80 24. Exit the screen.
Creating a report using the new query
1. From the Navigation Pane (left side of the screen) select the down arrow. 2. From the Navigate to Category section, select Object Type.
3. From the Filter by Group section, select Reports.
4. From the Create Ribbon, from Reports group, select Report Wizard. 5. Choose the table/query where the object data will come form: Beef Query
81 6. Note that the Beef Producers Query is highlighted when the report is created.
82 8. From the Report Wizard “Which fields do you want on your report?”
screen, select the fields to be used in the report (double select on the desired fields in the Available Fields column or highlight a field and select the > key. The fields are placed in the Selected Fields column).
9. Select NEXT and from the “Do you want to add any grouping levels?” select the fields to group on, if any.
83 11. From the “What sort order do you want for your records?” screen
select the fields to sort by.
12. Select NEXT.
13. From the “How would you like to lay out your report?” screen, select the layout and orientation or use the defaults.
84 14. Select NEXT.
15. From the “What title do you want for your report?” screen, enter the title of the new report. (Beef Producers Report or appropriate name).
85 16. Select FINISH.
17. The new report, Beef Producers Report is displayed.
18. The report has been created but some editing is required.
19. To edit the report, from the Navigate to left side, right select Beef
Producers Report listed and select Design View. The report is displayed in Design mode. Editing is done in this screen.
86 20. To count the number of records in the report, extend downward
(lengthen) the Report Footer area.
21. From the Design Ribbon, from the Controls group, select the Text box option.
87 22. Select the Text box and place box in the Report Footer. Move the cursor
to the Report Footer and left select.
23. To change the label or heading, double select on the label (Text17) field and the Properties box is opened. In the Caption field, type Total Number Records: Exit the screen.
88 24. Right select on the new field (unbound box) and select Properties.
25. Select the ALL tab.
26. In the Control Source box type =Count(*). This statement will count all records for this report.
89 27. Close the screen and view the report. The total number of records should
90 Counting the number of records by race/ethnic group
1. To count the number by Race (white, black, Hispanic, etc.) a new field must be created for each race on the report. The race field must be selected in the query.
2. From the Design Ribbon, from the Controls group, select the Text Box option.
3. Place the Text Box in the Report Footer. Move the cursor to the Report Footer and left select or drag and drop it.
4. Double select on the label field and the Properties box is opened. In the Caption field, type WHITE: Close the screen.
5. Right select on the new field and select Properties. 6. Select the ALL tab.
7. In the Control Source box type =Sum(IIf([RACE]="White",1,0)) This statement will count all participants by race that are White.
8. Close the screen and view the report. The total number of white participants should be displayed on the last page of the report. 9. Repeat steps 2-7 to get a count by race of the other ethnic groups. 10. In step 4, change the Caption to Black, Hispanic, etc.
91 =Sum(IIf([RACE]="Black”,1,0))
=Sum(IIf([RACE]="Hispanic”,1,0))
=Sum(IIf([RACE]="American Indian/Alaskan”,1,0)) =Sum(IIf([RACE]="Asian or Pacific Islander”,1,0)) Counting the number of records by Gender
1. To count the number of participants by Gender, new fields must be created for each gender.
2. From the Design Ribbon, from the Controls group, select the Text Box option.
3. Select the Text Box and place in the Report Footer. Move the cursor to the Report Footer and left select or drag and drop it.
4. Double select on the label field and the Properties box is opened. In the Caption field, type FEMALE: Close the screen.
5. Right select on the new field and select Properties. 6. Select the ALL tab.
7. In the Control Source box type =Sum(IIf([GENDER]="Female",1,0)) This statement will count all female participants.
8. Close the screen and view the report. The total number of female participants should be displayed on the last page of the report. 9. Repeat steps 2-7 to get a count for all male participants. 10 In step 4, change the Caption to MALE.
11. In step 7, change the formula to count the male gender, =Sum(IIf([GENDER]="Male”,1,0)).
When completed, the last page of the report should look similar to the report displayed below. The race and gender fields had to be added to the query in order to display on the report.
92 Printing the newly created reports
The newly CREATED reports cannot be printed from the Main Switchboard. If the Main Switchboard is opened select the X in the upper right to close the screen.
1. From Navigation Pane, select the down arrow. 2. Select Reports.
3. The reports should be listed alphabetically.
4. Select desired report and the report is opened for preview. 5. Print the selected report.
Printing Reports from the Main Switchboard
1. Each Program Area list of reports is listed on the NAMES Main Switchboard.
2. To preview/print a report for a Program Area, select the button to the left of the option.
93 3. To print a report from the Agriculture and Natural Resources section,
select the ANR List of Reports button.
94 5. Four options are listed. The ANR-Name/Area of Interest 2 of 2 report is a
continuation of the first report.
6. From the list of reports, select one of the options (i.e., Name/Area of Interest 1 of 2).
95 7. The report is displayed.
96 Creating Labels using a query
Close the Main Switchboard (select X in upper right).
1. From the Navigation Pane, select the down arrow. 2. Select Queries.
3. Select the Beef Producers Query. 4. From the ribbon, select Create.
5. From Reports, select Labels.
6. Choose the table/query where the object data comes form: Beef Producers Query or any query or table created.
97 7. Select desired label size and select NEXT.
8. From the “What font and color would you like your text to be?” select the font name, font size, font weight, text color, Italic or underline, if necessary.
98 9. Select NEXT.
10. From the “What would you like on your mailing label?” screen, select the fields desired, (i.e., first name, last name, address, city, state, zip
code). Double select on desired fields or use the > button to select the fields.
99 11. Select NEXT.
12. From the “Which fields would like to sort by?” screen, select the sort order.
100 13. Select NEXT.
14. From the “What name would you like for your report?” screen, enter the appropriate name for the labels.
101 16. The new Beef Producers Labels are displayed.
17. To print the labels, insert appropriate labels into the printer and print the labels.
Creating Envelopes
Close the Main Switchboard (select X in upper right)
1. From the Navigation Pane (left side of the screen) select the down arrow. 2. Select Reports.
3. Select a label option already created (i.e., Beef Producers Labels). 4. Right click on the Beef Producers Labels or whatever labels option
selected and select Print Preview.
102 6. From the Print Preview Ribbon, from the Page Layout group, select Page
103 7. From the Print Options tab, change the margins to the match the
104 8. When completed, select the Page tab.
105 9. From the Page tab, select Landscape as the Orientation.
10. Select Size as Envelope #10.
11. When completed, select the Columns tab.
12. Make the necessary changes to the Columns tab to reflect the screen below. Number of Columns = 1, Width = 3.65.
13. Select OK when all tabs have been edited.
14. Make sure envelopes are in the printer and print the envelopes.
Exporting Access files to WORD From Access:
Close the Main Switchboard (select the X in the upper right)
1. From the Navigation Pane, select an existing table or query to use as the mail merge source. Or create the table or query to be used as the mail merge source.
2. From the External Data Ribbon, from the Export group, select Word Merge.
106 3. From Microsoft Word Mail Merge Wizard screen, select whether to “Link
your data to an existing Microsoft Word Document” or “Create a new
107 4. Select OK.
5. If “Link your data to an existing Microsoft Word Document” was
selected, from the Select Microsoft Word Document dialog box, locate
108
6. Word opens. Depending on your choice, Word opens either the document you specified or a new document.
Option 1: Link your data to an existing Microsoft Word document (for documents that already exist in WORD). Select OK.
1. The Select Microsoft Word Document screen is opened. 2. Follow instructions on the right side of the screen. 3. From Select Recipients, choose Use an existing list. 4. Below Step 3 of 6, select Next: Write your letter. 5. From Write your letter, choose Address Block.
6. From the Insert address block screen, select the style or use the default. Select OK.
109 7. Below Step 4 of 6, select Next: Preview your letter.
8. Below Step 5 of 6, select Next: Complete the Merge. 9. Print the letters.
10. Save file.
Option 2: Create a new document and then link the data to it (for