Queries in MS Access & Preparing Reports Using Report Wizard

Computer Applications in Business
Queries in MS
Access & Preparing
Reports using
Report Wizard
Presented by:

Disha Agarwal 20BC439

Manvi Malhotra 20BC443
Bhavi Jain 20BC482
Queries in
MS Access
One of the greatest advantages of relational database is that
the fragmented data is sorted in different data tables so that
there is no or minimum redundancy.
A complete view of data sorted across various tables is
achieved only by the way of queries. A query is capable of
displaying records containing fields from across a number of
data tables.
Step One
Save the Data on which query

has to be applied. Give the
table an appropriate name and
click on ‘OK’.
Step Two
Once the table/ data is saved, click on

‘Create Tab’. Click on ‘Query Wizard’. Click
on Simple Query Wizard. Once Done, click
on the Columns in which the query has to
be applied. In the given case, all the 4
columns have been selected i.e. I.D.,
Name, Gmail ID and Name of the Institution.
Step 3
The Student Database Query

has been prepared. Right click
on the tab and select the
Design View.
Step 4 Once the above steps are done,

a dialogue box will appear, go in
the Criteria Section. Herein the
LIKE Input has been used. On
using the LIKE Input, all the
information relating to the
concerned person will appear in
the Student Database Query. In
the given case, LIKE ‘Manauti
Gupta’ has been applied.
The required function has been applied, click on the Student Database Query, go on
Step Five the DataSheet View and thus all the information relating to ‘Manauti Gupta’ will
appear.
NOT COMMAND
The command required to be given for The use of this command is to find
NOT COMMAND- NOT 'M' out names which do not start with M
OR COMMAND
The command required to be The OR Command is used to find out

given for OR COMMAND is - names and their related information
Like 'M*' or Like 'S*' which start with M or S.
Preparing Reports using Report Wizard
Why create reports with MS Access?
Provides easy ways to create & customize a report using the data from any
query/table from the database
Formats & prints the desired data, presenting it in a summarized manner
Stores the data in an organised manner
Represents complex relationship among the data
Restricts unauthorized access to the database
Why use Report Wizard?

Report Wizard walks one through a series of decisions of arranging & selecting which
data to print on the report
A report can be prepared from a single table, query or by using multiple tables
One can choose fields for the report from more than one table or query
One can group, sort, summarize the data, choose a layout and orientation, apply a
style, and title the report
It's easier to create and modify a report created by the Report Wizard than creating
one from scratch
Steps
In order to publish the data relating to
'Employees' table, these steps shall be followed:
to
Create a
Report
using 1. 1. Activate the Create tab.
Report Open the

from attending my
2. Click on 'Report Wizard' in the
Quick list so you know what
Reports
class
to expect
group.
Wizard
Report Wizard 3. The Report Wizard appears.

2. Select Tables, Queries & Fields
In Report Wizard, one can use fields from multiple

tables and/or queries if the tables/queries have a
relationship.

1. Click the down-arrow next to the Table/Queries

field and then click the table from which you want
to select fields.
2. Click a field and then click the single-right arrow to
select a single field, and the double-right arrow to
select all fields. Similarly, the single and double-
left arrow can be used to deselect the fields.
3. Repeat steps 1 and 2 for each table from which you
want to select fields.
4. Click Next.
Grouping puts all of the values in a field into a group based on the field’s value.
1. Click to select the field by which you want to group the data. This page of the wizard is not
3. visible if data is selected from a single table.
2. Click Next. The Report Wizard moves to the next page.
3. Click a field you want to group by.
Group
4. Click the right-arrow to select a field; left arrow to deselect a field. Use the up- and down-
arrows to change the order of the groupings.
5. Repeat steps 3 and 4 for each field you want to group by.
Access sorts the first level, and then sorts the second level within that sort, and so on
1. Click the down-arrow and then select the field you want to sort by.
2. Click the button to choose ascending or descending order. Clicking the button toggles between
4. Ascending and Descending. You can sort up to four levels.
3. Click the Summary Options button. The Summary Options window appears.
Sort and 4. Click to select the summary data you want.
summarize 5. Click to select whether you want detail and summary data or if you want summary data only.
6. Click if you want to calculate the percent to the total for sums.
7. Click OK. The Summary Options window closes.
5. Layout and orientation
The layout determines where each field appears on

the page and Orientation determines whether
Access creates the report in portrait or landscape

1. Click to select a layout.

2. Click to select a page orientation.
3. Choose the Adjust The Field Width So All Fields
Fit On A Page option if you want all fields to fit on
a single page.
4. Click Next. The Report Wizard moves to the next
page.

6. Style
Access supplies predesigned styles that format

titles, labels, and more. When you choose a style,
the left side of the window displays a preview.
1. Click to select a style.

2. Click Next. The Report Wizard moves to the next
page.
7. Create a title
On the final page of the Report Wizard, you can title

your report. The title appears at the top of the report
and on the Navigation pane.
1. Type the title you want to give the report.

2. Click Finish. Access creates, saves, and opens
your report in Layout view.
Reports created with the Report Wizard may have

the following two sections in addition to the sections
found in reports created by using the Report button-
1. Group Header
2. Group Footer
Modify a Report

Change the Size of a Field or Label
Add a Group or Sort

Modify a Report

To add a field
To add current date or time

Thank You!

Queries in MS Access & Preparing Reports Using Report Wizard

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Computer Applications in Business

Disha Agarwal 20BC439

Save the Data on which query

Once the table/ data is saved, click on

The Student Database Query

Step 4 Once the above steps are done,

The command required to be The OR Command is used to find out

Why use Report Wizard?

Report Open the

2. Select Tables, Queries & Fields

In Report Wizard, one can use fields from multiple

1. Click the down-arrow next to the Table/Queries

The layout determines where each field appears on

1. Click to select a layout.

Access supplies predesigned styles that format

1. Click to select a style.

On the final page of the Report Wizard, you can title

1. Type the title you want to give the report.

Reports created with the Report Wizard may have

Change the Size of a Field or Label

Add a Group or Sort

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