control so that the mouse
pointer changes to a four-headed arrow and then
drag the Date control to the lower boundary of
the form heading
Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
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Moving a Control
Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
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Moving Controls in a Control Layout
• Click the control for the Client Type field to select
it
• Hold the SHIFT key down and click the control for
the Specialties Needed field to select both fields
• Press the left mouse button and then drag the
fields to the position
• Release the left mouse button to complete the
movement of the fields
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Moving Controls in a Control Layout
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Summary
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Create reports and forms using wizards
Group and sort in a report
Add totals and subtotals to a report
Resize columns
Conditionally format controls
Filter records in reports and forms
Print reports and forms
Add a field to a report or form
Include gridlines
Add a date
Change the format of a control
Move controls
Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition
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Microsoft Office 2007
Access Chapter 4 Complete