Showing posts with label Access 2007. Show all posts
Showing posts with label Access 2007. Show all posts

Tuesday, May 3, 2011

Printing Reports - XIV


After you have generated a report, you can print the report.  To print the report:
Print a Report
To print a report:
  • Select the report you wish to print
  • Right-click on the Report Name
  • Click Print Preview
  • Choose the appropriate layout, margins, and paper size in the Page Layout group
Print Preview Button
Print Tab
  • Click Print
  • Click OK
Print Dialog Box

Generating Reports - XIII


Reports are a means to view and analyze large amounts of data.    You can use the Report Wizard or create a custom report that meets your specific needs.
Report Views
Reports can be displayed in four views:

Design View
This view provides you with the structure of your report.  You can add, modify or delete components of the report but you cannot manipulate the data in the tables associated with the report.
Report View
This view allows you to view the data from the table but not to change any layout of the report.
Layout View
This view allows you to see data from the table and add, modify, and delete components of the report.
Print Preview
This view allows you to see what your report will look like when it is printed.
To change report views:
  • Click the View button on the Home tab
Report View Button
Create a  Report
To create a blank report:
  • Click the Blank Report button on the Create tab
Report Button
  • Click the Add Existing Fields button
  • From the field list, Click and drag the fields to the report
Add Fields to Report
Report Wizard
To create a report using the report wizard:
  • On the Create tab, click the Report Wizard button
Report Wizard Button
  • Choose the Tables/Queries that you wish to have on the form
  • Choose the fields you wish to have on the forms
  • Click Next
Report Wizard Screen 1 
  • Choose the sort order for your report
Report Wizard Screen2
  • Chose the layout for the form
  • Click Next
Report Wizard Screen 3
  • Choose a style
  • Click Next
Report Wizard Screen 4
  • Create a title for the form
  • Choose whether you want to open the form to view it or modify the form’s design
  • Click Finish
Report Wizard Screen 5
Custom Calculated Fields
You can create reports that include calculated fields.  These reports will display information that you wish to report with an arithmetic calculation. To add a custom calculated field to a report:
  • Open the Report that you wish to add to
  • Click the View button
  • Click Design View
Design View Report
  • Click the Design tab
  • Click the Text Box button
Text Box Insert
  • Click the section on the report where you would like to locate the textbox
  • Click the Property Sheet Pane
Property Sheet Pane
  • Click the Data tab
  • Click the three dots next to Control Source
Expression Builder for Reports Tab
  • Insert the fields you wish to include in the calculation and the mathematical operations.
  • Click OK
Expression Builder Screen 2

Designing Forms - XII



« Calculated FieldsDesigning FormsGenerating Reports »
Forms allow you to control the look and feel of the screen for the input of data and the reports generated. 
Form Views
There are three ways to view forms in Access:

Design View
Allows you to design a form that includes a header, a footer, and details in the form.  You can also add images and control which fields appear on the form.
Form View
This is a dynamic page which allows the user to enter and edit data or navigate through data in a field. 
Layout View
This view allows you to design the form and manipulate data.

Create a Form
You can create a form from a table or a query.  To create a form:
  • Click the Create tab
  • Click the Form Design button
Form Design Button
  • Click the Format tab
  • Click the Add Existing Fields Button
  • In the Field List box on the right, click and drag the fields you would like on the form
Add Existing Fields Button and Dialog Box
  • To change the colors and fonts, click the Property Sheet button on the Arrange tab
Property Sheet Button
Insert pic of property sheet button
  • Choose the Section you wish to modify
  • Choose the properties you wish to modify
Property Sheet Drop Down Menus
To preview the form:
  • Click the Views button on the Home tab
  • Click the Form View button
Form View Button
Form Wizard
You can create forms with the help of the Form Wizard.  To use the form wizard:
  • On the create tab, click the More Forms down arrow
  • Click Form Wizard
More Forms Drop down Menu
  • Choose the Tables/Queries that you wish to have on the form
  • Choose the fields you wish to have on the forms
  • Click Next
Form Wizard Screen 1
  • Chose the layout for the form
  • Click Next
Form Wizard Screen 2
  • Choose a style
  • Click Next
Form Wizard Screen 3
  • Create a title for the form
  • Choose whether you want to open the form to view it or modify the form’s design
  • Click Finish
Form Wizard Screen 4

Calculated Fields - XI


A calculated field is a field that gets its information from the calculations performed on other fields.  You can build calculated fields in the Query screen by using the addition (+), subtraction (-), multiplication (*) and division (/) operators. 
Expressions
Expressions a combination of functions, field names, numbers, text, and the operators listed above. 
To build an expression to create a calculated field:
  • Open an existing query or start a new query
  • Click on the View Button
  • Click on Design View
Design View Button
  • In the Query Pane, right-click on the field where you would like to create the calculation
  • Click Build
Build Drop Down
  • Choose the tables that you wish to build the calculation from
  • Double-click the field that you want to include in the calculation
  • Click the operator that you wish to include in the calculation
  • Click the second field you wish to include in the calculation
  • Click OK
Expression Builder Dialog Box
  • Click Run
Run Button
Zoom
The Zoom Dialog Box allows you to view an entire expression at one time.  To view the Zoom Dialog Box:
  • In Design View, right click on the field you want to display
  • Click Zoom
Zoom Drop Down

Querying a Database - X


A query allows you to select and filter data from multiple tables.  Queries can be saved and utilized as often as you need them.
Query Wizard
The Query Wizard walks you through the steps to set up a query.  To run a query using the query wizard:
  • Click the Create tab
  • Click the Query Wizard button
Query Wizard Button
  • Choose the type of query you wish to run
  • Click OK
Query Wizard Screen One
  • Choose the fields you wish to include from each table
  • To select fields from different tables, click the Tables/Queries down arrow
  • Click Next
Query Wizard Screen 2

Insert pic of query wizard
  • Type in a title for the query
  • Click Finish
  • The query will display
Query Title Screen
To switch between tables and queries:
  • Open the Navigation Pane
  • Double click the name of the table or query you wish to view
Navigation Pane
Query Design Feature
You can also design a query with the  Query Design Button.  To design a query using the Query Design Button:
  • Click the Query Design Button on the Create tab
Query Design Button
  • Select the tables that you would like to query
  • Click Add
Add Query Tables
  • Double click the name of the field you would like to query
  • Repeat this process for as many fields as you would like in the query
Query Formulate Page

  • Click Run
Run Query Button
Query Criteria
Query criteria are search conditions used in a query to retrieve specific data.  You can set query criteria to be a specific number or data set, or you can set the criteria to be a range of data.
“value”
Will only display items that are that exact value (replace the word value with what you want to search by)
=
Is equal to
Less than
<=
Less than or equal to
Greater than
>=
Greater than or equal to
<> 
Not equal to
Between  X  And Y
Within a range (replace X & Y with values)
Is Null
Null values
And
True only if both conditions exist
Or
True if either condition exists
Not
True if the single instance is not true
To specify search criteria:
  • Click the query that you wish to add conditions
  • Type in the appropriate query criteria in the Criteria Box
Query Criteria

Managing Data - IX


Add Records to a Table
To add a new record to a table:
  • Open the table in Datasheet View
  • Click the New Cell
  • Type in your new record
New Field
Find and Replace
To find data:
  • Click the Find button on the Home tab
Find Button
To find and replace data:
  • Click the Replace button on the Home tab
Replace Button
When you are searching for data for a find, replace or go to, you have several options in the Find Dialog Box.  These options are:
Find What Text Box
Type the text you wish to find
Link in Drop Drop-Down List
Use the drop-down list to specify a table or a column to search
Match Drop-Down List
Use the drop-down list to narrow down the search to a field or the beginning of a field
Search Drop-Down List
Use this drop-down to specify the direction to search.
Match Case Check Box
Use this check box to specify whether to search by the same upper and lower case letters.
Find Dialog Box
Totals
The totals button provides you the opportunity to add a totals row to your database.  The total can be the sum, average, a count, minimum, maximum, standard deviation, or the variance.  To set up a totals row:
  • Click the Totals button on the Home tab
Totals Button
  • Click the down arrow of the cell where you want the totals
  • Click the appropriate choice
Totals Drop Down
Sort Records
You can sort records in a datasheet by a single column or by two adjacent columns.  To sort records by a single column:
  • Select the field you wish to sort
  • Click the Sort Ascending or Sort Descending button
Sort Buttons
To sort two columns:
  • Move the columns to they are adjacent to each other
  • Select the desired columns for sorting by holding the shift key and clicking the columns
  • Click the Sort Ascending or Sort Descending button
Sort Adjacent Columsn
To clear the sort:
  • Click the Clear Sort button
Clear Sort Button
Filter
You can filter records to include only records that you want to display.  To filter by a column:
  • Open the database in Datasheet View
  • Click the down arrow in the field label
  • Choose the appropriate filter criteria
  • Click OK
Filter
To remove a filter:
  • Click the filter button on the field label
  • Click Clear Filter
  • Click OK
Clear Filter Option