Learn Microsoft Access Advanced Programming Techniques, Tips and Tricks.

Report Design in Access2007


In Microsoft Access 2007 there are some interesting design time features; Report View (not Print Preview) and Layout View besides Design View and Print Preview. These two new views allows to work with the report interactively.  In earlier versions of Access we had only Design View and Print Preview options.

Report View looks almost like Print Preview but with lots of difference. You can search for data on the Report, Copy data from report into the Clipboard, Filter Records and find out summary values of the filtered records. If you want to retain the filtered records and show them when you open the Report you can do that by setting the Filter on Load property value to Yes.

Layout View is somewhat like Design View on that you can rearrange fields while viewing the report contents, add or remove fields, increase or decrease field sizes or set data field property values to reflect changes on the report data.

The Report View Feature.

  1. Let us try out the above features; open Microsoft Access 2007.
  2. Open one of your Databases.
  3. Import the Order Details Table from Northwind.mdb sample database
  4. Click on the Table to select it.
  5. Click on the Report Option from Create Menu to create a Report with basic design and save it with the name Order Details.
  6. Right-Click on the Order Details Report in the navigation pane and click on Open option to open the Report in Report View.

Now, let us try search, filter, copy operations on the Report View mode.

  1. Click on the OrderID field on the first record on the Report to select it.
  2. Click on the Find Toolbar button (the field glass icon) under the Home menu.
  3. Type 10251 in the Find What: control and click on the Find Next Command Button.  The first record with OrderID number 10251 is highlighted.  You can repeat the search operation by clicking on the Find Next Command Button.
  4. Let us do some filter action; click on the Cancel to cancel the Find operation and close the dialog box.
  5. Click on the Filter Toolbar Button.  The following filter control will be displayed over the report.
  6. Click on the Select All option to remove all the check-marks.
  7. Put check-marks on OrderID Numbers 10251 and 10255.
  8. Click OK Command Button to filter records with the selected OrderIDs on the Report.
  9. You can click on the Toggle Filter Toolbar button to display all the records or filter the records again.

To copy selected records from the Report to the Clipboard:

  1. Click at left border of the topmost record on the report and drag down to highlight few records to select them.
  2. Click on Copy toolbar button under Home Menu to copy the highlighted records on to the Clipboard.  These records you can paste into Excel, Word etc.

If you want to see the same set of filtered records every time you open the Report then you must change a Property Value of the Report.

  1. Select Design View option from View Menu.
  2. Select the Property Sheet option to display Property Sheet of the Report.
  3. Click on the Data Tab of the Property Sheet.
  4. Set the Filter on Load property value to Yes.
  5. You can add or remove OrderID numbers in the IN clause of the Filter condition in the Filter property value, if needed.
  6. Save the changes and close the Report.
  7. Open the Report in Print Preview and check whether the filter action is in effect or not.
  8. Close the Report.

The Layout View Feature.

Now, it is time to try out the Layout View options.

  1. Right-click on the Order Details Report in the navigation pane.
  2. Select Layout View from the displayed shortcut menu.
  3. Click and hold on the OrderID heading, drag and drop it after the Discount Column.  You can not only do this with the heading row but also on any row of records.
  4. Click on any row in the Discount column to select the column.
  5. Press delete key to remove the column from the Report.

    Let us try to bring that column back into the Report from the Field List of the Source Table.

  6. Click on the Add Existing Fields Toolbar Button from the Format Menu.
  7. Drag the Discount Field and drop it between Unit Price and OrderID fields.
  8. While the Discount Field is still in selected state click on the Arrange Menu to display its Toolbar.
  9. Click on the Property Sheet Tool to display the Property Sheet of Discount Field.
  10. Click on the Format Tab of the Property Sheet.
  11. Change the Decimal Places property value to 2 and change the Width Property value from 1 inch to 0.75 inch.

The interactivity feature is very powerful in designing Microsoft Access Reports and makes the design task easier and interesting too.

Technorati Tags:

1 comment:

Comments are subject to moderation before publishing.


Subscribe in a reader
Your email address:

Delivered by FeedBurner

Blog Directory Visit blogadda.com to discover Indian blogs


Popular Posts

Search This Blog

Blog Archive

Powered by Blogger.

Follow by Email


Forms Functions How Tos MS-Access Security Reports msaccess forms Animations msaccess animation Class Module Utilities msaccess controls Access and Internet MS-Access Scurity MS-Access and Internet Array Queries msaccess reports External Links msaccess tips Accesstips Downloads Objects Property Menus and Toolbars Controls Event MsaccessLinks Process Controls Art Work Collection Object WithEvents msaccess How Tos Combo Boxes Graph Charts List Boxes VBA msaccessQuery Command Buttons Command Button Data Dictionary Object Emails and Alerts Form Query RaiseEvent Report Calculation Custom Wizards DOS Commands Data Type ms-access functions msaccess functions msaccess graphs msaccess reporttricks Custom Functions Item Object Reference msaccessprocess security advanced Access Security Add Field Type Fields Form Instances Key Macros Menus SubForm Top Values Variables msaccess email msaccess menus progressmeter Access2007 Auto-Number Copy Excel Expression Join Methods Microsoft Numbering System Records Recordset Security Split Table Time Difference Utility Workgroup Wrapper Classes database function ms-access msaccess wizards reference text tutorial vba code Access2003 Accounting Year Action Animation Attachment Binary Numbers Bookmarks Budgeting ChDir Color Palette Conditional Formatting Data Filtering Defining Pages Diagram Disk Dynamic Lookup Error Handler Export External Filter Formatting Groups Hexadecimal Numbers Import Labels List Logo Macro Mail Merge Main Form Memo Monitoring Octal Numbers Operating System Paste Primary-Key Product Rank Reading Remove Rich Text Sequence SetFocus Summary Tab-Page Tables Union Query User Users Water-Mark Word automatically commands hyperlinks iSeries Date iif msaccess msaccess alerts pdf files restore switch toolbar updating upload

Featured Post

ROUNDDOWN Function of Excel

We have introduced ROUNDUP() Function of Excel in Microsoft Access earlier.  It works like ROUND() Function except that the number is alway...


Blog Archive

Recent Posts