A query simply selects particular records from the database. Often you may want to display only some fields from the records that are found or display the records in a particular order. A report is an effective ‘way to present your data in a printed format, because you have control over the size and appearance of the data and headings. Fields in the report can be grouped, with different kinds of subtotals including sum, minimum, maximum and average. ‘Typically, a report will let you specify these things: + which fields to display + where to display the fields + the order in which records should be displayed + how records should he grouped together + what statistics you wane the database to calculate from the records (for example, number of records, average values of fields). Standard report formats Standard reports can be either: + tabular (set out asa table) (Fig 8.36) or * columnar (set out as a form) (Fig 8.37). When a tabular report is printed, multiple records are printed on each page. Each record takes up one line ina table. The names of the fields are printed at the top of the table. Options provided in the report will let you determine in what order the names are printed oon the report. Grouping could be used to divide the field names on the report into groups. For example, the types of items could be grouped by the supplier. ‘Most databases will print each group on a separate page. Calmnar reports print each record on a separate form. Usually each form is printed on a different page. ‘Columnar reports are often used for printing items such as tickets. Order Report ow — gg = © ee a a 08 sorts 98.36 Example tabulerrepor Th Order Report - Columnar \ Order Report - Columnar Last King Fiest Bev Description Pocket Diary Cost $8.95 ary 5 Discount a Last Tedd First Lou Description Black Pen cost $1.25 ary 50 Discount a 9837 Exampleofacolumnarrepor Creating a report “The fastest and easiest way to create a simple report using a database such as Microsoft Access is withwizard which automatically creates a report by arranging all of the fields from a table or query into a neatly formatted report. To create a report 1 Activate the Report Wizard on the Access menu. 2 Select the table or query from the Tables/Queries drop-down menu (Fig 8.38). Repo Wars oe Sspcecar tortie semen scceiaaeaataae reat [enna ¥ ont = 3. Select the fields that should be displayed in the report by transferring them from the Available Fields window in the left pane to the Selected Fields window. Use the single right arrow button > to move fields one at a time or the double arrow button >> to move all the fields at once. 4 Click the Next button to move to the next screen. 5. Depending on the number of tables in your database, you may have options on how to view your data, You may not always see this option 6 Decide if you would like to group your fields (Fig 8.39). Click the right arrow button > to add those fields to be grouped. Use the Priority buttons to change the order of the grouped fields if more than one field is selected. 7 Click Next to continue. 8.7 Report formats Report Ward Deyn, Con 1, Bt ot |e Come] [ae i839 Decide ityou wish to group ary feds 8 Decide if you wish to sort any fields (Fig 8.40).1F the records should be sorted, identify a sort order here, Select the Last field to be sorted by and click to choose from ascending or descending order. Click Next to continu ry } jl al | coat se Cae] a som ayes Fig 40 Decieityou wish 9 [there are fields in the report that contain numeric values, you can choose whether to apply certain summary functions such as sum, average, max or min to the report. For example, you may want to sum the quantities of items ordered (Fig 8.41), Click Next to corre ‘Sims oe om Doog aa : a ooog awe oooo ty wes Tow corr ooo = fama an oe Fig B41 Surimary options can be ale tthe report Fig 8.43 Youcan adjust the report the feldsare oo wide 10 Select the layout and the paper orientation you re toa z ‘want and click Next if there are any other options regarding the orientation or the style you desire. 11. On the final screen, name the report (Fig 8.42) : : : Order Report - February and select to open it typically in Print Preview a ve mode. Click the Finish button to create the report. sy toy Ss as ‘You may wish to preview the report before you (oe Tad tate ase tais0 printiit oe eso Wad a 2 88 roth ae fo unr ee? Ht , rar ape Fg 844 Orderepot fie elds ore odjusted "ea eaten de we ee ee se yoemen re een nth ee em ——— xt ToTALCERT Bern no Wat tomar 8a wo @ been te er Siem am ans Seen a ter Ning Poet sess sss Sa = ice con a Es =a 4 You teeettot sss mossy 9842 Fal give your report actle Ses fo = Yo a 12. If the fields are too wide you can adjust the final ook of the report (Fig 8.43). Close Print preview ott mam em sae mode and choose Design view or Layout view to cle sae rss adjust the width of the fields. PE a Fig B45 Ordertepor with summary lds includedPrinting the report Once your report is ready to be distributed, it can be printed or exported to other applications. You can activate the print option to print your report to a printer or export it to a format that is compatible with a word processor. In recent versions of Microsoft Access, you are able to export your report to formats such as Excel, PDF, tich text, HTML or as an email attachment via Microsoft Outlook. Rich textis a common format for exporting a report to a word processing document such as Microsoft Word (Fig 8.46). 5 fl 8.7 Report formats ‘To export a report to rich text format: 1. Select the report that you wish to export. Double-click to open the report. ‘Use the View icon and select Print Preview. Select rich text option to export the report. ‘You will be prompted to confirm the name and location of the exported report. Select the option to open the destination file after the export operation has been completed. This is useful to view the exported report ween 5s Eg POF Email More Close Nr ssc (een omni | MAM etal foe toe Eee ieee ee sea» Rage Paes Paes fe ones EE ‘he rage sue ren eel ve All Access Objects © « [lil Orton Fnan se 2 Bt cmmate : BB cone et cet Order Report - February oe ea Descrnti Quantity Discount TOTALC ania ‘Ann Wall Round Label $3.95 10 2 Fig 846Reportscan beprinted or exported tocther applications Questions Consider the report shown in Figure 8.44 1. Explain whether the report is formatted as tabular or columnar. Identify: the data type of each field the grouping field the sort field the calculated field the title of the report how many products Lou Tedd ordered