Microsoft Access 2013

Lesson 6
Create Reports

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 1
Objectives

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 2
Step by Step: Create and Delete a Report
• GET READY. Before you begin these steps, be sure to turn on
and/or log on to your computer and start Access.
1. OPEN AlpineSkiHo use from the data files for this lesson.
2. SAVE the database as AlpineSkiHo useXXX (where XXX is
your initials).
3. In the Navigation Pane, click the Rooms table to select it. This
is your record source.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 3
Step by Step: Create and Delete a Report
4. On the Create tab, in the Reports group, click the Report
button. The report appears in Layout view (shown below).
Notice the Report Layout tools that appear in the Ribbon.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 4
Step by Step: Create and Delete a Report
5. Click the Room ID header to select it. Position the pointer over the
right border until you see a double-sided arrow. Click and drag to the
left, resizing the column to remove white space.
6. Resize the other columns until your screen looks similar to the figure
below.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 5
Step by Step: Create and Delete a Report
7.
Click the Save button on the Quick Access Toolbar. The Save As
dialog box appears with Rooms in the Report Name box. Click OK.
Notice that the Rooms report is listed in the Navigation Pane.
8. Click the Close button to close the Rooms report.
9. In the Navigation Pane, click the Reservations report to select it.
10. On the Home tab, in the Records group, click the Delete button and
then click the Delete command on the menu that appears.
11. Click Yes on the dialog box asking you if you want to permanently
delete the Reservations report. The report is now permanently
deleted from the database.
• PAUSE. LEAVE the database open to use in the next exercise.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 6
Step by Step: Use the Report Wizard
1. On the Create tab, in the Reports
group, click the Report Wizard
button. The first screen of the
Report Wizard appears.
2. Make sure the Rooms table is
selected in the Tables/Queries
menu.
3. Click the >> button to move all
the fields into the Selected Fields
list.
4. Click the Room ID field to select
it and click the < button to move it
back to the Available Fields list
(see right). Click the Next >
button.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 7
Step by Step: Use the Report Wizard
5. Click the Location
field to select it and
click the > button to
add it as a grouping
level (see right).
6. Click the Next >
button.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 8
Step by Step: Use the Report Wizard
7. Select Room Name from
the fields menu to sort in
ascending order (see
right), and click the Next
> button.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 9
Step by Step: Use the Report Wizard
8. In the Layout section,
click the Outline button.
In the Orientation
section, click the
Landscape button (see
right). Click Next >.

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Step by Step: Use the Report Wizard
9. Key Rooms Wizard
as the title of the
report (see right).

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Step by Step: Use the Report Wizard
10. Click Finish. The Rooms Wizard report appears on the screen (see
below).
11. CLOSE the report. Notice that the new report is listed in the
Navigation Pane.
• PAUSE. LEAVE the database open to use in the next exercise.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 12
Step by Step: Create a Report in Design View
• USE the database you used in the previous exercise.
1. If necessary, click the Rooms table in the Navigation Pane to select
it.
2. On the Create tab, in the Reports group, click the Report Design
button. A new blank report is displayed in Design view (shown
below).

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 13
Step by Step: Create a Report in Design View
3. If the Fields List is not already
displayed, on the Design tab, in the
Tools group, click the Add Existing
Fields button. The Show All Tables
link appears.
4. Click the Show all tables link then the
plus (+) box beside Rooms to display
the fields in the table (see right).
5. Double-click Room ID. The field is
inserted onto the design grid.

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Step by Step: Create a Report in Design View
6. Double-click Room Name,
Bed Size, and Rate.
7. Click the Close button on the
Field List pane.
8. Click the Bed Size label. The
border around the label
changes to orange, indicating
that it is selected. Position the
insertion point over the top of
the border (see right) until the
pointer changes to a four-
sided arrow.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 15
Step by Step: Create a Report in Design View
9. Click and drag the label
to position it about one-
half inch to the right of
the Room ID field and
release the mo use
button. The field is
moved along with the
label.
10. In the same manner,
move the Rate label and
field to position it below
the Bed Size field (see
right).
© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 16
Step by Step: Create a Report in Design View
11. Click the Room ID field to select it. Position the mo use pointer
on the square handle in the middle of the right-side border. Click
and drag the field to the left to decrease the size by about one-
quarter inch.
12. On the Ribbon, in the Views group, click the bottom half of the
View button and select Report View from the menu. The report
is shown in Report view. Scroll down to see all the records.
13. Click the Save button on the Quick Access Toolbar.
14. Key Report Design in the Report Name box, and click OK.
15. CLOSE the report.
• PAUSE. LEAVE the table open to use in the next exercise.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 17
Step by Step: Apply a Theme
• USE the database open from the previous exercise.
1. OPEN the Rooms report.
2. On the Ribbon, in the Views group, click the bottom half of
the View button. Select Layout view from the menu.
3. On the Report Layout Tools Design contextual tab, in the
Themes group, click the Themes button. The Themes gallery
of predefined report themes appears.

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Step by Step: Apply a Theme
4. In the Office section
and the first row,
third column, click
the Integral design
(see right). The
format is applied to
the report.

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Step by Step: Apply a Theme
5.
In the Themes group, click the Fonts
button. Select Cambria from the menu
(see right). The new Font theme is
applied.
6. SAVE the report.
• PAUSE. LEAVE the report open to use in
the next exercise.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 20
Step by Step: Sort Data within a Report
• USE the report open from the previous exercise.
1. On the Home tab in the Views group, click the bottom half of
the View button. Select Layout view from the menu.
2. Click the Room Name header.
3. On the Home tab, in the Sort & Filter group, click the
Ascending button. The column is sorted in ascending
alphabetic order.
4. On the Home tab, in the Sort & Filter group, click the Remove
Sort button. The Sort is removed.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 21
Step by Step: Sort Data within a Report
5. Right-click the Room
Name header. The
shortcut menu
appears.
6. Select Sort Z to A
(see right). The
column is sorted.

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Step by Step: Sort Data within a Report
7. On the Home tab, in the Sort & Filter group, click the Remove Sort
button. The Sort is cleared.
8. On the Report Layout Tools Design contextual tab, in the Grouping
& Totals group, click the Group & Sort button. The Group, Sort,
and Total pane appears at the bottom of the screen (shown below).

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 23
Step by Step: Sort Data within a Report
9. Click the Add a Sort button in the Group, Sort, and Total
pane.
10. Click the Room Name field in the fields list. Notice that the
field was sorted in ascending order by default and a line was
added describing the sort.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 24
Step by Step: Sort Data within a Report
11. Click the down arrow beside with A on top and select with Z on top
from the menu (shown below). The field is sorted in descending
order.

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Step by Step: Sort Data within a Report
12. Click the More Options button in the Sort line. Notice the
options available for customizing a sort.
13. Click the Delete button. The sort is cleared.
14. In the Grouping & Totals group on the Ribbon, click the
Group & Sort button. The Group, Total, and Sort pane is
removed.
15. SAVE the report.
• PAUSE. LEAVE the database open to use in the next exercise.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 26
Step by Step: Filter Data within a Report
• USE the database you used in the previous exercise.
1. Click the Location header to select it.
2. On the Home tab, in the Sort & Filter group, click the Filter
button. A menu appears.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 27
Step by Step: Filter Data within a Report
3. Point to Text
Filters. A
second menu
appears.
Select
Begins
with...
(seeright).
The Custom
Filter box
appears.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 28
Step by Step: Filter Data within a Report
4. Key 1 into the Custom Filter box and click OK. The data is
filtered to show only the rooms on the first floor.
5. Click the Toggle Filter button on the Ribbon. The report
returns to its unfiltered state.
6. In the Bed Size field, click King in the second row.
7. On the Home tab, in the Sort & Filter group, click the
Selection button. Select Equals “King” from the menu. The
data is filtered to show only the rooms with King-sized beds.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 29
Step by Step: Filter Data within a Report
8.Right-click the Bed Size header. A
shortcut menu appears. Notice that
the Equals “King” filter and the
other filters from the Selection
menu are also available in the
shortcut menu (see right).
9. Select Clear filter from Bed Size
from the menu. The filter is cleared.
10. CLOSE the report.
• PAUSE. LEAVE the database open to use
in the next exercise.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 30
Step by Step: Find Data within a Report
• USE the database open from the previous exercise.
1. OPEN the Rooms report.
2. On the Home tab, in the Find group, click the Find button. The
Find dialog box appears (shown below).

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 31
Step by Step: Find Data within a Report
3.
Key King in the Find What drop-down box and select
Current document in the Look In drop-down box.
4. Click the Find Next button. Access highlights the first
occurrence of ‘King’ in the report. Continue clicking the Find
Next button until Access reports that it has finished searching
the records.
5. CLOSE the report. CLOSE the database.
• STOP. CLOSE Access.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 32
Skill Summary

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