Quick reference

• 00:04 This is lesson 22 of Access 2013
• 00:09 Reports are what others that are not using your database see.
• 00:14 They can be printed on paper or viewed like web pages.
• 00:18 In this lesson, you will learn more
• 00:20 about creating reports in Access.
• 00:23 Hi, this is Crystal.
• 00:25 Click on the Query or Table you want to base a report on.
• 00:29 Then click on the Create ribbon.
• 00:31 If you click Report, which is the first icon
• 00:34 in the Reports group, Access creates an AutoReport
• 00:38 showing fields from the selected source.
• 00:41 Vertical dotted lines show where the pages will break
• 00:44 in Print Preview, or when sent to a printer.
• 00:48 The Report Design command creates a blank report with
• 00:52 a Page Header section, Detail section,
• 00:55 and a Page Footer section.
• 00:58 Blank Report also creates a blank report
• 01:01 and opens in Layout View.
• 01:04 Design-wise, there is no difference
• 01:07 between creating a Blank Report and choosing Report Design.
• 01:12 The Label Wizard steps you through
• 01:14 picking standard or custom labels.
• 01:17 You can scroll through the list to pick the label paper you have.
• 01:22 Notice you can also filter by manufacturer to limit the choices.
• 01:28 The Customize command button lets you define
• 01:31 exactly what you want.
• 01:33 Avery 5160 is a common size to use for envelopes.
• 01:39 Use labels for mailing, labeling products,
• 01:42 and anytime you want to print or display
• 01:45 multiple records in columns of a page.
• 01:49 There is currently a report in this database
• 01:52 called rpt_Invoice_Simple.
• 01:56 It doesn't work anymore because
• 01:58 InvoiceID was deleted from the Work table.
• 02:02 So how do we fix it?
• 02:04 The easiest way is to temporarily
• 02:07 put InvoiceID back into the Work table
• 02:10 so the RecordSource can be fixed using the Query Designer.
• 02:15 Go to the design view of the report and
• 02:17 click on the builder button ... in the RecordSource property.
• 02:22 Right-click on a blank area of the query
• 02:25 and choose Show Table.
• 02:28 Add the Work Services table, which is where
• 02:31 InvoiceID will be if it is filled.
• 02:33 Delete the relationship going from Invoices to Work,
• 02:37 by selecting it, right-clicking,
• 02:39 and choosing Delete from the shortcut menu.
• 02:43 Turn on the Property Sheet.
• 02:45 As you click on different things in the query,
• 02:48 the property sheet changes.
• 02:50 Click on a blank area to show properties for the query,
• 02:53 as opposed to properties for a fieldlist or column.
• 02:58 To avoid duplicate records,
• 03:00 set the Unique Values property to Yes.
• 03:04 Then close the query designer and save.
• 03:08 In part 2 of this course,
• 03:10 we will modify this report to be a main report
• 03:13 and subreport to show detail for the tasks done.
• 03:17 Then delete the InvoiceID field from the Work table again.
• 03:22 Now we are going to use the Report Wizard
• 03:25 to create a Grouped Report.
• 03:28 On the Create ribbon, in the Reports group,
• 03:30 click Report Wizard.
• 03:33 If you did not select your table or query first,
• 03:36 you can drop the list and choose whatever you want.
• 03:40 The available fields are shown on the left.
• 03:43 To move all the fields to the list on the right,
• 03:46 click the double angle bracket pointing to the right (>>).
• 03:49 To move all the fields back,
• 03:51 click the double angle bracket pointing to the left (<<).
• 03:54 You can double-click fields on the left
• 03:57 to add them to the list on the right.
• 04:00 The list on the right displays the fields you have selected.
• 04:04 To move fields from the select list
• 04:07 back to the available fields list, double-click them.
• 04:11 We will add the key fields, but not now,
• 04:14 so move the 3 ID fields at the bottom back to the left.
• 04:19 The Next dialog box shows how data will be grouped.
• 04:22 You can choose whichever table you want
• 04:25 for the main grouping and Access will guess at what you want.
• 04:29 Click >> 'Show me more information' for help.
• 04:35 Click Next to show a dialog
• 04:37 that lets you specify grouping levels.
• 04:41 The Report Wizard used to not detect what you want
• 04:44 and now it does.
• 04:46 I actually liked it better when it didn't.
• 04:50 Double-click fields on the left
• 04:52 to add them to group levels on the right.
• 04:55 Next, you can choose how you want
• 04:57 data sorted within each group.
• 05:00 You can also click the Summary Options command button
• 05:03 for calculations.
• 05:06 In the next dialog box, you can choose a Layout.
• 05:09 The difference between Stepped and Block is only that,
• 05:13 with Stepped, duplicate values in the grouped data
• 05:16 will not be repeated.
• 05:18 I used to like Block because it left-aligned everything.
• 05:22 The wizard, however, has been changed not to do this anymore.
• 05:27 Outline still indents but not as much,
• 05:30 so it might be a better choice in most cases.
• 05:34 The last dialog box lets you specify a title for the report.
• 05:39 This will create a label having the caption
• 05:42 be whatever you specify.
• 05:45 Click Finish to see the results.
• 05:47 Oh my goodness, is that ever ugly, at least for this data.
• 05:52 The wizard does a much better job
• 05:54 when you do not have many fields.
• 05:57 Number controls that are not wide enough
• 06:00 show data with number signs.
• 06:03 To change what the wizard did, right-click on the title bar
• 06:06 and choose Design View from the shortcut menu.
• 06:10 You can also click the Close Print Preview icon
• 06:14 on the PRINT PREVIEW ribbon.
• 06:16 Maximize to give yourself more space.
• 06:20 There are several sections.
• 06:22 What is in the Report Header
• 06:24 will be printed once at the beginning of the report.
• 06:28 What is in the Page Header
• 06:30 will be printed once at the top of every page.
• 06:33 Group sections will be printed
• 06:35 whenever the value in a grouped field changes.
• 06:38 Controls in the Detail section
• 06:40 will be printed for every record.
• 06:43 The group footer sections will print
• 06:45 at the bottom of each group.
• 06:47 Then comes Page Footer, which is not showing,
• 06:49 and will be printed at the bottom of each page.
• 06:52 The Report Footer will be printed
• 06:54 once at the end of the report.
• 06:57 Open the YearWork header by clicking on its bottom border
• 07:01 and dragging it down.
• 07:03 Move the YearWork control to the YearWork Header section.
• 07:07 Open the Customer header by clicking on its bottom border
• 07:11 and dragging it down.
• 07:13 Move the Customer control into the Customer Header section.
• 07:18 To modify grouping and sorting, click the Group & Sort icon
• 07:22 on the REPORT DESIGN TOOLS, DESIGN ribbon.
• 07:26 To delete a grouping, click on it in Group, Sort, and Total
• 07:30 and press the Delete key on your keyboard.
• 07:33 I could continue rearranging what the report wizard did,
• 07:37 but there reaches a point where
• 07:40 it is faster to create what you want from scratch.
• 07:44 The next lesson will begin a series of lessons
• 07:47 on creating a grouped report in Access,
• 07:49 completely from scratch.

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