Access Reports
Overview
Reports organize the information in
underlying tables and queries into a more formal format. Except in unusual circumstances, reports
should be based on queries, not tables.
Reports Wizards
You must first create
a query that will give the data you want.
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Open the
database address.mdb.
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Click on the Reports tab
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Select New
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You will see several options:
o
Design View
- creates a report from scratch
o
Report Wizard
- creates a report with prompting for formatting options
o
AutoReport: Columnar - creates a report with records going vertically down page
o
AutoReport: Tabular - creates a report with records going horizontally across
page
o
Chart Wizard
- creates a chart based on underlying data
o
Labels Wizard
- creates labels
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Click on Report Wizard
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Click on the
dropdown arrow beside Choose the table
or query where the object's data comes from:
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Select Address Query
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Click OK
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The > button will move the highlighted field to
the report, one field at a time. You can
change the order that they will appear in on the report by rearranging their
order in the Selected Fields box
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The >> button will move all fields to the
right. Use the bottom arrows to move
selected fields back if you do not want them in the report.
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Move all the
fields to the right hand Selected Fields
box except Phone
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Click Next
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To group
fields in the report, highlight the field and click the > button to send it to the right.
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Click on State
and click the button to send it to the right
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Click Next
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If you want to sort any fields, click the dropdown arrow to
select the field and select Ascending
or Descending button
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Sort by Last
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Click in the
next box and sort by First
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Click Next
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Select a layout. Stepped
is usually good.
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Choose Landscape or Portrait formatting
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Click Next
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Select a
style. Compact is a clean style
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Click Next
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Change the
title, including Report at the end.
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Name this
report Address Report. The
report will also be saved with this name.
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Click Finish
Modifying a Report
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Open the report in Design View by clicking
the Design button.
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You can resize
the field and tag boxes by clicking on them and then clicking on the end Resize dot until the double headed arrow appears. Click the mouse, hold and make the box larger
or smaller.
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You can
highlight multiple boxes at once and resize them all.
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To change the
font style or size, click on the box(es) and then change the font or style. You may have to resize the boxes to make
everything show. You can left or center
justify the data by clicking on the box(es) and then Align
Left or Center icon.
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You can change
back and forth between Layout Preview
and Design View by using the View icon in the upper left corner.
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If you don’t
like the report, it is often easier to delete the old one and start from
scratch.
Labels Wizard |
|
|
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To create
labels, click the Reports tab and New §
Select Label Wizard §
Click the
drop down arrow and choose Address
Query §
Click OK |
|
|
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Click the
drop down arrow beside Filter by manufacturer and select Avery §
Select label
5260 (Standard 1” x 2 5/8” labels, three per column, 30 per sheet) or whatever
label you are using. §
Click Next |
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|
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You can
change the font style and size here.
It is often wise to use size 12 bold §
Click Next |
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|
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Click on First
and click > §
Hit the
space bar once §
Click on Last
and click > §
Hit the Enter
key §
Click on Address
and send it to the right §
Hit the Enter key §
Click on City
and send it to the right §
Hit the , key and then the space bar §
Click on State
and send it to the right §
Hit the
space bar twice §
Click on Zip
and send it to the right §
Click Next |
|
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Sort by Last
in the top box and then by First in the second drop down box
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Click Next
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Title the
report Address Label Report
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Click Finish
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You should now
be able to print out your labels
RLS
10/06/2005