Microsoft Office 2007

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Oct 28, 2013 (3 years and 5 months ago)

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Microsoft Office 2007

Access Chapter 4

Creating Reports and
Forms

Objectives


Create reports and forms using wizards


Group and sort in a report


Add totals and subtotals to a report


Resize columns


Conditionally format controls


Filter records in reports and forms


Print reports and forms


Add a field to a report or form


Include gridlines


Add a date


Change the format of a control


Move controls



2

Microsoft Office 2007: Complete Concepts and Techniques
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Windows Vista Edition

Creating a Report Using the Report
Wizard


Start Access and open the JSP Recruiters
database as described on pages AC 237
-
238


Show the Navigation Pane if it is currently hidden


If necessary, click the Client table in the
Navigation Pane to select it


Click Create on the Ribbon to display the Create
tab


Click the Report Wizard button on the Create tab
to start the Report Wizard


Microsoft Office 2007: Complete Concepts and Techniques
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Windows Vista Edition

3

Creating a Report Using the Report
Wizard


Click the City field and then click the Add Field
button to add the City field to the list of selected
fields


Using the same technique, add the Client Number,
Client Name, Amount Paid, and Current Due fields


Click the Next button to display the next Report
Wizard screen which asks for grouping levels


Because you do not need to specify grouping levels,
click the Next button to display the next Report
Wizard screen, which asks for sort order




Microsoft Office 2007: Complete Concepts and Techniques
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Windows Vista Edition

4

Creating a Report Using the Report
Wizard


Because you do not need to specify a sort order, click the
Next button to display the next Report Wizard screen,
which asks for your report layout preference


With Tabular layout and Portrait orientation selected, click
the Next button to display the next Report Wizard screen,
which asks for a style


If necessary, click the Module style to select it


Click the Next button and then type Clients by City as the
report title


Click the Finish button to produce the report


Click the Close ‘Clients by City’ button to close the report





Microsoft Office 2007: Complete Concepts and Techniques
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Windows Vista Edition

5

Creating a Report Using the Report
Wizard

Microsoft Office 2007: Complete Concepts and Techniques
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Windows Vista Edition

6

Grouping and Sorting in a Report


Right
-
click the Clients by City report in the
Navigation Pane to produce a shortcut menu


Click Layout View on the shortcut menu to open the
report in Layout view


Hide the Navigation Pane


If a field list appears, close the Field List by clicking
its Close button


If necessary, click the Group & Sort button on the
Format tab to produce the ‘Add a group’ and ‘Add a
sort’ buttons


Microsoft Office 2007: Complete Concepts and Techniques
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Windows Vista Edition

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Grouping and Sorting in a Report


Click the ‘Add a group’ button to add a group


Click the City field in the field list to group
records by city


Click the ‘Add a sort’ button to add a sort


Click the Client Name field in the field list to
alphabetically sort by client name





Microsoft Office 2007: Complete Concepts and Techniques
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Windows Vista Edition

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Grouping and Sorting in a Report

Microsoft Office 2007: Complete Concepts and Techniques
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Windows Vista Edition

9

Adding Totals and Subtotals


Click the Amount Paid field on the first record to
select the field


Click the Totals button on the Format tab to
display the list of available calculations


Click Sum to calculate the sum of amount paid
values


Using the same technique as in Steps 1 and 2,
add totals for the Current Due field





Microsoft Office 2007: Complete Concepts and Techniques
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Windows Vista Edition

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Adding Totals and Subtotals

Microsoft Office 2007: Complete Concepts and Techniques
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Windows Vista Edition

11

Resizing Columns


If necessary, close the Group, Sort, and Total
pane by clicking the Group & Sort button on the
Design tab


Click the City column heading.


Point to the right boundary of the City column
heading so that the pointer turns into a double
-
headed arrow


Drag the right boundary to the right so that the
entire contents of the City column appear


Microsoft Office 2007: Complete Concepts and Techniques
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Windows Vista Edition

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Resizing Columns

Microsoft Office 2007: Complete Concepts and Techniques
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Windows Vista Edition

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Conditionally Format Controls


Click the Current Due field on the first record to
select the field


Click the Conditional button on the Format tab to
display the Conditional Formatting dialog box


Click the box arrow to display the list of available
comparison phrases


Click greater than to select the greater than
operator


Type 0 as the greater than value



Microsoft Office 2007: Complete Concepts and Techniques
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Windows Vista Edition

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Conditionally Format Controls


Click the Font/Fore Color button arrow for the
format to be used when condition is true to
display a color palette


Click the dark red color in the lower corner of the
color palette to select the color


Click the OK button in the Conditional Formatting
dialog box to change the formatting



Microsoft Office 2007: Complete Concepts and Techniques
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Windows Vista Edition

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Conditionally Format Controls

Microsoft Office 2007: Complete Concepts and Techniques
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Windows Vista Edition

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Filtering Records in a Report


Right
-
click the Amount Paid field on the second
record to display the shortcut menu


Click Does Not Equal $0.00 on the shortcut menu
to restrict the records to those on which the
Amount Paid is not $0.00


Microsoft Office 2007: Complete Concepts and Techniques
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Windows Vista Edition

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Filtering Records in a Report

Microsoft Office 2007: Complete Concepts and Techniques
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Windows Vista Edition

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Printing a Report


Show the Navigation Pane, ensure the Clients by
City report is selected, and then click the Office
Button to display the Microsoft Office menu


Point to Print on the Office Button menu and
then click Quick Print on the Print submenu to
print the report


Microsoft Office 2007: Complete Concepts and Techniques
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Windows Vista Edition

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Adding a Field


If necessary, click the Add Existing Fields button on
the Format tab to display a field list


Point to the Specialties Needed field, press and hold
the left mouse button, and then drag the mouse
pointer until the line to the left of the mouse pointer
is between the Client Number and Amount Paid
fields


Release the left mouse button to place the field


Close the field list by clicking its Close button


Drag the right boundary of the Specialties Needed
field to the approximate position





Microsoft Office 2007: Complete Concepts and Techniques
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Windows Vista Edition

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Adding a Field

Microsoft Office 2007: Complete Concepts and Techniques
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Windows Vista Edition

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Including Gridlines


Open the Client Financial Form in Layout vie and
hide the Navigation Pane


If necessary, click Format on the Ribbon to
display the Format tab


Ensure a field in the form is selected, then click
the Gridlines button on the Format tab to display
the Gridlines menu


Click Both on the Gridlines menu to specify both
horizontal and vertical gridlines


Microsoft Office 2007: Complete Concepts and Techniques
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Windows Vista Edition

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Including Gridlines

Microsoft Office 2007: Complete Concepts and Techniques
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Windows Vista Edition

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Adding a Date


Be sure the Format tab appears


Click the Date and Time button on the Format tab to
display the Date and Time dialog box


Click the option button for the second date format
to select the format that shows the day of the
month, followed by the abbreviation for the month,
followed by the year


Click the Include Time check box to remove the
check mark


Click the OK button in the Date and Time dialog box
to add the date to the form



Microsoft Office 2007: Complete Concepts and Techniques
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Windows Vista Edition

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Adding a Date

Microsoft Office 2007: Complete Concepts and Techniques
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Windows Vista Edition

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Changing the Format of a Control


Click the Date control to select it


Be sure the Format tab appears


Click the Font Color arrow on the Format tab to
display a color palette


Click the white color in the upper
-
left corner of
the Standard Colors section to change the font
color for the date to white


Microsoft Office 2007: Complete Concepts and Techniques
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Windows Vista Edition

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Changing the Format of a Control

Microsoft Office 2007: Complete Concepts and Techniques
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Windows Vista Edition

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Moving a Control


Point to the Date control so that the mouse
pointer changes to a four
-
headed arrow and then
drag the Date control to the lower boundary of
the form heading


Microsoft Office 2007: Complete Concepts and Techniques
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Windows Vista Edition

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Moving a Control

Microsoft Office 2007: Complete Concepts and Techniques
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Windows Vista Edition

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Moving Controls in a Control Layout


Click the control for the Client Type field to select
it


Hold the SHIFT key down and click the control for
the Specialties Needed field to select both fields


Press the left mouse button and then drag the
fields to the position


Release the left mouse button to complete the
movement of the fields



Microsoft Office 2007: Complete Concepts and Techniques
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Windows Vista Edition

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Moving Controls in a Control Layout

Microsoft Office 2007: Complete Concepts and Techniques
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Windows Vista Edition

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Summary


Create reports and forms using wizards


Group and sort in a report


Add totals and subtotals to a report


Resize columns


Conditionally format controls


Filter records in reports and forms


Print reports and forms


Add a field to a report or form


Include gridlines


Add a date


Change the format of a control


Move controls

Microsoft Office 2007: Complete Concepts and Techniques
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Windows Vista Edition

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Microsoft Office 2007

Access Chapter 4 Complete