Introduction To Reports

Introduction

If tables are used as the platform where you design your database and forms are used to provide a cute visual interface to your user when they are viewing your creativity, reports are the focus of your printing needs. Although you can print from tables, queries, or forms, they lack the formatting features available to reports.

By the way, if you don't have a printer installed and connected to your computer, you will not be able to work on this lesson. The alternative is to install a "fake" printer so that Microsoft Access will "think" that you have a printer and allow you to do your exercises. If you can't print, at least you should have an idea of what you are doing, by using the print preview.

Definition:

A report is used to prepare a special document for printing. All the visual effects and features that you want people to see on printed paper from your database will be designed in report documents.

A report can be designed in many ways using wizards or almost from scratch.

Like a query or a form, a report uses data provided from a table, many tables, a query, many queries, or calculated fields. Once you have the originating data, you can use the wizard to create your form, or can design your form in Design View.

The AutoReport: Columnar:

1. Start Microsoft Access and open the Videos1 database
2. From the main menu, click Insert -> Report .
3. In the New Report dialog box, choose AutoReport: Columnar and tblActors as the originating source of data. Click OK.
4. After a few seconds, a report based on the tblActors is created for you. Now you have a printable report. Save it as rptActors, then close it.

The Auto Report: Tabular:

1. In the Database Window, click the Reports button.
2. On the Database Window's toolbar, click the New button.
3. In the New Report dialog box, choose AutoReport: Tabular and in the table/query combo box, choose tblVideoCategories as the originating source of data. Then press Enter.
4. Once the Office Assistant has finished dancing, you will have a tabular report. Save it as rptVideoCategories.
5. Close the rptVideoCategories report.

Report From Wizard:

A report using the wizard involves a little bit of your participation, you have to make a few
decisions.

1. Click the New Object button on the toolbar and choose to create a report.
2. In the New Report dialog box, choose Report Wizard and in the table/query combo box, choose tblVideos as the originating source of data and click OK.
3. In the first page, choose to include all fields to the report, then remove the Notes field, and click Next.
4. If the report wizard adds a grouping level for you, remove that blue field as the group header. Then click Next twice.
5. For the Layout, choose Tabular; for the Orientation, choose Landscape. Click Next.
6. Choose the Bold Style and click Next .
7. Save the report as rptVideos and click Finish.
8. View the report in Print Preview , then close it.
9. Finally close the Videos1 database.

Getting Help In Microsoft Access:

Click the Office Assistant and type Reports.

Click Create a report.