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Creating Reports in Microsoft Access 2007 Using Queries and Report Design Mode

This document provides a tutorial on creating reports in Microsoft Access 2007 using queries and report design mode. It explains how to create queries to retrieve and organize data from tables. It then demonstrates how to design a report using the query results, including grouping data, adding headers and footers, formatting fields, and printing the report with each customer on a separate page and totals. The goal is to produce a statement-like report to display complete customer sale details.

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Shiva Maru
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© Attribution Non-Commercial (BY-NC)
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Download as PDF, TXT or read online on Scribd
81 views

Creating Reports in Microsoft Access 2007 Using Queries and Report Design Mode

This document provides a tutorial on creating reports in Microsoft Access 2007 using queries and report design mode. It explains how to create queries to retrieve and organize data from tables. It then demonstrates how to design a report using the query results, including grouping data, adding headers and footers, formatting fields, and printing the report with each customer on a separate page and totals. The goal is to produce a statement-like report to display complete customer sale details.

Uploaded by

Shiva Maru
Copyright
© Attribution Non-Commercial (BY-NC)
Available Formats
Download as PDF, TXT or read online on Scribd
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Creating Reports In Microsoft Access 2007 Using Queries and Report Design Mode

SandraDyke,2010

Access2007Tutorial

This tutorial assumes the Microsoft Access 2007 Tutorial has been completed to create the Basic Sales System Database Objective: to create a report which could be used as a statement and looks like the following:

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Create the following queries Results are shown for each query but your results may be different depending on the data contained in your tables. qEmployeeDetails

Result:

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qCustomerAddressDetails

Result:

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qCustomerSaleInvoice

Result:

(NB: new sales cant be added to this query they have to be added to the sales table and then the query refreshed to show a new invoice)

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qCompleteSaleDetail To create the following query, use the create query deign option but this time select from the Queries tab in the Show Tables dialogue:

Select qCustomerAddressDetails, qCustomerSaleInvoice and qEmployeeDetails queries created above. Run your query the resulting query matches everything from one table to the others. Relationships between the queries need to be established. Drag the CustomerID from qCustomerAddressDetails to qCustomerSaleInvoice and the EmployeeID from qCustomerSaleInvoice to qEmployeeDetails to create the relationships below:

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Select the required fields as shown below:

Depending on the data contained in the various tables, the following results may be produced Result:

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Producing a Report Using the qCompleteSaleDetail Query This time, the report is going to be produced using the Create Report Design option

With the Property Sheet open, click on the down arrow for the record source and select qCompleteSaleDetail. You may need to resize the Property Sheet Window first.

Select the Add Existing Fields option and all of the fields contained in the query will be available. If any are missing, go back to the query, make sure the fields are contained in the query and the show box is ticked. If any arent showing, adjust and the save your query. The new fields should then be available.

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This is the report being created:

Drag all of the fields required for the report into the Detail section of the blank report:

Dont worry about tiding anything up yet. View the report fairly ugly really isnt it? Also, the customer details are repeated for each purchase. Lets sort based on CustomerID so that each customers details are only shown once. Make sure the Groups & Sort option on the Design tab is selected

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Click on the Add a group button in the Group, Sort, and Total section at the bottom of the page.

Select CustomerID

This has created a Customer Header above the detail section of the report

And added a group tab in the Group, Sort, and Total section

Select the customer details in the Details section and cut and paste into the CustomerID Header

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Now when the report is viewed, the customer details only appear once followed by all the sale details related to the customer. However, the sale detail headings are still being repeated so these need to be moved into the CustomerID Header section as well. To do this, the labels for each field needs to be separated from their field details. Select the sale details and click on the Stacked option in the Arrange tab

While these items are still selected, click on the Remove option

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Click on the top of the Detail bar until the pointer changes into a double headed arrow with a line through it and drag the bar down to make some space.

Click on the label portion of the field (should be the left half) and cut and paste into the CustomerID Header section. You may need to separate the label and text details apart first so that just the label is selected.

Repeat the stack and remove actions above for the address details and then delete the customer detail labels so only the customer details remain.

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Rearrange everything so that it looks like the following:

The CustomerID Header, Detail and Page Footer bars can be moved in the same way as the Detail bar was moved above. View the report:

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Now to separate each customer on to their own page: Click on the CustomerID Header to select it and then change the Force New Page option to Before Section.

View the report using the Print Preview option

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Move through the pages by using the arrows at the bottom of the page. NB if the report is viewed in the Report option, there wont be separate pages.

Click on More in the Group on CustomerID section and show the footer

Change the with no totals option to

The following: Make sure the TotalSalePrice is shown before selecting the ShowGrandTotal and Show in group footer options.

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Add a label for total sales for period

Format the TotalSalePrice field to currency on the property sheet

Make any final adjustments (eg bold headings, bring in a company logo this was done by using WordArt in Word and copying it to this report)

The date can be added to the page footer, a report title can be added to the report header and the date and time of printing the report can be added to the report footer but I leave this to you to try yourselves.

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