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This Report Wizard menu screen asks if you want
to add Grouping. Grouping simply “groups” records by
an item in the report you are designing. We’ll group by
state. This means that “records” from a state will be in
a “group” (e.g. people from Virginia will be in one group,
the folks from Washington in another, and so on). This will
be easy to see when we look at the report. So, click-on
State, then
click-on >.
If you make a mistake, no problem, just use the < or <<. Your
screen should now look like the one below.
Click-on Next>
again. Another Report Wizard menu screen will follow.
First, the above screen requests that
you indicate a Sort Order. This simply means, that
within each "group”, the alphabetic order in
which you want the fields sorted. We’ll go with sorting by
Last Name and then First Name. This way you’ll
have the names, grouped by state, in Last Name order and,
where you have several people with the same Last Name, they’ll
be sub-sorted in First Name order. Notice the AZ button
to the right of the box. This indicates, that the Field that
you select is in A to Z or ascending order. If you click-on
this button, it will reverse the order from Z to A, or
descending order. So, click-on the small down
triangle to the right of the first box and select Last
Name. Leave the order as AZ. Now select First Name
in the second box. When you are finished, your Report Wizard
menu screen should look like the one above.
Notice a Summary Options button below
the sort fields you have selected. Click-on it.
The Summary Options menu box allows
you to enter calculations for numerical
and currency fields if you have selected any.
It will summarize these calculations by each group,
and in total. So, since Salary is a currency
field, we can obtain calculations. Click-in the boxes
under Sum and Avg, this will furnish these
calculations, as you will see in the report. If you want
percentages as well, click-in the box next to Calculate
percent of total for sums.
Click-on
OK. This will
return you to the previous Wizard screen. Click-on
Next> again.
This Report Wizard screen allows you to
select a layout for your report. Click-in
the small circles to the left of each choice in
the layout area and observe the results. For the moment,
we’ll stay with the default: Stepped. So click-again it that
circle. Leave the report in Portrait Orientation. Click-on
Next>
again.
Note:
At the bottom of the last menu
screen there is a check in the small box to the left of
Adjust the field width so all fields fit on
a page. This is a very important
check. This means that no matter how many fields you place in
your report, they will all fit on one page. With a few fields
in the report, this is no big deal. However, if you have a
lot of fields, they will be all “scrunched” up and you’ll
notice that sometimes the Field Names and data for these
fields are “cut-off” a bit. As mentioned at the beginning of
the Reports section of the tutorial, this is where an advanced
course or manual are almost essential.
The next Report Wizard will appear.
This menu screen allows you to select the
Style that you would like for your report. Click-on
the choices (Bold, Casual, etc.) and see what each
“looks like”. Choose whichever style you desire and click-on
Next>
again.
The next Report Wizard screen is the last
screen in the sequence. It allows you to select a title
different from the name of your database if you so choose.
Note that the small circle in front of Preview the
Report is “dotted”. When we click-on the Finish
button Access 2000 will go to a preview copy of your
report. We’ll title this report State Report. Use this
name or any name you desire and click-on Finish.
This is a report in Tabular (Columnar)
format. Your screen should look something like the one below.
Notice in the
lower left corner of the report screen that you are on Page
1 of the report.
Notice the “triangle arrow” buttons to the left
and right of Page 1. These take you to the first page of the
report, the previous page, the next page, and the last page.
Try clicking-on them.
Notice that your
cursor – in this Preview Report screen is a magnifying
glass. This shows you how a page of your report will appear
when you print it. Each time you click the magnifying
glass you will “zoom in” or “zoom out” making your
report appear larger or smaller. You will zoom to the “place”
where you place your magnifying glass – just like if you were
using a real magnifying glass and a real piece of paper. You’ll
magnify the place where you are “holding” the magnifying glass.
So, give this a try.
Notice in the upper-left corner a button
that has a small triangle, ruler and pencil. Click-on
it. This takes you again to Design View. This time,
however, the Design View is for Reports instead of Tables or
Queries. This is where the Wizard created the Tabular report
design. Click-on the Design View button. Look at this screen
for a few minutes – it should look similar to the image below.
First: the Button Bar. Run the cursor
arrow over the buttons to get an idea of each button function.
Just like queries, we'll be going back and forth between
Design (triangle-pencil-ruler) and Print Preview
(magnifying glass).
Second: Notice to the left, in the gray part of
the screen, it indicates: Report
Header, Page Header, State Header, Detail, State Footer, Page
Footer and Report Footer.
Report Header:
If something shows here, it will only be shown on the
first page of the report.
Page Header:
If something shows here, it will show on each page of the
report at the top of each column.
State Header
This “sets-off” the State Grouping.
State Footer
This “ends” the State Grouping.
Detail:
These are the field names from our database. Access will
“pull” the data for the individual fields from our
database records.
These are the database
fields themselves. The fields print each time
there is a person in the database. This field information is
drawn from the database. As you enter more people in the
database and run the report again, more people will be shown.
The "size" of the box you see on the screen was created when we
created the field sizes.
Page Footer:
This is what shows at the bottom of each page.
Report Footer:
This is what shows only on the last page of the report.
Also note, in the lower right corners of
the State and Report Footer area boxes which
indicate: = SUM([Salary]). This is a calculation box
the Wizard created. This is what gave you the calculations for
your average and the sum of the salaries.
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