The primary purpose for reports is to control what data appears on a printed page. In this lab, you will learn how to create a report using the Report Wizard. You will also learn how to format and customize a report with options in the Report Layout Tools.
Before creating the report you will modify the ―Items to Order‖ query so it includes two fields from the Suppliers table; then format and print an Order report.
1. Open the WorldCraft Inventory database if it is not open already. If you see a ―Security Warning‖ when opening, click the options… button then select Enable this Content, click OK.
You may not see this Warning in the Delta computer labs.
2. Modify the ―Items to Order‖ query to include two additional fields from the Suppliers table by completing the following steps:
a. Double-click Items to Order query within the Navigation Pane to open it.
b. Switch to Design view by clicking the View button c. Click the Show Table button in the Query Setup group, d. Click WorldCraft Suppliers, click Add, click Close
e. Scroll to the right to view the next available blank column in the grid
f. Double-click Supplier Name in the WorldCraft Suppliers table to add it to the grid.
g. Double-click Email Address in the WorldCraft Suppliers table to add it to the grid.
h. Click the Run button to display the query results. Note the newly added fields in the results.
i. Change back to Design view by clicking the View button.
j. Sort the query by SupplierName in ascending order. To do this, click SupplierName Sort cell list arrow, click Ascending
2j
38 k. Click Run button.
The list of 10 products to order includes the names and e-mail addresses of the suppliers to contact sorted by supplier name.
l. Save the query by clicking the disk icon in the Quick Access Toolbar. Note an additional Items to Order query icon in the Navigation bar under WorldCraft Suppliers.
This is because both tables now are included in the query results.
m. Close the query by clicking the close button (X) to the far right of the Items to Order tab. Be sure not to close Access.
3. Create the report by completing the following steps:
a. Click the Create tab
b. Click the Report Wizard button in the Reports group, the Report Wizard dialog box opens.
c. Select and move the following fields from the Query:Items to Order available fields side to the selected fields side. Do this by clicking the field to be moved, then click the
button to move it to the other side. Move these fields in this order: Product Name, Region, Category, Units in Stock, Units to Order, Unit Price, Total, WorldCraft
Suppliers.Suppliers Name, and Email Address. See figure below to see finished results after completing this step.
d. Click Next e. Click Next
39 f. Click WorldCraft Suppliers.Supplier Name in the list of groupings then click the
button.
g. Click Next h. Click Next
i. Click the Landscape option button, then click Next j. Select the Trek report style, click Next.
k. Then click Finish to preview the report.
The report is shown in Print Preview. Too much space appears between some of the fields.
l. Click the Close Print Preview button in the Close Preview group this view is called Design view. We will not use this view.
m. Click the View list arrow (lower portion of the view button) in the Views group, select Layout View. This view is new for Access 2007. We will use this view to make changes in the design of the report.
4. In the following step you will make changes to the design and layout of the report:
a. You can change your mind in the report formatting process and remove or add fields.
Click Region within the report, then press the Delete key on the keyboard to remove it.
b. Click [WorldCraft Suppliers].[Supplier Name] within the report.
c. Simplify this field heading to say ―Supplier‖. Do this by Double-clicking it anywhere inside the box then remove all text, then type Supplier.
4a
4b
40 d. Click American Arts within the report under the newly created Supplier heading.
Increase the font size to 14 pt. This will increase the font size for all data in the column.
e. Click Total heading within the report. Center in by clicking the Center button in the font group.
f. Click the WorldCraft Products title in the top of the report and add your first and last name. (Example: WorldCraft Products – Your Name)
g. Increase the Font size of this title ―WorldCraft Products – Your Name‖ to 24 pt.
h. Lastly, adjust the column widths so all data is visible and columns are attractively spaced with no data cut off. After adjusting, the report should fit on one sheet in Landscape orientation. The gray dashed lines show page edges. See figure below.
5. Print the report by completing the following steps:
a. Change to Print Preview by clicking the View button list arrow (bottom portion of the View button in the Views group), select Print Preview.
b. Click the Zoom list arrow within the Zoom group. Select 75%
c. Click the Print button in the Print group, click OK. Place your one page printout in your folder and label it DB-7 #1.
d. Save the report by clicking the disk icon in the Quick Access Toolbar.
41 e. Close the report by clicking the close button (X) to the far right of the WorldCraft
Products tab.
f. Close Access by clicking the Office button then click Exit Access.
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