Microsoft Access 2010 tutorial:How to creat report?


How to create report?

II.3. Create a report by using Blank Report tool

Once you want to create a report by inserting fields and controls while the report is displaying in Layout View, Blank Report tool is your choice.  For instance, create a report to display four fields of TblCustomer including CusID, CusName, Sex, and Addr. To do this task, you need to follow the steps below:

- Open your database

- Click Create tab

- Click Blank Report in the Reports group

Access creates and opens a blank report in layout view as the figure below:

Access view report 

- Click Add Existing Fields next to the Property Sheet in the Tools group

Access displays the Field List pane.

- Click Show all tables to display names of the tables.

- Click plus sign (+) in front of table's name you want to drag its fields to crate the report

- Double-click or drag the field you want to display on the report

In the example, the report need to displays four fields so you have to insert four fields on the report.

Access blank report insert fields

In the Layout View, you can make design changes to the report while the data is displaying. For example, you can insert controls, resize the text boxes, change font color, and font size of the displaying data.

- Click View to see the result

II.4. Create a report by using Report Wizard

If you are not familiar with creating a report, or if you intend to create a report from step by step by answering a series of questions, you can use Report Wizard. By using Report Wizard to create the report, you may take time because Access need you to answer a series of questions from step by step. However, it is the best way for you to create the report for the first time. For example, you create the report to display all products that groups by category name of product. Through the example, you need to retrieve data from two tables: TblCategory and TblProduct. To create this report, follow the steps:

- Open your database

- Click Create tab

- Click Report Wizard in the Report group

Access displays the Report Wizard dialog box as the figure:

Access first step of Report Wizard 

This dialog box allows you select fields you want to show on the report. You can create the report from more than one table or query.

- Click drop-down arrow of combo box

- Click TblCategory

Access report select table category

- Click CategoryName and then click Access report selected field button to drag field into the Selected Fields box.

- Click drop-down arrow of combo box again

- Click TblProduct

- Click the field and then click Access report selected field button to drag the field into the Selected Fields list box. Do as the figure below:

Access report selecting fields 

- Click Next

Access displays the second step of the Report Wizard.

Access report viewing data 

This dialog box allows you to select the lay out of viewing data on the report by TblCategory or by TblProduct. Click by TblCategory or by TblProduct, you will see the viewing data's lay out in the preview box on the right.

- Click Next

Access displays the third step of the Report Wizard.

Access report grouping data 

This dialog box allows you to insert any grouping levels of field you want to display on the report. If you want to add ProductID field as a grouping field, click ProductID and then click Access report selected field grouping button. If you want to add other fields as a grouping field, do as you added ProductID field as a grouping field.

- Click Next

Access displays the fourth step of the Report Wizard.

Access report sorting data 

This dialog box allows you to sort the records in either ascending or descending order. You can sort records by up to four fields. Moreover, you can summarize or calculate data by using aggregate functions such Sum, Avg, Min, and Max. To summarize or calculate data, click Summary Options... button and then tick the aggregate function you want.

- Click drop-down arrow of combo box to select the field you want to sort (e.g. ProductID)

- Click Next

Access displays the fifth step of the Report Wizard.

Access report selecting report's lay out and orientation 

This dialog box allows you to select the report's lay out and the report's orientation that you like for your report. When you select which lay out or orientation of the report, you can see its feature changing in the preview box on the left.

- Click Next

Access displays the last step of the Report Wizard.

Access report the last step of report wizard 

This dialog box allows you to set the title for the report, to open the report in Print Preview or Design View. Click Preview the report when you intend to preview the report. Alternately, click Modify the report's design when you plan to open the report in Design View.

- Type the title of the report as Category Information

- Click Finish

You got a report as the figure below:

Access report wizard's result 

To make design change to the report, you need to open the report in Layout View or Design View.

Note: The report's title is optional.

II.5. Create a report for mailing label

In Access, you create labels as a report for the purpose of mailing. But you can use any Access data that is printed in a label format for other purposes. In case of mailing label, the report gets address data form the tables or queries that contained addresses. The report prints a label for each address data. For example, you want to create labels that contain customers' names and their addresses. To do so, do the following:

- Open your database

- In the Navigation Pane, click or open the table or query

- Click Create tab

- Click Labels in the Report group

Access displays the first Label Wizard dialog box.

Access label wizard first step 

This dialog box allows you to choose the Product number, Dimensions, Number access, Unit of Measure, Label Type, and the manufacturer. If you want to choose different manufacture from the Label Wizard dialog box displayed, click drop-down arrow of the Filter by manufacturer combo box.

- Click label's size you like

- Click Next

Access displays the second Label Wizard dialog box.

Access label wizard second step

This dialog box allows you to set font name, size, weight, and text color. When you change font size, weight, text color, you can see its effect in the preview box, on the right. Set font name and color you would like for your labels.

- Click Next

Access displays the third Label Wizard dialog box.

Access label wizard third step

This dialog box allows you choose the fields from the data source on the left to create labels. You can add text, comma or hyphen that you would like to see on every label onto the Prototype box. To add text, comma or hyphen to the labels, place cursor any where in the Prototype label box that you want to insert, and then  type what you want display on your labels.

- Click CusName and then click Access label wizard select customer's name to display CusName field in the Prototype label box.

- Click Addr and then click Access label wizard select customer's address to display Addr field in the Prototype label box.

- Click Next

Access displays the fourth Label Wizard dialog box.

Access label wizard third step

This dialog box allows you to sort the fields for the labels. You can sort more than one field for your labels. For example, you want to sort by customer name.

- Click CusName and then click Access label wizard select shorting field

- Click Next

Access displays the last Label Wizard dialog box.

Access label wizard last step

This dialog box allows you to type the title, to view the label in Print Preview or Design View. If you want to open your labels in Print Preview, click See the labels as the will look printed. Otherwise, click Modify the label design if you want to view the labels in Design View.

- Click Finish

Access views the labels in Print Preview as the figure below:

Access label wizard result

To make design change to the labels, you need to open the labels in Layout View or Design View.


Comments

Sarath comment

 Sarath

how to modify database anomaly to normalization


2015-06-07



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