access chapter 4

Microsoft Office 2007Access Chapter 4Creating Reports and Forms

Objectives

• 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

2Microsoft Office 2007: Complete Concepts and Techniques - Windows Vista Edition

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 3


• 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



• 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


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


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


Grouping and Sorting in a Report


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


Adding Totals and Subtotals


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 double-headed arrow

• Drag the right boundary to the right so that the entire contents of the City column appear


Resizing Columns


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


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


Conditionally Format Controls


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


Filtering Records in a Report


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


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


Adding a Field


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


Including Gridlines


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


Adding a Date


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


Changing the Format of a Control


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


Moving a Control


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


Moving Controls in a Control Layout


Summary• 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


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