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Exercise 
Skills Covered:
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Reports give you much more flexibility in producing output than simply printing tables and queries. You can
print records in a tabular format that looks like a datasheet but with more attractive fonts, and you can print
records one below the other in a columnar format.
After seeing your print-outs of queries and tables, the owner and other employees of the bike shop have
been asking if you could make the print-outs more readable, and in some cases if you could add totals to
the details. You realize it is time to learn about reports.

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Report A way to structure your data for printing
with format enhancements.
Tabular report A report in which each record is a
row and each column is a field.
Group A way of organizing a report so that similar
data appears in the same area of the report;
totals or counts are often used to show summary
statistics for the grouped data.

Columnar report A report in which records are

listed down the page one after the other; the data
is listed in the right column and field names in the
left column or above the field values.
AutoReport A report that is automatically
generated at the click of a button.
Design view A view of the report that lets you
change its appearance and contents.
Preview A view of the report as it will appear
when printed.

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While you can print tables, queries, and

forms, reports are designed specifically for
printed output.
Reports give you more options for formatting,
calculating, and totaling your data.
You can lay out your report in different ways:
In a tabular report, each row is a record
and each column is a field, similar to a
datasheet. Usually field names appear at the
top of the column.

You can group records (usually in tabular

format) so that all records from one value in a
field are in one group and the next value of
the field begins another group. You can have
more than one grouping level, with groups
within the first group.
Summary statistics can appear at the bottom
(or top) of records in tabular format and at the
bottom (or top) of each grouping. Summary
statistics can include sums, averages,
counts, and so on.


 In a columnar report, fields appear below

each other in a column instead of next to
each other in a row. Often the field names are
to the left of or above each field in each
record.

In a mailing label report, records are

arranged in blocks across and down the
page. Usually this format is used to make
mailing labels and includes field values and
not field names.

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To start many of these methods, go to the Report

dialog box using one of the following procedures:
Open the table or query that will be the
source of the report and click the drop-down
arrow on the New Object button on the
toolbar and choose Report.
In the Database window, click the Reports
button, then click the New button.
Choose Insert, Report.

You can create reports using different methods:

In the New Report dialog box, select
AutoReport to create either a tabular or a
columnar report. These two options are
covered in this exercise.

When you get to the New Report dialog box, if

the table or query name is not shown, choose
the table or query that will be the source for your
report from the drop-down list and continue with
the steps shown in the wizard or in Design view.
New Report dialog box

Use the Report Wizard to take you step by

step through the process.
You can use the Label Wizard for mailing
labels and the Chart Wizard for creating
charts.
Copy another report (right-click on the report
name in the Database window and choose
Copy, then right-click an empty area of the
window, choose Paste, and give the report a
new name). Make changes to the new report
in Design view if necessary.
Import a report from another database (File,
Get External Data, Import, choose the
database, and choose the report) and modify
the report in Design view if necessary.
Create a report from scratch through Report
Design view, which is similar to Form Design
view.
Click the New Object button, and then click
AutoReport. This option creates a columnar
report. This option is not covered in these
lessons; the AutoReport: Columnar selection
in the New Report dialog box is a better
method of creating such a report.

Regardless of the method you use to create the

report, you can modify its appearance and
content in Design view.

Choose table or
query for source.

Choose procedure
to create report.

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Two AutoReport options appear on the New

Report dialog box.
AutoReport: Columnar creates a report with
fields placed one below the other and field
names to the left of field contents. AutoReport:
Columnar is the default report created if you
select the AutoReport option from the drop-down
list on the New Object button.

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AutoReport: Tabular is the second AutoReport

choice on the New Report dialog box. This type of
report is more common than a columnar report.
Tabular reports place fields in columns and
records in single rows across the page.
After you choose the table or query for the report
source, Access is only one step away from
creating a report.
AutoReport assumes that you want all fields in
the report in the order in which they appear in
the table or query.
You can create the report this way and then
remove or reorganize fields in Design view.

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After you create a report, Access displays the

report in Preview mode, which is also called
Print Preview, as in other Office applications.
You can also get to Preview mode by selecting
the report in the Database window and clicking
.
the Preview button
In Preview mode, the mouse pointer displays as a
magnifying glass
. Click anywhere in the report
display to toggle between a view of the whole
page (choose Fit in the Zoom drop-down list on
the Preview toolbar) and the most recent zoom
value.
The Preview toolbar has buttons similar to those
in other Office 2000 applications.

The navigation buttons on the bottom of the

Preview window are similar to those for tables,
queries, and forms except they are for moving
from page to page within a report.
Report Preview toolbar
Print

Design
view

One-page Multiview
page view

Toggle Two-page
zoom
view

Zoom

Database
Window

Close

Office
Links

Help

New
Object

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When you create a report, supply a name for the

report when you do one of the following:
Specify the name in a wizard dialog box.
Close an unnamed report.
Choose File, Save or File, Save As from
the menu.
Right-click anywhere in the report and
choose Save As from the shortcut menu.

To change the name of a saved report (or any

object in the Database window), right-click on
the name, choose Rename from the shortcut
menu, type the new name, and press Enter.

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Create New Report
Using AutoReport

Save the Report

1. Open the table or query on

which you will base the report.
2. Click the drop-down arrow on
the New Object button

3. Click Report......................... 
4. Choose AutoReport:
Columnar.
OR

Choose AutoReport: Tabular.

5. Click OK........................... m

1. Click File ..................... \+

2. Click Save ........................... 
3. If the report has not been
saved before, type the name
of the report.
4. Press Enter ......................m

Open a Report
1. Click Reports button
in
Database window.
2. Select report ......................
3. Click Design................ \+
to view report in Design view.
OR

Click Preview .............. \+

to view report as it will appear
when you print it.

9The report displays in

Print Preview.

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1. Start Access, if necessary.

7. Close the report.

2. Open PAC01.
3. Open qryMailing.
4. Create a tabular AutoReport.

8. With qryMailing open, create a

columnar AutoReport.

9Use New Object button, Report, AutoReport: Tabular.

5. Save the report as rptMailTabular.

6. Print one copy of the report.

9. Save the report as rptMailColumnar.

10. Print one copy of the report.
11. Close the report.
12. Close the database.

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1. Start Access and open OPAC01, a
database that contains names and addresses
in tables, forms, and queries.
2. Open the Addresses table.
3. Create a Columnar AutoReport.
4. Save the report as ColumnNames.

5. Print the report.

6. Create a Tabular AutoReport.
7. Save the report as TabNames.
8. Print the report.
9. Close the database and exit Access.

Exercise 
Skills Covered:
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While the AutoReport option may produce an acceptable report, you will often find that you need to edit a report
to change its title, enhance its appearance, and reposition fields to make it more readable and pleasing to the
eye. Access provides a number of ways to enhance a reports appearance and change its content.
You are not satisfied with the columnar report produced by the AutoReport option and want to change its
title and reposition its fields. You need to learn about Report Design view.

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Design view The editing screen in which you can
change the way a report looks.

Footer Items that appear at the bottom of a section.

Control Any item on a report.

Report header/footer Sections on a report that

display only at the beginning and end of the report.

Label Control that displays text. Labels include

column or row headings and titles.

Page header/footer Sections on a report that

display at the beginning and end of each page.

Report Section An area of a report that specifies

where on the page information is displayed. The
sections include report header, report footer,
page header, page footer, group headers and
footers (if any), and the detail section.

Detail Section of a report that displays the data

from the source table or query.
Value Control that displays data from a source table
or query or the results of a formula or expression.

Header Items that appear at the top of a section.

The items can be text, calculations, and graphics.

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If you need to make changes to a report after

youve created it with AutoReport (or a wizard),
you need to work in Design view.
While in Print Preview, click on the View button

to get to Design view or click on the Design

button in the Database window when the report
is selected.
To return to Preview mode, click the

Preview button

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Each element of a report is called a control.

Controls include:
Labels that identify fields
Fields that derive their contents from the
source table or query. Different fields may
have different control types, including:

Text boxes (the most common)

List or combo boxes
Check boxes, toggle buttons, or option
buttons, usually used for Yes/No fields.


 Command buttons

Sections of a tabular report in Design view

Images
Formulas or expressions in text boxes
Borders and lines

Labels

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Page header, which contains information

repeated at the top of each report page. In a
tabular report, like the one shown in the
illustration on page 13, the page header
usually contains labels that identify the fields.
In a columnar report created by the
AutoReport option, this section may be
empty.
Detail, which contains the values for the
fields. In a columnar AutoReport, the field
names may also appear in this section.
Page footer, which contains information that
appears at the bottom of each report page. In
AutoReports, Access includes the date and
the page number in this section.
Report footer, which contains information
that appears only on the last page of the
report. In AutoReports, the report footer is
usually empty.

Report Header

Reports are divided into Report sections. Each

section determines where the controls it
contains appear in the report. At a minimum, a
report contains the following sections:
Report header, which contains the reports
title. Sometimes, you may wish to enhance the
report header with a company logo or other
graphic. Information in the report header
appears only on the first page of the report.

You can hide any section by changing its Visible

property (on the sections property sheet Format
tab) to No.

Page Header

Detail
Page Footer

Expression
in text box

Fields in
text boxes

Report Footer
(empty)

To delete page headers and footers, choose

View, Page Header/Footer. You can re-insert the
page header and footer sections by choosing
View, Page Header/Footer again, but you will
have to insert new controls.
If you want a page footer and not a header (or
vice versa), delete any controls and drag the
border so there is no height to the section, or set
the sections Visible property to No.

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First move, delete, or resize any controls if you

want to make the section smaller. (To edit
controls, see the next page.)
Move to the edge of the section. The mouse
pointer becomes a double-arrow
.
Drag the mouse pointer up or down to resize
the section.

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Report Design view is similar to Design view for

a form.
The exercises for form design gave you the
basics for working in Design view. The following
notes and figures are a summary of many of
these procedures.
As in form design, the controls appear on a grid
of dots and gridlines. The default gridlines are 1"
apart and the dots are 0.04" apart. Use the dots
and gridlines to help position controls.

Click the Object lists drop-down arrow on the

Formatting toolbar and select a control name.
Generally, the field name for controls that
show the contents of the field appears.
Press Tab or Shift+Tab to select the next or
previous control.

Sizing handles surround the control to indicate it

is selected.
Selected control

Report Design view

Formattting
toolbar

Toolbox button
Object button
Field List button

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Each control has a set of properties that

determine its appearance and content. Some
control properties can be changed in the Design
view display. These include control size, font, and
position. Other control properties require that you
display the property sheet to make the changes.
In this exercise, you will change controls only
using the Design view display. In a later
exercise, you will use the property sheet.

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Rulers

Selected control

Field list

Toolbox

If text does not fit in a control, you need to

change the controls size.
On a selected control, move the mouse pointer
to one of the sizing handles until it becomes one
and drag
of the double-headed arrows
the mouse in the desired direction.
When you begin dragging, the controls
size appears in the ruler as a dark area, as
shown below.
Controls size shown on ruler

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Before you can edit a control, you need to select

it. To select a control, do one of the following:
Click a control.

Width

Hold down Shift and click additional controls

to select multiple controls.
Drag a box around controls to lasso and
select multiple controls.
Click (or click and drag) the black arrow
mouse pointer in the horizontal or vertical
ruler to select all controls in a vertical or
horizontal area of the report.
Height

If the control is a label, you can double-click the

double-headed arrow to size the control to fit
text automatically.
If multiple controls are selected, choose Format,
Size and then select one of the options, such
as To Fit, To Tallest, To Shortest, To Widest, or
To Narrowest.

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On selected control(s), move the mouse pointer

until it becomes a hand . Then drag the
control(s) to the desired position(s).
If the controls do not move, check to be sure
that you have not selected a line used to visually
separate one area of the report from another. In
many columnar formats, for example, Access
inserts a line at the bottom of the page header
section to provide a visual marker between the
labels and the field values. If you select the line
(which is also a control) you will be unable to
move labels and fields to the left because the
line cannot move left. Deselect the line and try to
move the fields again.
To move a label and its field, select both the
label and the field. Both will move when you use
the hand mouse pointer.
When the label and the field are in the same
section, as in most columnar reports, they are
usually attached so that selecting one selects
the other. The hand then moves both label and
field at the same time.
To move only one control when more than one is
selected, move the mouse pointer to the upper
left sizing handle box until it is a pointing
finger . Then you can move that control
separately.
To align a group of controls, select the controls,
then choose Format, Align and choose one of
the options, such as Left, Right, Top, or Bottom.
This action aligns the controls themselves, not
the text within a label or the value in a field.

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Press Delete to remove selected controls.

If the selected control is a text box or other
control with an attached label, both the control
and label are deleted. If the selected control is a
label, just the label is deleted.

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You may wish to change a label to make it

easier to understand. You may prefer, for
example, ZIP Code as the label rather than ZIP,
or Prospect Status rather than Prospect.
To change a label, select the control and click
inside it. Then use cursor movements, Delete,
Backspace, and character keys to change the
label to read as you wish.

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Select a control or controls and then click the

appropriate button on the Formatting toolbar
shown below.
If you want to copy the formatting from one
control to another, click the control to copy, click
, then click the
the Format Painter button
control to change.
You can double-click on the Format Painter
button and then click on several controls to
change their formats. Click on the Format
Painter button again to turn it off.

Formatting toolbar
Align left
Object selected

Font size

Font name



Italic

Bold

Font/Fore color
Line/Border
Align right
width

Line/Border
Center
color
Background
Underline
color
Special Effect

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Go to Design View
From Print Preview:
1. Click View ....................\+
2. Click Design View ...............
From Database Window:
1. Select report name.
2. Click Design ................\+

Change Control Size

Drag double-headed mouse
pointer on sizing handle.
OR

1. Select multiple controls.

2. Click Format ............... \+
3. Click Size ............................ 
4. Choose one:

1. Click control.
2. Hold down Shift and click
additional controls.
All the following steps are done
with control(s) selected.

Edit a Label
1. Click in selected label to
position insertion point.
2. Press Delete.
OR

Press Backspace.
OR

To Tallest ....................... 
To Shortest.................... 

Change Section Size

Select Controls

Press Delete to remove

selected control(s).

To Fit. .............................

All the following steps are done

in Design view.
1. If necessary, remove or
resize controls within section.
2. Move mouse pointer to edge
of section.
3. Drag double-headed mouse
pointer up or down.

Delete Controls

To Widest....................... 
To Narrowest................. 

Move Controls
Drag selected control with
hand mouse pointer.
OR

1. Select multiple controls.

2. Click Format ............... \+

Type new text.

Enhance a Control
Click one of the Formatting
toolbar buttons.
OR

1. Click control to copy.

2. Click the Format Painter
button
.
3. Click control to receive copy
of format.

3. Click Align........................... 
4. Choose one:
Left. ............................... 

Right .............................. 
Top ................................ 
Bottom........................... 



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Open a Report and Change the Title
1. Start Access, if necessary.
2.
3.
4.
5.
6.

Open PAC02.
Open rptMailTablular.
Switch to Design view.
Select the title in the Report Header section.
Edit the title to display on two lines as
shown below:
Breaking Away Bicycle Shop
Mailing List -- By ZIP Code
9Use Ctrl+Enter to create the line break after Shop.

7. Save the report as rptMailTabular2.

8. If necessary, change the size of the titles text
box so that the title appears on only two lines.
9. Increase the size of the report header section
so that two or three rows of grid dots appear
below the title text box.
9Position the mouse pointer at the top of the page
header section bar, then drag down to increase the
size of the report header section.

10. Switch to Preview to review the changes.

11. Switch to Design view, make any necessary
adjustments, and save the report.

Delete, Edit, Resize, and Move Labels

1. Delete the label LastName in the page
header section.
2. Change the FirstName label to Name.
3. Resize the FirstName field text box in the
Detail section to about 0.65" wide using the
horizontal ruler as a guide.
4. Position the LastName field to the right of the
FirstName text box.
5. Switch to Preview to review the changes.
6. Switch to Design view, make any necessary
adjustments, and save the report.



Move and Edit Labels

1. Select the remaining labels in the page
header and their corresponding fields in
the detail section.
2. Move them to the left until the Address field
nearly touches the LastName field.
3. Select the State label and field.
4. Make them smaller until the right size of the
label box nearly touches the e of State
(about 0.4" wide).
5. Select the ZIP label.
6. Change it to ZIP Code.
7. Select the ZIP label and field.
8. Move them until the ZIP Code label nearly
touches the State label.
9. Click the Center format button to center the
label and the field contents.
10. Switch to Preview to review the changes.
11. Switch to Design view, make any necessary
adjustments, and save the report.

Move a Label and Field

1. Select the Prospect label and field.
2. Move them until the Prospect label nearly
touches the ZIP Code label.
3. Switch to Preview to review the changes.
4. Switch to Design view, make any necessary
adjustments, and save the report.
5. Print one copy of the entire report.
6. Compare your results with those shown in the
illustration on the next page. Your report may
be based on a style other than the one shown.

3RZHU$FFHVV /HVVRQ ([HUFLVH

rptMailTabular2



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1. Start Access and open OPAC02.
2. Open the rptMailTabular2.
3. Save the report as rptMailTabular3.
4. Resize the LastName field to accommodate
the longest entry in the field.
9You need to resize the field, check the results, then
resize it again as necessary until you are sure it
accommodates the longest last name. Be sure to
check both pages of the report in Preview.

5. Resize the City label and field to accommodate

the longest entry in the field.



6. Move the State and ZIP Code labels and

fields so that they appear next to the City
label and field.
7. Change the Prospect label to Prospect Status.
8. Move the label and field next to the ZIP
Code label.
9. Save the report.
10. Print the report.
11. Close the database and exit Access.

Exercise 
Skills Covered:
&UHDWHUHSRUWVZLWK5HSRUW:L]DUG

2QWKH-RE
The Report Wizard gives you flexibility in creating a report by letting you choose which fields to include. It also
allows you to group data and provide summary statistics for each group and for the entire report.
Your colleagues at the bike shop want a report that summarizes recent orders by shipping name. You will
use the Report Wizard to create a report showing the information they want.

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Report Wizard A series of dialog boxes that guides
you through the creation of a customized report.

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Report Wizard asks for table/query and fields

Report Wizard is another option on the New

Report dialog box.
The Report Wizard takes you through the
process of creating a report step by step.
After you select a table or query for the report
and choose OK on the New Report dialog box,
the wizard will ask you to do the following:
Choose fields from the selected table or query.

Choose one
field at a time.

If you want, you can select another table or

query as long as it is related to the first table
or query. Then you can choose fields from the
second table or query.

If you choose fields from more than one

table, you have the option of choosing which
table you want to use to view the data.
Choose all fields.

Remove one or all

fields from selection.



 You can choose how to group data on the

second screen of the Report Wizard. The
report will present blocks of data with a row
separating blocks when the value of the
grouping field changes. For example, if you
choose to group by State, all California
clients appear in one group. You can include
summary statistics for the group. The next
state and its summary statistics will follow.

If you choose grouping, the Grouping

Options button on the Wizard dialog box is
no longer dimmed.

If you have groups and if a field is a

numeric value, the Summary Options
button will appear on your screen.
Click the Summary Options button to
choose sums, averages, maximum value,
or minimum value for each of the groupings,
to choose if you want to see a summary
without the detail, and to choose if you want
to see percents.

Report Wizard asks for sorting fields and summary options

Report Wizard asks for grouping options

If active, Grouping Options

button brings up

the Grouping
Intervals dialog box.

Click the Grouping Options button to

indicate where the blocks of data end. If
the group field is text, then you can choose
to group by number of characters. One
character would show all the As then a
break, and then all the Bs, etc.
If the group field is a number, the Grouping
Interval gives options for a range of
numbers, such as 10s, 100s, 1000s.
If the group field is a date, the Grouping
Interval gives options for time periods,
such as days, months, years.
The next step in the Wizard asks if you
want to sort data. Choose one or more fields
and click the AZ button if you want to
change to a descending sort from the default
ascending sort.



Choose sort Click Summary Options to add

formulas to grouping sections.
field(s).

Add formulas to
grouping sections.

After you choose sort and summary options,

the next two screens ask you how you want
your report to look. Choose layout,
orientation, and style options. The Wizard
gives you a preview of how your layout and
style choices will look.
The last step asks you to name your report. It
will also allow you to see your report in
Preview mode.
After you are in Preview mode, click the View
button

or the Close button

to look

at the reports design. Click the Print button

to print the report.

3RZHU$FFHVV /HVVRQ ([HUFLVH

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Create New Report Using
Report Wizard
1. Open the table or query on
which you will base your report.
2. Click the drop-down arrow on
the New Object button
.
3. Click Report......................... 

4. Select Report Wizard.....XY

5. Click OK........................... m

6. Select fields..... \+, XY

to be included in report.
7. Click

to move field.

OR

Click

to move all fields.

8. Click Next ....................\+

9. To choose a grouping field:

a. Select field ................ XY
b. Click

to move field.

OR

Click
fields.

to move all

c. Click Next............... \+

10. To choose a sort order:
a. Click drop-down arrow to
choose a field.
b. Click Sort button for
ascending or
descending sort.
c. Click Next............... \+

11. To set a format:

a. Choose Layout.
b. Choose Orientation:
Portrait ............. \+

Landscape ....... \+

c. Click Next ............... \+

12. Choose a style from the list
provided and click Next ....... 
13. Give the report a title in the
provided text box, and choose to
Preview the report .......\+
or Modify the
reports design............ \+
14. Click Finish ................. \+



([HUFLVH'LUHFWLRQV
Create a Report with the Report Wizard
1.
2.
3.
4.

Start Access, if necessary.

Open PAC03.
Open qryClientOrders.
Use the Report Wizard to create a report with
all fields except the Phone field.
5. Group the report by ShipName.
9On the second step of the wizard, choose ShipName
for a grouping level.

6. Sort the report by OrderDate.

7. Use Summary Options button to sum Quantity,
Price, and Tax.
8. Choose the Block layout with landscape
orientation.
9. Choose Soft Gray for the style.
10. Name the report rptClientOrders.
9The Wizard asks for this title on the last dialog box.

Enhance the Report

9You may see several control properties in the layout and
format of this report that you want to change. In this
exercise, you will change the position of some fields. In
the next exercise, you will change many other control
properties to produce a final report.

3. Enlarge the Report Header section to provide

space between the last line of the title and the
page header.
4. In the ShipName footer, move the Sum label
until it is just to the left of the summary fields.
5. Format it as bold.
6. Narrow the width of the first line of the
ShipName footer by about 3".
7. Move it 3" to the right.
8. In the ReportFooter, move the Grand Total label
until it is just to the left of the grand total fields.
9. Save the report.
10. Switch to Preview, and review the changes.
11. Switch to Design view, and make any necessary
adjustments to the controls you edited.
12. Switch to Preview and review the adjustments.
13. When you are finished making adjustments,
save the report, and print one copy.
14. Compare your results with the illustration on
the next page.
15. Close the database.

1. Switch to Design view.

2. Change the report title to:
Breaking Away Bicycle Shop
Client Orders by Ship Name.
9Use Ctrl+Enter to create the line break. Adjust the
width of the title text box as necessary to
accommodate the new title.

2Q<RXU2ZQ
1. Start Access and open OPAC03.

7. Select any format you wish.

2. Use the Report Wizard to create a report from

the Cities query.
3. Include the all fields except the ID field.
4. Group the records by city, state, and ZIP code.

8. Title the report City List.

5. Sort the records by last name.

6. Choose the Block style and landscape
orientation.


9. Make any modifications to the report that you

think will improve its appearance.
10. Print the report.
11. Save the database, close it, and exit Access.

3RZHU$FFHVV /HVVRQ ([HUFLVH

rptClientOrders



Exercise 
Skills Covered:
&KDQJHFRQWUROSURSHUWLHV+LGHGXSOLFDWHHQWULHV

2QWKH-RE
Sometimes using the Formatting toolbar, moving, and sizing a control arent enough to make all the
changes you want. In these cases you will have to make changes in the control properties. Examples
include changing the controls format, resizing a control to specific dimensions, hiding duplicate entries,
adding fields, adding labels, and using expressions to combine fields for display.
You want to refine the look of the Client Orders report created in the previous exercise. To do so, you
need to use the property sheet and other tools that let you change control properties.

7HUPV
Control property A characteristic of a control,
such as what it looks like or where it gets its data.

1RWHV
&KDQJH&RQWURO3URSHUWLHV

Each control has Control properties that you

can change.
Some of these properties youve already
changed through the buttons on the Formatting
toolbar. For example, a text box control has a
Font Name property that you can change using
the Font button.
To open the property sheet for a control, select
the control or section divider, then do any of
the following:
Double-click the control.
Right-click the control and choose Properties.
Click the Properties button

Choose View, Properties from the menu.

If the property sheet is open, all of the above

except double-clicking the control will close the
property sheet.



You can also click the Close button

in the
upper-right corner of the property sheet to close
the property sheet.

Property
sheet tabs

Property sheet for text box control

Format property Hide Duplicates property

3RZHU$FFHVV /HVVRQ ([HUFLVH

The property sheet contains five tabs to help you

choose a property.
The All tab: lists all properties from the other
four tabs. This is helpful if you dont know on
which tab a property is located.
The Format tab: contains properties
concerning how the control looks. Many of
these properties change when you click the
Formatting toolbar.
The Data tab: specifies where the control
gets its information (Control Source) and
some of the same properties that the
corresponding field has in table Design view.
The Event tab: is used for programming when
something happens to the control.
The Other tab: is used for the rest of the
properties, the most important of which is
Name, which identifies the control.
To see what a property does, click in the property
and read the description on the status bar.
For more detailed help on the property, press F1
when you are in the property.
To change a property you can do the following:
Type the value.
If it has preset options, a drop-down arrow
appears when you select the property. Click the
arrow to make a choice.
If it has a drop-down arrow you can also
double-click to cycle through the choices.
If a Build button
appears when you are in
the property, click the button to go to a builder
to help you create the choice.

The other parts of the report (sections and the

report itself) also have properties.

&KDQJH)RUPDW

Sometimes the format of a control does not

display the way you would like.
This is often true with calculations that appear
automatically on the page.
You may also want to change the format that
you made when creating the field in the table. A
field might not fit on the form with decimal
places, for example. Or you might prefer the
word Yes or No to appear rather than a check
box for a Yes/No.

On the Format tab of the property sheet,

choose from the Format drop-down list.
If this is a text field, you can type a greater than
sign (>) to force all characters to uppercase.

+LGH'XSOLFDWH(QWULHV

If you have a field that repeats and you would

like to display only the first value, you can use
the property sheet.
For example, each client has the state listed
multiple times in the first column and you only
need to see it at the top of the list.
On the property sheet, change the Hide
Duplicates entry (on the Format tab) to Yes.

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Sometimes the field property in a table does not

produce the type of control you want on a report.
For example, an AutoReport may display all
values in a Lookup field like City, highlighting the
value for the specific record. If a Lookup field
produces a list box on the report, you can
change its control type to a text box.
With the control selected, choose the Change To
command from the Format menu and then
select the type of control.

$GGD)LHOGWRWKH5HSRUW

You can add a field to a report.

If necessary, click the Field List button

on the
Report Design toolbar to display the Field List.
Drag a field from the Field List to the report.
Most of the time a text box is created.
If the data type is Yes/No, a check box is
generally created.

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If necessary, click the Toolbox button

on the
Report Design toolbar to display the Toolbox.

Click on the Label button

, click in the report,
then type the text for the label and press Enter.



3URFHGXUHV
Change Report Properties

Set Report to Hide Duplicates

1. Select item or control in Report

Design view.
2. Click Properties button

OR

a. Click View .............. \+

b. Click Properties ............ 
OR

Double-click the control.

3. Click desired property text box.
4. Type value.
OR

1. Click drop-down arrow and

select option.
2. Click Properties button
to close.
OR

Click Close button



to close.

1. Select text box control in

Report Design view.
2. Display property sheet.
3. Click Format tab.
4. Click Hide Duplicates box.
5. Click drop-down list arrow.
6. Select Yes ...................... YX

Set Data Format in Report

1. Select control in Report
Design view.
2. Display property sheet.
3. Click Format tab.
4. Click Format box.
5. Click drop-down list arrow.
6. Select desired format.

Change Control Type

1. Click Format................ \+
2. Click Change To.................. 
3. Click desired type.

Add a Field to the Report

1. Click View.................... \+
2. Click Field List .................... 
3. Drag field from Field List
to report.

Add a Label to the Report

1. Click View.................... \+
2. Click Toolbox ...................... 
3. Click Label button
4. Click in report.
5. Type label.

6. Press Enter ..................... m

3RZHU$FFHVV /HVVRQ ([HUFLVH

([HUFLVH'LUHFWLRQV
9Throughout this exercise, switch between Design view
and Preview as necessary to review and refine changes.

1. Start Access, if necessary.

2. Open PAC04.
3. Open tblClients.
4. Use the Report Wizard to create a client list.
5. Include all fields except the following:

ClientID
Pemp
InputDate
WebPage
Notes

6. Click Next on the grouping screen.

7. Sort the report by Last Name.
8. Select Tabular layout and Landscape orientation.
9. Select Corporate for the report type.
10. Name the report rptClients.
11. Preview the report.

Edit the Report Title

1. Switch to Design view.
2. Edit the report title to read:
Breaking Away Bicycle Shop
Clients by Last Name
3. Center the title.
9Enlarge the title text box until it is 6" wide. Position
its left edge at the 2" gridline. Click the Center button
on the Formatting toolbar.

4. Adjust the height of the Report Header section

as necessary.
5. Save the report.

Change a Control Type

1. Switch to Design view.
2. Change the control type of City to list box.
9Note that the Detail section enlarged
automatically to accommodate the list box.

3. Switch to Preview to view the change.

9Note that the city for each record displays
the entire list with the clients city highlighted.

4. Switch back to Design view.

5. Change the control type for City back to
text box.
6. Adjust the Detail section back to its original size.

9Note that the City text box is slightly smaller in height

than the adjacent boxes.

7. Double-click the State field text box to display

its property sheet.
8. Click the Format tab, and scroll down to locate
the Height property.
9. Select the City field text box.
9The property sheet displays the City fields properties.

10. Change the height of the City field text box to

match the height of the State field text box.
11. Save the report.

Edit Labels, Resize, and Move Controls

1. Change the LastName label to Client.
2. Display the property sheet for the label, and
look at the Caption property. Note that the
Caption property specifies the text for the label.
3. Delete the FirstName label.
4. Shrink the State label and field until the right side
of the label box nearly touches the e of State.
5. Move the ZIP label and field so that their boxes
nearly touch the State label and field.
6. Change the ZIP label to ZIP Code.
7. Enlarge the ZIP Code label so that the entire
label is visible.
9Double-click when the double-headed arrow appears
on the edge of the control. Reposition the ZIP Code
label as necessary.

8. Widen the ZIP field text box to match the size

of the ZIP Code label.
9. Move the Phone, Work, and Prospect labels
and fields until Phone nearly touches ZIP Code.
10. Widen the Been to Store? label so that all text
is visible.
11. Reposition the label as necessary.
12. Save the report.

Change a Check Box Control

1. In Design view, delete the check box control for
the Been To Store? field.
2. On the Toolbox, click the Text Box tool.
3. Draw a text box in the empty space where the
check box used to be (under the Been to
Store? label).


4. Delete the label attached to the new text box.

5. Double-click the new text box to display its
property sheet.
6. In the Name property, enter BeenToStore.
7. For the Control Source property, click the dropdown arrow and select BeenToStore.
8. In the Format property, select Yes/No from the
drop-down list.
9. Set the Height property to 0.1875".
10. Adjust the width and horizontal position of the
text box to match the Been To Store? label.
11. Adjust the vertical position of the text box
to match the Prospect field and Bikes field
text boxes.
12. Review the changes in Preview.
13. Save the report.

Hide Duplicates
1. In Design view, display the property sheet for
the State field.
2. Change the Hide Duplicates property to Yes.
3. Switch to Preview to view the results.
4. Print one copy of the report.
5. Compare your results with the illustration on
the next page.
6. Save and close the report.

2Q<RXU2ZQ
1. Open OPAC04 or open your OPAC03,
which contains your version of
rptClientOrders.
2. Copy rptClientOrders and paste it as
rptClientOrders2.
3. Open rptClientOrders2 in Design view.
4. Select the ShipName field in the Detail section.
5. Display its property sheet.
6. Scroll down to the Border Style property.
7. Change it to Transparent.
9Transparent causes the border to disappear. If you
later want the border to return, you can select a
different option for this property.

8.
9.
10.
11.

Change its font to Arial, 10 point.

Switch to Preview to review the change.
Switch back to Design view.
Use Format Painter to copy the format from
the ShipName field to the other fields in the
detail section.
9None of the detail fields should have a border when
you finish, and all should be Arial, 10 points.

12. Change the ShipName label so that theres a

space between Ship and Name.


13. Change the OrderDate label so that theres a

space between Order and Date.
14. Change the ClientID label to Client ID.
15. Change the width of the Client ID label and
field to 0.75".
16. Move the Client ID label and field to the right
until they are centered between Order ID
and Description.
17. Change the Format property of the Price and
Tax fields in the Detail section to Standard.
18. Change the Last Name label to Client.
19. Delete the First Name label.
20. Resize and reposition the Client label and Last
Name field so that they are at least 0.25" from
the Tax label and field.
21. Resize the Last Name field and reposition the
First Name field so that the longest last name
is about 0.25" from the clients first name.
22. Print the report.
23. Save the report.
24. Close the database and exit Access.

3RZHU$FFHVV /HVVRQ ([HUFLVH

rptClients (Page 1)



Exercise 
Skills Covered:
&UHDWHDUHSRUWIURPDTXHU\+LGHUHSRUWVHFWLRQVDQGFRQWUROV
6HWSDJHPDUJLQV*URXSFRQWUROKHDGHUVDQGIRRWHUV
$GGUHSRUWVWDWLVWLFV

2QWKH-RE
One of the benefits of a report over a table or query is that you can print both details and totals on one
report. You can also group data together so it is easier to compare and examine your information.
As the manager of the Breaking Away Bicycle Shop, you want to get totals for orders, count customers,
and find other information that will help you make decisions about what to order, how many people to
staff, and how much to ask for your next raise.

7HUPV
Group To collect similar data together in a report.
When the value of the group field changes, there
is usually a blank line and summary calculations
on numeric fields.

1RWHV
&UHDWHD5HSRUWIURPD4XHU\

As you saw earlier, you can create a report from

a query instead of from a table.
The benefit of using a query is that you can set
criteria, calculated fields, and default sorting for
the report.
If you create a report from a table, you can
change the table to a query from within the report.
You can change the report source from a table
to a query.
Open the property sheet.

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A report has a number of report sections.

Report sections
Report Header Page Header

Grouping Header Section

Click the Build button

to the right of the
Record Source property and choose Yes.
Create the query as usual by dragging fields
(make sure you include all those that are on
the report).
Close the query when done by clicking the
Close button
in the upper-right corner.


Detail Section

Page Footer
Grouping Footer Section

Report Footer

3RZHU$FFHVV /HVVRQ ([HUFLVH

You can hide any section by changing its Visible

property to No. If you hide the Detail section in a
report that has groups with summary statistics,
only the summaries appear.

Sorting and Grouping property sheet

3DJH0DUJLQV

If you add a control too far to the right in any

section, the report may print on two pages
instead of one, or you may get blank pages.
Delete the control and move the mouse pointer
to the right edge of the screen until it is a
double-headed arrow and drag it to the left to
change the width of the report.
You can also change the margins of the report on
the Margins tab of the Page Setup dialog box.

*URXS&RQWUROVDQG
+HDGHUVDQG)RRWHUV

You can change the sort order of a report to

make it easier to read.
You can also add groupings of data to collect
related sets of data together.
Items in the group header and footer change
when the data in the group field changes from
one value to another.
If you want to create a blank line between
groups of data, leave a space for the group
header or footer and dont place any controls in
the section.
The Report Wizard allows you to choose
grouping and sorting options when you create
the report. In such cases, Design view
automatically shows sections for each of the
group fields you choose.
You can also group (or ungroup) reports through
the Sorting and Grouping property sheet.
Click the Sorting and Grouping button
or
choose View, Sorting and Grouping to open the
property sheet.

Icon indicates
group field.

Group properties
for selected field

In the Sorting and Grouping property sheet, each

row represents a field used for grouping or sorting.
Choose the field in the first box under the
column heading Field/Expression and the order
for sorting in the cell to the right.
In the lower pane, group properties show for the
current field. The properties are:
Group Header and/or Group Footer: When
Yes is in either of these options, a group
section appears in Report Design and a group
icon appears to the left of the field name in the
upper pane of this property sheet.
Group On: The options here change
depending on the data type of the field. For
text, the option is prefix characters; for dates,
it is date periods such as years; for numbers,
it is 10s, 100s, etc.
Group Interval: Choose how many of the
Group On units to group by. For prefix
characters, a 1 would be the first letter, a 2
would be the first two characters. For years,
a 5 would mean group 5 years together
(19951999, 20002004, etc.).
Keep Together: This property has page break
options:

No: Page breaks can occur anywhere.

Whole Group: Page breaks will occur
between groups unless the groups data is
longer than one page.
With First Detail: Keeps the group header
and at least the first item in the detail on
one page.



 =Max([fieldname]) to give the largest value in the

fieldname field.
=Min([fieldname]) to give the smallest value in
the fieldname field.

$GG5HSRUW6WDWLVWLFV

When you create a group within the Report

Wizard, you can add statistics in the group
footer through the Summary Options button.
You can also manually add statistics to the
report or group footer or header section.

Click the Text Box tool

in the Toolbox and
then click in a footer or header section and type
one of the following.

=Sum([fieldname]) to total the values in the

fieldname field.
=Avg([fieldname]) to average the values in the
fieldname field.
=Count([fieldname]) to give the number of items
in the fieldname field.

If one of these formulas is in the report footer,

the calculation is for all values in the report.
If the formula is in a group footer or header, the
calculation is only for that group.
If you have a calculation in the Detail section such
as =[Price]*[Quantity], you must include the entire
calculation in the parentheses of the footer or
header formula. Type =Sum([Price]*[Quantity]) to
get the total of all the calculations.
You can create all the formulas in one section
and then copy the formulas to another section
instead of creating the formulas again.

3URFHGXUHV
Change Query in a Report
Select a previously created
query as the source of the
new report on the New Report
dialog box.
OR

1. Click View ................... \+

2. Click Properties.................. 
3. Click the Data tab.
4. In Record Source, click dropdown arrow and choose query.

Change Section Size in Report

1. Place pointer at bottom of
section to change.
9Pointer will become a line with
.
a black, two-headed arrow

2. Click and drag to new size.

Group Report Data

1. View report in Design view.
2. Click Sorting and
Grouping button

OR

a. Click View .............. \+

b. Click Sorting
and Grouping ............... 



3. Select desired field in

Field/Expression column
on which to group.
4. Set sort order in Sort
Order column.
5. Click Group Header text box.
6. Click drop-down arrow and
choose desired option:
Yes to add a group header
for this field to the report.
No to remove group header
for field from report.
7. Click Group Footer text box.
8. Click drop-down arrow and
choose desired option as in
step 6.
9. Repeat steps 38 for each field
on which to group.
10. Click Close button
to
close Sorting and Grouping
property sheet.
11. Add desired controls to
new group header or group
footer sections.

Group Report Data in

Report Wizard
See Create New Report
Using Report Wizard
keystrokes in Exercise 3.

At second screen of Report Wizard:

1. Select field to be grouped.

to move field.
Click
2. Select additional field,
if necessary.
3. Set Priority, if necessary.
4. To select grouping
intervals, click
Grouping Options ...... \+
5. Click OK........................... m

6. Click Next ............................ 

7. Click drop-down list to select
sort fields.
8. Click button to determine
sort order.
9. Complete Report Wizard steps.

Enter Expression in Text Box

1. View report in Design view.
2. Select text box to
contain expression.
OR

Click Text Box tool

in
the Toolbox.
3. If necessary, delete text inside
text box.
4. Press the
Equal Sign key.................... 0
5. Type desired expression (include
field names in brackets).

3RZHU$FFHVV /HVVRQ ([HUFLVH

([HUFLVH'LUHFWLRQV
Copy a Report and Add Summary Statistics
1. Start Access, if necessary.
2. Open PAC05.
3. In the Database window, copy
rptClientOrders and paste as
rptClientOrdersYear.
4. Open the report rptClientOrdersYear in
Design view.
9Select rptClientOrders in the Database window and
press Ctrl+C, Ctrl+V and type the new report name
(rptClientOrdersYear).

5. View the text box controls containing Sum

functions in the ShipName footer and the
Report footer.
6. Create an average function below each
sum function.
9Copy and paste these text boxes and change Sum
to Avg. If you have trouble typing in the text boxes,
use the property sheet to change the formula in the
Control Source property.

7. Preview the report and make sure all data fits

in these text boxes and add an Average label
below each Sum and Grand Total.
8. Save the report.

Add a Group to a Report

1. Add an OrderDate group header and group.
9Click the Sorting and Grouping button. Choose
OrderDate. In Group Properties, change Group
Header and Group Footer to Yes. Change Group On
to Year.

2. Move the group so it is at the top of the list in

the Sorting and Grouping property sheet.
9Click row selector and drag with white arrow
mouse pointer.

3. In the Order Date group header put the formula

="Summary for " & Year([OrderDate]) in
a text box.
9Click the Text Box tool in the Toolbox and type this
formula in the text box. You will need to select and
delete the automatic label that Access adds when you
draw the text box.

4. Position the text box at the left margin and

format the text as bold.

5. Copy the sum and average formulas and

labels from the ShipName footer into the
OrderDate footer.
6. Change the labels for Sum and Average to
read Yearly Sum and Yearly Average.
7. Align the yearly summary fields with the ship-to
summary fields.
8. Preview the report.
9. Save and close the report.

Hide a Section
1. Copy the report rptClientOrdersYear and
paste it as rptTotalOrders.
2. Open rptTotalOrders in Design view.
3. Change the second line of the report title to
Total Client Orders for 1999.
4. Hide the Detail section.
9Change the Visible property to No.

5. Preview the report.

6. Save and close the report.

Add a Calculation to a Report

1. Open the report rptMailTabular3 in Design
view.
2. Add a calculation to the report that counts the
number of people.
Draw a text box in the Report footer. The grid will
appear when you draw the textbox.
Delete the automatic label that Access adds
when you draw the text box.
In the text box, enter:
=Number of Names: & & Count([FirstName])
Format the text as 12-point bold.

3. Adjust the sections in the report so the report

fits on one page if possible.
9Drag all labels in Detail section to top of section. Drag
bottom bar of Detail section up to reduce the height of
the section.

4. Preview the report and make any other

changes desired.
5. Save and close the report.
6. Close the database.



2Q<RXU2ZQ
1. Start Access and open OPAC05.
2. Use the Report Wizard to create a report from
the Uppercase query.
3. Include the last name, city, state, and ZIP
Code fields.
4. Group the records by city.
5. Sort the records by last name.
6. Title the report Last Name List.



7. In Design view, edit the title to List of Members

by City and Last Name.
8. Insert a field to count how many records are in
the report for each city. Display the information
under the City header area.
9. Make any other modifications to the report that
you think will improve its appearance.
10. Print the report.
11. Save the database, close it, and exit Access.

Exercise 
Skills Covered:
&UHDWHODEHOV8VH8QLWHG6WDWHV3RVWDO6HUYLFHODEHOVW\OH

2QWKH-RE
You can create mailing labels by creating a mail-merge document in Word, using an Access table or query
as the data source. If you are creating mail-merge letters, using Word to create both label and letters may
be the most efficient. You can, however, create mailing labels directly from Access, using the Label Wizard.
With Access, you can also create labels for such things as product information cards, notebook tabs, manila
folder tabs, video stickers, and other uses.
The Breaking Away Bicycle Shop wants to mail new catalogs to all its clients. You are going to produce
mailing labels to send them.

7HUPV
Label Wizard A series of dialog boxes that guides
you through the creation of labels.

1RWHV
$ERXW/DEHOV

In label format, records are arranged in blocks

across and down the page. This format is used
to make mailing labels and includes field values,
not field names.
Labels usually are printed on special selfadhesive labels. A variety of manufacturers
make such labels, and Access provides
automatic formatting for many of the selfadhesive label styles available.
Although mailing labels are the most common
type of label, you can also find labels for
diskettes, manila folders, and video tapes. If you
create a database that contains information on
your video collection, you can create labels from
the database to identify the videos.

In the first Label Wizard dialog box, you choose

the label manufacturer and type or specify the
dimensions of the label type you are using.
Label Wizard: Choose label type
1. Choose
Manufacturer.

8VHWKH/DEHO:L]DUG

To begin creating labels, choose Label Wizard

on the New Report dialog box.
2. Choose Unit
of Measure.

3. Choose Label
Type.

4. Choose Product
(label dimensions).



In the illustration on the previous page, the

manufacturer (Avery) is selected from the dropdown list. The Unit of Measure is specified as
English (inches), and the label type is Sheet feed.
When the manufacturer is selected, a list of the
standard labels by that manufacturer appears.
Choose the label by product number, as shown.
If the label type you are using is not shown, you
can specify the dimensions of your label stock
by clicking the Customize button.
In the second Label Wizard dialog box, you
select the font and font size for the label. Access
offers a default font and font size suitable to the
label type. You may wish to accept the default
and make any changes to it later in Design view.
In the third dialog box, you select the fields to be
included on the label. Use the select field
button
to include a field on the label.
To remove a field, press the Delete key when
the insertion point is to the left of the field or the
Backspace key when the insertion point is to the
right of the field. (The field name is treated as a
single character.)

Spacing and punctuating labels

Include punctuation and spaces.

Press Enter after line.

The fourth Label Wizard dialog box lets you

choose the fields by which you want the labels
sorted. Given the choices in the illustration
below, the records will be sorted by Last Name,
then by First Name, then by ZIP Code.
Label Wizard: Select sort fields

Label Wizard: Select fields

The final dialog box asks you to name the report.

When you click Finish, Access creates the label
report and displays it in Preview.
You can switch to Design view to make any
changes. In Design view, only one label is
shown and the codes for the fields are
presented as shown below.
Label Design view

Choose selected field.

Each selected field appears on the form. To place

a field on the next line, press the Enter key.
The fields on the Prototype label are separated
by a dot for ease of reading. The dot, however,
is not a space. To put punctuation and a space
between two fields, you must type them in
manually, as shown in the following illustration.



If you wish to change the font, font size, or text

style, select the field and use the Formatting
toolbar buttons to apply the desired format.

3RZHU$FFHVV /HVVRQ ([HUFLVH

8QLWHG6WDWHV3RVWDO6HUYLFH6W\OH

The United States Postal Service (USPS) prefers

that all fields on a label be in uppercase with no
punctuation. To accommodate this preference:
Delete the comma (do not delete the space
between the quotation marks).
Enter the greater than sign > in the Format
property on the property sheet for the fields.
Remove any extra spaces.
Delete any periods in abbreviations such as
ST, RD, AVE, and so on.

3URFHGXUHV
Mailing Labels

USPS Style

1. Open the table or query you

will base your report on.
2. Click the drop-down arrow on
the New Object button

3. Click Report......................... 

4. Select Label Wizard.......XY

5. Click OK........................... m
6. Choose the label manufacturer,
unit of measure, label type,
product number, and so on, or
specify the label dimensions.

7. Click Next ....................\+

8. If necessary, change the font.
9. Click Next ....................\+
10. Click
to move field.
11. Press Enter to move down
a line.

12. Repeat steps 1011 for all

parts of the label.
13. Click Next.................... \+
14. To choose a sort order:
a. Click field by which you
want to sort.
b. Click

to move field.

c. Repeat steps a and b for

each sort field.
d. Click Next............... \+

1. Remove any punctuation

between fields, such as a
comma between city and state
or period after abbreviations
such as ST, AVE, and so on.
Remove any extra spaces, such
as an extra space between the
state and ZIP Code.
2. Select all fields on the label.
3. Display the Property sheet.
4. In the Format property, enter a
greater than (>) sign.

15. Give the report a title in the

provided text box, and choose
to See the labels as they will
look printed or Modify the
label design.
16. Click Finish.

OR

Press the Spacebar.

OR

Type a comma or any

other character.



([HUFLVH'LUHFWLRQV
1. Start Access, if necessary.

7. Sort the labels by ZIP Code, then by last name.

2. Open PAC06.
3. From qryMailing, use the New Object button,
Report, Label Wizard.
4. On the first dialog box of the wizard, choose:

8. Save the labels as lblClientMailing.

Filter by Manufacturer: Avery

Unit of Measure: English
Label Type: Sheet feed
Product Number: 5160

5. Accept the defaults for fonts.

6. Insert the name (first and last) and address
(Address, City, State, ZIP) information for
the label.

9. Display the labels in Design view.

10. Select all fields.
11. Format the labels as preferred by the USPS.
12. Change the font size for all fields to 10 points.
13. Print one copy of the labels. Print them on
regular paper if you do not have the Avery
5160 product stock.

2Q<RXU2ZQ
1. Start Access and open OPAC06, a
database that contains names and addresses
in tables, forms, and queries.
2. Open the Addresses table.
3. Use the Label Wizard to create mailing labels
from the Addresses table. Use Avery 5160 as
the label.



4. Sort the labels by ZIP Code, then by last name.

5. Save the label report as Labels Addresses.
6. Print the labels.
7. Close the database and exit Access.

Exercise 
&ULWLFDO7KLQNLQJ
High-Tech loved the job you did on their database earlier (and you loved the Hawaiian consulting trip).
Theyve asked you to come back to add some reports to their database.

([HUFLVH'LUHFWLRQV
1. Start Access, if necessary.
2. Open PAC07.
3. Study the reports that Access created for you
with the wizard, especially the formulas in the
text boxes.
4. Use the Label Wizard to create mailing labels
for employees and name the report
rptEmployeeLabels.
9Open the Employees table, click the New Object button,
choose Report, and then select Label Wizard. Choose
Avery as the manufacturer, English as Unit of Measure,
Sheet Feed, and Product 5160.

5. Create mailing labels for clients. Save as

rptClientLabels.
6. Create a query that uses all fields from both the
Time Cards and the Time Card Hours tables and
that adds the first and last names from the
Employee table. Save as qryTimeCards.
7. Add a calculated field to this query that
calculates the amount.
9Amount:[Billable Hours]*[Time Card Hours].
[Billing Rate].

8. Use this query to create the rest of your reports.

9See illustrations on the following pages.

9. Create a report with Date Worked, Employee ID,

Project ID, Work Description, Billable Hours,
Billing Rate and Amount. Sort by Date Worked
(rptEmployeeHoursandTime). Change the
report title to Employee Hours and Time.

10. Create a report that groups by each employee

and shows total hours and amount for each
employee (rptEmployeeHoursbyEmployee).
9This is the same as rptEmployeeHoursandTime
without showing the detail.

11. Create a report that shows only the total hours

and amount for each employee and not the
details (rptEmployeeTotals). Change the
report title to Employee Totals.
12. Create a report that groups by project and
shows hours and amount totals
(rptProjectTotals). Change the report title to
Project Totals.
13. Preview all reports and make any desired
formatting changes.
14. Add additional employees and test the
reports again.
15. Add buttons on the Reports switchboard for all
your reports.
9Use the Change Switchboard Items button on the Main
Switchboard. Select the Reports Switchboard and click
Edit. Delete all the other reports (keep Return to Main
Switchboard). For each report now created, click New
and choose Open Report for the command.

16. Close the database.



rptEmployeeHoursandTime



3RZHU$FFHVV /HVVRQ ([HUFLVH

rptEmployeeHoursbyEmployee



rptEmployeeHoursbyEmployee (page 2)



3RZHU$FFHVV /HVVRQ ([HUFLVH

rptEmployeeTotals



rptProjectTotals