Chapter 4- Create Reports
Reports are often based on queries.
You can add the fields that you need to the query, add criteria, and then use the Report tool to create a report to display the results of the query.
After selecting a theme for your database, you can apply fonts or colors from a different theme.
When you are working with an Access object, the status bar contains buttons for switching views.
When a report is based on a query, the query criteria are applied to the report. Here, only the five instructors without a W-4 form on file are listed.
When you select a theme, you are applying a set of fonts and a set of colors. Here, the Elemental font set includes Palatino Linotype for both labels
and text boxes.
In this manner, you can combine your current theme with a color or font set from a different theme. Here, the report's fonts have changed to
Bookman Old Style for the report header controls and Gill Sans MT for the values in the text boxes. The colors from the Elemental theme are still
Recall that forms and reports are layouts---cells arranged in rows and columns into which controls are placed. You can resize, delete, and merge these
rows and columns so the report can be viewed on a screen without scrolling.
When you resize one text box or label in a report's layout, all the label text boxes in that column are also resized.
The entire report now displays within the width of a typical computer screen. The report is wider than a single sheet of paper, as indicated by the
dashed vertical line.
When you need to print a report, you can adjust its margins and orientation to fit the size of a sheet of paper. You may also need to remove extra
space from the report to prevent printing blank pages.
The first column is very close to the edge of the paper and the Phone column is on another sheet of paper.
When you modify a report so that all the controls fit within a single sheet of paper, some report elements may still extend to a second sheet of paper.
When this happens, a warning displays that the second sheet will be empty.
The Error Message describes the problem and lists commands with possible solutions to the problem.
When extra space is removed, blank pages will not be printed. Here, the entire report displays on a single page.
The Blank Report Tool is used when you want to build a report by adding fields one at a time or to arrange the fields in a different layout.
As you add fields with the Blank Report tool, the other tables move to the lower sections of the Field List pane.
When you add a field from another table, that table moves to the upper pane of the Field List and any tables related to this table become available.
Report data can be grouped and sorted to add meaning to it.
Reports can be formatted to clarify the information that they contain. For example, group headings should be formatted to stand out front he details
within each group.
You can filter a report to show a subset of the data.
In this manner, the Format Painter can be used to copy all the formatting of one control to other controls. When the Format Painter is on, its button
displays in gold on the Ribbon.
You can use the Selection group to select different objects in your report.
Padding is the amount of space between a control's border and other controls on the form or report.
A label report is a report formatted so that the data can be printed on a sheet of labels.
Each manufacturer identifies its label sheets using a product number, Access formats the report to match the dimensions of the selected sheet.
When printing a label report, your printer may require additional steps. Most printers will not print until a sheet of labels or sheet of paper is placed
in the manual feed tray. Many printer, however, can print the report on plain paper. If you are working in a computer lab, check with your lab
technician or instructor for what is required in your situation.
The Report Wizard can be used when you need fields from multiple tables. In the wizard, you can preview different groupings.
After you create a report using the Report Wizard, it displays in Print Preview. When you close Print Preview, the report displays in Design view.
The Report Wizard has screens in which you can change how the report will be viewed and grouped.
A report header is an area at the beginning of a report that contains labels, text boxes, and other controls.
Page headers are areas at the top of each page that contain labels, text boxes, and other controls.
Page footers areas at the bottom of each page that contain labels, text boxes, and other controls.
In Design view, each report section has a bar above it with that section's name, and each group has its own header.
In the Detail section, text boxes display in one row, and a sample of the data is not displayed or repeated for each record.
A report footer is an area at the end of a report that contains labels, text boxes, and other controls.
Design view can be used when you want more control over your layout.
You can remove report headers and footers by deleting their control and decreasing the section's height to zero.
Forcing a new page before a report header starts a new page for each new value in the header.
In Design view, you can work directly with calculated controls---text boxes that display the results of expressions.
When you insert a label in a page footer that does not describe a text box, an error message displays.
When you add a summary statistic, a calculated control is inserted for each group.