Access 2003

Lesson 16: Running and Printing Database Reports

Page 1

Objectives

By the end of this lesson, learners should be able to:

• Run Contact Management database reports

• Create a report using AutoReport
• Create a report using the Report Wizard

Page 2

Running Contact Management Reports

The Contact Management database contains two reports that you can use to print a
complete list of contacts in the database (Alphabetical Contact Listing Report), as well as
a call log to recap phone-call summaries made between any two dates (Weekly Call
Summary Report).

To run the Alphabetical Contact Listing Report:

• On the Main Switchboard form, click once on the Preview Reports menu
selection.
• On the Reports Switchboard, click once on the Preview the Alphabetical
Contact Listing Report menu selection.
 • The Alphabetical Contact Listing Report is displayed.

The Contact Management reports can also be run in Datasheet View by selecting the
Reports tab from the Object palette of the database window. Then double-click on the
Alphabetical Contact Listing report.

Page 3

Running Contact Management Reports (continued)

To run the Weekly Call Summary Report:

• On the Main Switchboard form, click once on the Preview Reports menu
selection.
• On the Reports Switchboard, click once on the Preview the Weekly Call
Summary Report menu selection.
 • In the Weekly Call Summary dialog box, type the date range in the Begin Call
Date and Ending Call Date fields. This lets you search the database for calls
made between two defined dates.

• The Weekly Call Summary Report is displayed

Page 4

Creating a Report using AutoReport

The reports object in Access allows you to create a report to present your data in a
meaningful and attractive printout. One way to create a report in Access is to use
AutoReport. This report format quickly generates a columnar or tabular report format
for records in a selected table.

To Create an AutoReport:

• Open the database window and choose the Reports selection from the Objects
palette.
• Click the New button to open the New Reports dialog box.

• Choose either the AutoReport: Columnar (prints one record in columnar format)
or the AutoReport: Tabular options (prints all records in tabular format.)
 • Click the drop-down list and choose the table or query on which the report or
query is based.

• Click the OK button to create the report and open it in Print Preview. (The
mouse pointer changes to a magnifying glass. Remember, you cannot edit data
in Print Preview.>

Columnar Report Example:

Tabular Report Example:

After you have created a report, you will be asked to save the report when you close it
or exit Access. When you save a report, only the structure of the report is saved and not
the underlying data seen in print preview.

Page 5

Creating a Report Using the Report Wizard

Another way to create reports in Access is to use the Report Wizard. The Report Wizard
asks a series of questions that you must answer. Access uses your responses to create the
report.

To Create a Report using the Report Wizard:

• Open the database window and choose the Reports option from the Object
palette.
 • Click the New button to open the New Reports dialog box.
• Click on the Report Wizard selection.

• Click the drop-down list and choose the table or query on which the report or
query is based.

• Click the OK button to begin the Report Wizard.

Page 6

Creating a Report Using the Report Wizard (continued)

In the Report Wizard's first dialog box,

 • Choose the table or query in which you would like to base the report.
• Highlight the first field from the Available Fields that will be included in the
report and click the right arrow to move the field to the Selected Fields box.
• Repeat so that each field is included in the report, or the click the double arrow to
move all the fields for the report.
• When finished, click the Next button.

In the Report Wizard's second dialog box, you can select a field name for grouping
purposes. For example, by selecting First Name, notice how First Name becomes the
group header (blue text) in the right side of the picture. You do not have to select any
grouping levels.
 • Highlight the field that you would like to use as a group level, and click the right
arrow to move the field to the Selected Fields box.
• When finished or to bypass this screen, click the Next button.

Page 7

Creating a Report Using the Report Wizard (continued)

In the Report Wizard's third dialog box, you can specify how or if the reports are to be
sorted on the report. For example, if you wanted to show names alphabetically and by
state, you would first sort by State and then by Last Name.
 • In the first field (optional), select a field name from the drop-down box only if
records in the report are to be sorted by that field. Then, click the button to define
whether records are to be sorted in ascending or descending order.
• If necessary, repeat for each of the remaining three sort fields.
• When finished or to bypass this screen, click the Next button.

In the Report Wizard's fourth dialog box,

 • Select one of the three listed Layout options: Columnar, Tabular, or Justified.
• Select an Orientation for the report, either Portrait or Landscape.
• (Optional), select or deselect the Adjust the field width so all fields fit on a page
field.
• Click the Next button to continue.

Page 8

Creating a Report Using the Report Wizard (continued)

In the Report Wizard's fifth dialog box,

 • Click through the different format options displayed on the screen -- Bold, Casual,
Compact, etc., to display a picture of each report format on the left side of the
wizard screen. Highlight the desired format you would like to use.
• Click the Next button to continue.

In the Report Wizard's sixth dialog box,

 • Assign a name to the report by typing a file name in the What title do you want
for your report? field.
• Click the Finish button to complete the wizard and generate the report.

You can decide to include any or all of the Report Wizard's selections in your report.

Very Important! When working in tables, forms, queries, and reports, use the New
Object button on the toolbar to create new database objects (tables, forms, queries,
reports).

Page 9
Using Print Preview

When your report opens in Print Preview, it is usually displayed at 100%. However, to
get a better look at various report features, you may need to resize your window.

Viewing a Report using the Print Preview Toolbar:

• In Print Preview, your mouse pointer is the Zoom tool (magnifying glass), which
allows you to "zoom" in and out. Click on the document (or the Zoom button on
the toolbar) to "zoom" in for a closer look. Notice Print Preview's drop-down
menu reads "100%."
• Click again on the document (or the Zoom button) to "fit" the document to the
Print Preview window.
• Use the Resize drop-down menu to further resize your document.

• Use the display buttons to display one or more pages.

• Click the Database window button to bring the database window to the front.
 • Click the Officelinks button to "Publish it with Word" or "Analyze it with
Excel". Clicking either of these choices will allow you to print your document as
a Word or Excel document.

• For Help, click the question mark.

• Click the Close button to close your report and return to the database window.

Page 10

Printing a Report

Any report in the Contact Management database can be outputted to a printer of your
choice.

To Print a Report from Print Preview:

• Click the Print button on the Print Preview toolbar to print your document (the
Print dialog box will not open).

To Print a Report using the Menubar or Toolbar:

• Choose File Print from the menu bar to open the Print dialog box.

• Make any necessary changes to the Print Range, Copies, or Zoom sections of
the Print dialog box.
 • Click the OK button to print the report.

Print Preview and Print are fully explained in the Office 2002 XP course.

Page 11

Challenge!

• Open the Contact Management database.

• Open the Contacts table in Datasheet View and Print all the records in the table.
• Open the Calls table in Datasheet View and Print all the records in the table.
• Open the Contact Types table in Datasheet View and Print all the records in the
table.
• Open the Main Switchboard form.
• Run the Alphabetical Contact Listing Report and then Print the completed
report.
• Run the Weekly Call Summary Report and then Print the completed report.
• Create a report using AutoReport:
• Create a columnar report against the Calls table.
• Print the completed report.
• Close the report and click the NO button in response to the Do you want to save
changes to the design of report 'Report1'? system prompt.
• Create a report using the Report Wizard:
• Select the Calls table.
• Select the following fields in the Calls table: Contact ID, Call Date, Subject, and
Notes.
 o Do not add any grouping levels.
o Do not define any sorting.
• Keep the Layout and Orientation default settings.
• Pick a Style of your choosing.
• Name the report "Job Search Progress."
• Print the completed report.