Lab%2011%20-%20Report%20Design%20Using%20Microsoft%20Access

Lab%2011%20-%20Report%20Design%20Using%20Microsoft%20Access...

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L AB 11 R EPORT D ESIGN U SING M ICROSOFT A CCESS WHY REPORTS? In Labs 9 and 10 we used queries to report information from our database. What does a Microsoft Access report do that a query cannot? For one thing, a report can provide formatting options that a query cannot. For instance, with a report you can put heading information in one part of the report and detail in another part of the report. You can also use different font formatting to set bold, italic, font face, and font size for different parts of the reports. A report also allows you to display both detail and sub-totals or totals on your data. For example, we could report the order detail lines of each order with a total for each order. This would be very difficult to do with a query. Finally, reports have built in functionality to handle paging, including page headers and footers and section headers and footers. In fact, queries and reports often work hand-in-hand. It is common for an Access developer to first design and save a query that pulls and calculates needed information from multiple tables. Then the developer creates a report based on that query. Of course, you can also base a report on a simple table, which is what we will do first. CREATING A REPORT WITH THE ACCESS REPORT WIZARD Microsoft Access provides a wizard that leads you through report creation and does a lot of the work for you. You don't have to use the wizard, but many Access developers find it faster in the long run to let the wizard create the base report and then manually modify it. That is what we will do. Do the following: If you have not already done so, launch Microsoft Access and the special version of the Northwind database that works with these labs. In the menu at the top of the window, click Create. Click on the Report Wizard icon in the toolbar. CNIT 180: Lab 11 – Report Design Using Microsoft Access Page 1
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You will see the wizard dialog box shown here. Let's assume we want to report certain fields from the Employees table. From the Tables/Queries dropdown box, select Table: Employees. From this dialog box, you can select which fields of the Employees table you want in the report. Use the buttons in the middle of the screen to move the fields you want from Available Fields to Selected Fields. For our report, place into Selected Fields the following: LastName, FirstName, Title, Dept. When those four fields are displayed in that order in the Selected Fields box, click Next. On the next screen, you can choose how you want records grouped on the report. Grouping has to do both with sorting the records and with formatting them on the report. Groupings can be given their own headings and footers. The wizard has generally suggests something based on the nature of the data underlying your report. In this case it has suggested grouping by Dept. But let's suppose we don't
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This note was uploaded on 01/30/2012 for the course CNIT 180 taught by Professor Victorbarlow during the Spring '12 term at Purdue University-West Lafayette.

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Lab%2011%20-%20Report%20Design%20Using%20Microsoft%20Access...

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