Unit 12. Reports (I)

Reports are generally used to present the data of a table or query in order to print them. The basic difference with reports is that the data can only be visualized or printed (it can not be edited) and the information can be grouped and totals extracted by group more easily.

In this unit we will learn how to create a report using the wizard, and how to change its design once created.

Introduction

To create a form we need to position ourselves in the Database window with the Reports object selected, if we click on the button a dialog box will open with the different types of reports that we can create.

Design view opens a blank report in design view and we then need to incorporate the different controls that we want to appear within it. This method is not usually used as it is both easier and more comfortable to create an autoreport or to create a report using the wizard, and afterwards to edit the design of the report to suit our particular needs. Ahead in this unit we will see how to edit the reports design.

The Report wizard uses a wizard to guide us step by step through the creation of the report.

Autoreport consists of automatically creating a new report that contains all the data of the source table or query.

The data will be presented differently depending on the type of report chosen, and when we click on one of the options a model will appear on the left. E.g Autoreport: columnar presents each record on one page while Autoreport: tabular presents various records on the same page with a record in each row. We saw these layouts with forms in unit 11.

In order to be able to use this option we first need to fill in the Choose the table or query where the object's data comes from: box with the name of the report's source. This will be the only data that we need to introduce, and once it has been introduced we select the type of autoreport and click on the OK button, Access will do the rest.

The Chart wizard uses an assistant that guides us step by step through the creation of a graphic.

The Label wizard uses an assistant that guides us step by step through the creation of labels.

Next we will explain how to create a report using the wizard.

The Report wizard

To start the wizard we can use the method explained in the previous point or a faster and easier method would be from the Database window with the Reports object selected to double click on the Create report by using wizard option.

The wizard's first window will appear:

In this window we are asked to introduce the fields to be included in the report.

Firstly we select the table or query from the Tables/Queries box where it should extract the data from, this will be the report source. If we want to extract data from various fields it would be best to create a query to obtain the data and then to use this query as the source of the report.

Next we select the fields by clicking on the field and then on the button, or simply double clicking on the field.

If we make a mistake we click on the button and the field will be removed from the list of selected fields.

We can select all the fields at the same time by clicking on the button, or deselect all at the same time by clicking on the button.

Click on the Next> button and the next window will appear...

In this screen we select the grouping levels within the report. We can group the reports by way of various concepts, and with each concept add a group header and a footer, and in the group footer we will normally see the group total.

To add a grouping level click on the field by which we want to goup and click on the button (or double clic directly on the field).

A diagram will appear to the right indicating the structure that our report will take on, and in the central zone the fields that are seen for every record will appear. In our example a group by city will appear at the top and a group by postal code will appear at the bottom.

To remove a grouping level click on the header corresponding the group and click on the button.

If we want to change the order of the defined groups we use the button, the upward arrow will move us up a group, and the downward arrow will move us down a group.

With the button we can refine the grouping. click on this button and the following screen will appear.

The different groups that we have defined will appear in this box, and for every group that we have the field that defines the group in Group-level fields:, and in the drop down list of the Grouping intervals: we can indicate whether it should use the complete value contained in the field to group, or use the first letter, the first two letters, etc... After clicking on the OK button we return to the previous screen.

Once we have the grouping levels defined we click on the Next> button and we go to the next window, as seen on the next page.

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