Creating a Report

As stated previously, a REPORT is used present database information in an easy-to-read and well-organized format. When preparing a report, data can be grouped, summarized, and used in calculations. You can add pictures, charts and other graphical elements to reports. Report sizes can be customized to allow you to print the report in a variety of sizes such a labels. Lastly, reports can be exported to other programs such as Microsoft Word. 

Oftentimes, reports are generally used when you need to print the results from queries.

To create a report, you must first click on Reports in the Database window under Objects along the left. 

Now you have three choices. You can create a report by:
  • double-clicking on Create report in Design view 
    • this will allow you to define and design your own query
  • double-clicking on Create report by using wizard 
    • the wizard will walk you through the steps of creating a Simple Report 
  • clicking the New button on the toolbar
    • clicking this button gives you access to additional wizards
In most cases, the easiest way to create a report is to start by using the wizard. Once the report is created, you can then use design view to enhance the report. Finally, when the report is perfect, you can print it.

Using the Report Wizard

We will create a report based upon the query we used to create a Parent Volunteer List.
  • Begin by double-clicking on Create report by using wizard
  • The Report Wizard dialog  box will open. Select the Parent Volunteer List query from the drop-down list

 

 

 

Select Query: Parent Volunteer List from the Tables/Queries drop-down list as shown
  • The fields used in this query will be listed in the Available Fields box.
  • Click on the double arrows to move all of these fields to the Selected Fields box. The fields listed here are the ones that will appear in the report. 
  • The Report Wizard dialog box will now look like this:
 
 
 
By clicking on the double arrows, all fields in the available Fields box are moved at once to the Selected Fields box. The fields listed in the Selected Fields box will appear in the report.
  • Click
  • The next step asks if you want to add any grouping levels
    • Although grouping records is not always necessary, it can be useful at times.
      • If you do not group records, they will be displayed/printed in the report in the order they appear in the table or query upon which the report is based.
      • If you do group records, they will appear organized in the order based upon the grouping you specify. Grouping records is a simple way to organize the information in the report.
        • Suppose, for example, that you are creating a report of ALL parents with their respective volunteer activities, just like previously described, but you also included Zip Code. You could then group the data by Zip Code. The Parent Volunteer list would be grouped by zip code in the sort order you specified. Those parents in the first zip code would be grouped together, then the next zip code, and so forth. Within each group you could sort the parents by name.
    •  For this report, since we are going to display all of the volunteer activities, we will not group the records
  • Click
  • Set the report to sort alphabetically by the Parent field in A-Z order

 

You can perform up to a 4-level sort. Next to each drop-down box is a button so that you can set the sort order independently for each sort key. In the first drop-down box select the parents field as shown.
  • Click
  • In the next Report Wizard box select
    • Tabular for the layout
    • and Landscape for the orientation
  • Click
  • In the next Report Wizard box select style that you like
  • Click
  • In the last Report Wizard box
    • name the report Parent Volunteer List Report
    • and check “Preview the Report”
  • Click
A new report will open entitled Parent Volunteer List Report that lists all of the parents in your database with their home and work telephone numbers, and the volunteer activity they are willing to do sorted alphabetically by name (since we did not use separate fields for first and last name, the sort order is not truly alphabetical!). 

Note the following about this report:

  • The report opens in PRINT PREVIEW mode, the cursor is a zoom tool allowing you to zoom in/out to examine the report
  • There is a REPORT HEADER which is the name of the report
  • The report is organized in row and column format, that is, this report is in TABULAR layout
  • There is a PAGE FOOTER which contains the current date, left aligned, and “Page X of Y” (where X is the current page number, Y is the page count), right aligned
  • The page footer is separated from the detail of the report by a line
If you return to the Student List : Database window with Reports selected, you will see a new item in the window. Anytime you want to generate a report of parents with their volunteer activities, simply double-click on Parent Volunteer List Report 
Click the close button or choose File   Close to close the report

Modifying a Report's Design

We can use the Design View to modify the Parent Volunteer List Report. The design view is used to format the controls and sections of the report and can be used to include summaries of data.

Report sections include:

Open the Parent Volunteer List Report in print preview and ask yourself the following questions:
  • Is the spacing okay between columns of data or are there gaps of too much space between columns?
  • Is anything not visible because it overlaps a neighboring column?
  • Would you like to modify anything to improve spacing and readability. For example, would you like to have the label Provide Snacks appear on two lines with Provide above Snacks?
  • Do you need any summary information?

A portion of the Parent Volunteer List Report in Design View. The sections of the report are identified by the gray bars with the section name on the bar. The arrow on the bar to the left of the section name indicates that the bar is above the section. Note that the label Room Parent has been modified so that the word Room will appear above the word Parent. The report header needs to be stretched so that the t in the word Report will not be cut off.
To modify a report remember the following:
  • modifications are done in design view
  • to see the result of the changes, switch to print preview
  • to change the appearance of any control in a report, open the Properties box by right-mouse clicking on the control
    • properties include
      • the font, font size, font style, font color or text
      • the format of numbers such as how many decimal places
      • the color and size of lines
      • the format of dates such as 1/3/02 versus Jan 3, 2002
      • etc.
  • controls are objects and as such can be moved
    • to move an object select it and then hold the Ctrl key while pressing the left or right arrow key to nudge it in the direction of the arrow
    • to move more than one object at once, select both objects first before moving them
  • the space between sections is regulated by the position of the gray section bar
    • these bars can be moved up or down to increase of decrease the space of that section
      • move the mouse pointer to the edge of a bar
      • when the pointer changes to a vertical double-headed arrow bisecting a horizontal line, drag up or down to adjust the size
All of this and more will be demonstrated in class!
Then, you should try creating your own reports.

Printing a Report

Printing a report is the easiest part.

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Copyright © 2003
last updated August 13, 2003