CHAPTER

Student should be able to

8
Create Report, Open Report,
Report Manipulation and
Print a Report.

Creating and Printing

Report
Subtopics:-
8.1 Create a Simple Report
8.2 Create a Form in Layout View
8.3 Creating Form in Design View
8.4 Arrange Fields on a Form
8.5 Group Fields Together
8.6 Define the Tab Order on a Form
8.7 Lab Exercise

8.1. Create a simple Report

What is report?

A report is an effective way to present your data in a printed format. Bacause you have
control over the size and appearance of everything on a report, you can display the
information the way you to see it.

Report is summarized of data that contains in the database.

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To create a report with a single click,

1. Open the table or query upon which you want to base the report.

Figure 8.1: Form Wizard

tab

2. On the Create tab, click Report.

3. The report is created and displays all the fields from the underlying table
or query. The Report tool may not create the final, polished product that
ultimately want, but it is quite useful as a means to quickly look at the
underlying data. You can save the report and modify it in Layout view or
Design view so that it better serves your purposes.

Figure 8.2: Simple Report generated

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8.2. AutoFormat a Report

1. To save time, you can apply a preset format known as an AutoFormat to all part of
your report.
2. You can select the size and appearance of a report’s sections and controls, as well
as adjust background colors, borders and text styles.
3. Select the control and use the buttons available on the Design tab in the Theme
group.

Figure 8.3: Change Theme

4. Use the AutoFormat button on the Arrange tab to apply a preset format.
5. Creating a form in Layout view allows you to see the actual data as the fields are
added.

Figure 8.4: Using AutoFormat

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8.3. Preview and Print a Report
To print a report, you need to open the report to be printed. Before sending it to
the printer, you can preview it on the screen using the Print Preview option. Just
when you are about to print the report, you can also set up the margins, paper to
use and layout of the printing using the Print Setup option. However, in this section,
the Print Preview, Print Setup together with the Print option will be detailed.

8.3.1. Print Preview allows you to view the report on screen before you send the
report to the printer.
8.3.2. Right click on the selected Report and click at Design View.

Figure 8.5 : Create report using Report Wizard

8.3.3. Print Preview of the selected report is displayed.

Figure 8.6 : Print Preview Report

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 8.3.4. Click at the Home Tab button and click at icon Print Preview.

Figure 8.7 : Print Preview icon.

8.4. Create a Report with the Report Wizard

To create a report using the wizard,

1. On the Create tab, click Report Wizard.

Figure 8.8 : Create report using Report Wizard

2. Follow the onscreen prompts.

3. Additional customization can be done in design or Layout View.

Design view gives you total freedom and control, right from the beginning. Controls
can be bound to data from your database, displaying it directly, or they can be
unbound, without a link to a data source (such as descriptive text, dividing lines, a
logo, etc).

To create a report in Design View,

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 1. On the Create tab, click Report Design.

Figure 8.9 : Create report using Report Design

2. Click on the Add Existing Fields button, on the Design tab, to see a list
of tables/files.

Figure 8.10: Add Field List button to add field on the Report.

3. Drag or double click fields to add them to the grid, as desired.

Figure 8.11: To add field on the Report

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 4. You can also create a report from scratch in Layout view instead of
Design view. From the create tab click Blank Report.

Figure 8.12 : Drag the field on the Report

Customizing Reports

Regardless of what method is used to create the report, Design view is where
you add sections, group data, set report properties to control appearance
and behaviour, resize parts of a report, or change report formatting.

Reports have three types of sections:

Header: The report header appears only once, at the beginning of the
report. The topmost contents of the report (such as company name, address
and logo) belong in the report header. The page header appears on every
page of the report. Contents that you want to appear at the top of each
page, such as column names, belong in the page header.

Detail : The detail section contains most of the information in a report.

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 Footer : The page footer appears on every page. The report footer appears
once, at the end of a report. The pager footer section may contain the page
number; the report footer section may contain the conclusion such as a
grand total.

Figure 8.13 : Three sections in Report

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8.5. Create a Report in Layout View

 The report is created and displays all the fields the underlying table or query.
The Report tool may not create the final, polished product that you
ultimately want, but it is quite useful as a means to quickly look at the
underlying data.
 You can then save the report and modify it in Layout view or Design view so
that it better serves your purposes.

1. Select the Report that you want to modify.

2. Click at the Home Tab and select Layout view icon
3. You can modify the Report layout for the better serves as what you required.

Figure 8.14 : Report Layout view

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8.6. Set the Page Size and Orientation

 There are a multitude of formatting settings that can be applied to customize

reports. One particularly helpful setting is the Can Grow option, which allows
for text wrapping.
1. Go to the Design tab of the Properties sheet for desired field. Change
Can Grow to Yes.

Figure 8.15 : Can Grow in Properties

2. Margin can be adjusted on the Page Setup tab. The page orientation
can also be adjusted via these utilities.

Figure 8.16 : Page Orientation

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8.7. Lab Exercise

Open E-Book database and follow the instructions below.

a) Create a report to display the list book by using “Create reports by using
report wizard”.
b) Rename the Reports as “List of books”.
c) Create a Query to display the lsit of the books that are published by Prentice
Hall.
Based on the Query created in question (c), create another report and save
the report as “The list of books published by Prentice Hall”.

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