AIN106 Microsoft Access Reporting and Analysis. This course emphasizes tables, data, queries and reports. It is designed for those who will be using Access primarily for decision support as opposed to data entry.

1. Orange Coast Database Associates Course (800)355-9855 or http://www.dhdursoassociates.com
AIN106 Introduction to Microsoft
Access Reports and Analysis
Orange Coast
Database Associates
Specializing in Microsoft Office,
Access, SQL, and related technologies
Classes custom designed for Working Professionals
http://www.dhdursoassociates.com
San Juan Capistrano, CA
(800)355-9855
Accelerated Computer Training for Working Professionals Factory 2010 Case

2. AIN106 - Introduction to Access
Quick introduction to Access for
experienced Windows users
P.O. Box 6142
Laguna Niguel, CA 92607
949-489-1472
http://www.dhdursoassociates.com
slides.1@dhdursoassociates.com
1 Factory AIN106
AIN106 - Introduction to Access
 Introduction (s)
 Facilities
 Course Materials (Varies by class)
– Student Questionnaire
– PowerPoint handouts for all sessions
– Evaluation form
– Training certificate
– Collaterals (Maps, Catalogs, etc.)
2 AIN106 Factory

3. MS Access Introductory (100 Level)
Standard Curriculum
AIN100
AIN100T Incl. A & B
AIA101
AIN104
AIN102 AMP110
Reports
Queries Macros
& Forms
3 AIN106 Factory
MS Access Introductory (100 Level)
Specialized Curriculum
AIN100
Incl. A & B
AIN106
TBD
Reports TBD
& Analysis
4 AIN106 Factory

4. AIN106 – Introduction to Access
 Quick pace for experienced windows users
 Assumes no prior knowledge of Access
 End-user, not programmer, oriented
 Somewhat structured towards personal use for
analysis and reporting
5 AIN106 V1.2 Factory
AIN106 - Introduction to Access
Course Topics:
 Databases
 Tables
 Datasheet
 External Data
 Queries
 Reports
 Criteria Selection Forms
6 AIN106 Factory

5. Introduction to Access
Industry Standard Approach:
Access has many ways to accomplish tasks. As an accelerated
course we will cover only the most common.
Tables Table Designer
Queries Query designer
Reports Wizard then modify
Forms Wizard then modify
Macros Macro Designer
7 AIN106 Factory
AIN106 - Introduction to Access
Course Format:
 2 Sessions
 Lecture
 Demo
 Student “hands-on” - by the end of the
class the student will have constructed a
small, functional application
 Exercises are cumulative – later examples
build on objects created earlier
8 AIN106 Factory

6. Database Design – Critical Topic
 What do I want?
– (Outputs - Reports)
 What have I got?
– (Inputs – Tables, Import data)
 What do I need to do to get
there?
– (Processes, Queries)
9 AIN106 Factory
Note: we have a full day course (DBD201) on this important topic.
Understand your database
 Draw a PRODUCTS
picture
 Write a
description ORDERS
 Plan your
queries
C.C.
EMPLOYEES Toys
10 AIN106 Factory

7. AIN106 - Introduction to Access
Course Schedule (3 hour sessions):
 Session 1
– Tables and Data
– Starting Queries
 Session 2
– Queries
– Reports
– Criteria Selection Forms
11 AIN106 Factory
Notes
12 AIN106 Factory

8. Microsoft Access
Module
Introduction to Access, Tables and
Data
1 Factory Access Introduction v1.02
Module Outline
Three parts:
 Part 1: Introduction & Tables
 Part 2: Manipulating and Sorting Tables
 Part 3: Table Relationships
2 Access Introduction v1.02 Factory

9. Module Hands On
Students “hands-on”:
– Create a database based on Factory
2000 case
– Create 3 tables (w/validation rules
and masks)
– Populate tables
– Sort & Manipulate tables
– Create table relationships (permanent
links)
3 Access Introduction v1.02 Factory
Introduction to Access
Module Part 1:
Introduction to Access and Tables
4 Factory Access Introduction v1.02

10. Access Modes
 Menu-driven interface - Interact with a database
and its objects using menu commands
 Program mode - Lets you store instructions in a VBA
program file
 This course concentrates on the menu interface but
does cover macros which can be used to “program” a
series of actions
5 Access Introduction v1.02 Factory
Relational Database Concepts
 Most prominent type of database – Access is a
Relational Database
 Based on set theory (Mathematically based)
 A table is a relation between columns and rows
 Each row must be unique
 Each column may contain only one type of data and
must have a unique name
 Each data element may contain only one value
 Information from multiple tables can be combined
using a column of common information
6 Access Introduction v1.02 Factory

11. Database Terminology
 Database – in Access an “.mdb” file in which
tables, reports, queries, and other objects
are stored
 Table – stores facts about one subject
(entity)
 Record - contains related information about
one entity “instance”
 Field - contains a fact about an entity
7 Access Introduction v1.02 Factory
Database Terminology (cont.)
 Key - used to order, identify, and retrieve records
in the database
 Primary key - unique identifier for a particular
record. Only one per table.
 Index – Internal structure that speeds up searches
and joins. Also used to enforce uniqueness. Can have
several per table.
 Table structure - the arrangement of information
within a record, the type of characters, field
length, limitations, etc.
8 Access Introduction v1.02 Factory

12. Database Terminology (cont.)
 Form - paper-like method of accessing and entering
data in a table
 Query – retrieves information from Access tables
 Report - provides the ability to arrange table data
as well as to perform calculations and then print a
paper-based report
 Object – used in database world as generic term for
queries, reports, indexes, tables, etc. Not the same
as programming object.
9 Access Introduction v1.02 Factory
Sample Case – Factory2000
 Implement a simple cost
accounting application
 Employees work on work
orders
– Clock labor hours worked for each
work order
– Only one labor ticket per
employee per work order
– Each work order has a standard
time budget
 Some data periodically
imported and/or exported
10 Access Introduction v1.02 Factory

13. Existing Method of Recording
Factory2000 Labor Hours
EmpNo fName lName Rate Wono Descr Hours
12 Bob Smith 15 A1 Casting 12
13 Mary Chavez 20 A1 Casting 22
14 Alicia Parks 25 B3 Ass’ly 15
14 Alicia Parks 25 C2 Screws 18
This what is called a “flat file”. What problems do you see
with this approach?
11 Access Introduction v1.02 Factory
Factory2000 Relational Database Structure
EmpNo fName lName Rate Wono Descr Std
12 Bob Smith 15 A1 Casting 30
13 Mary Chavez 20 B3 Fitting 50
14 Alicia Parks 25 C2 Screws 70
employees Work_orders
EmpNo Wono Start End Hours
12 A1 1/1/01 1/31/01 20
14 C2 2/1/01 2/28/01 42
Labor
14 B3 1/1/01 2/28/01 40
12 Access Introduction v1.02 Factory

14. Creating a Database
 Ways to create a database
– Create a database using an Access
template or Wizard – (not always
recommended)
– Create a blank database and then insert
your own objects – we will use this
method in this course
13 Access Introduction v1.02 Factory
Creating a Table
 Click new from tables tab
 Naming a Table
– Up to 64 “standard” characters can be used
– Do not use an extension
– No leading spaces or control characters, in fact
try to avoid spaces altogether
 Add fields one by one
 Set Field Properties in Field Properties
box
14 Access Introduction v1.02 Factory

15. Designing Fields
 Field Type – text, datetime, number, etc.
 Field Width – 10 characters, etc.
 Caption – “Column title” for display
 Format – Determines how the field is displayed
(long date, short date, etc.)
 Click toolbar key symbol to make primary key
 Set indexed for secondary keys, required, etc.
15 Access Introduction v1.02 Factory
Table Designer
16 Access Introduction v1.02 Factory

16. Hands On - Create Table Structures
 Employees
 Work_Orders
 Labor
17 Access Introduction v1.02 Factory
Employees Table Definition
(Instructor led)
 EmpNo text(2), primary key
 Fname text(10)
 Lname text (15), required
 Rate currency, required
 MgrNo text(2)
Add captions, too
18 Access Introduction v1.02 Factory

17. Work_Orders Table Definition
(On Your Own)
 WoNo text(2), primary key
 Descr text(15)
 StdHrs number(single,2), required
 Accum number(single,2), required
Add captions, too
19 Access Introduction v1.02 Factory
Labor Table Definition
(On Your Own)
 EmpNo text(2), primary key
 WoNo text(2), primary key
 Start datetime, required
 End datetime
 Hours number(single,2)
Add captions, too
20 Access Introduction v1.02 Factory

18. Field Validation & Masks
 Add some validations
– Require start date
– End >= start date
– Etc.
 Add some input masks & formats
21 Access Introduction v1.02 Factory
Datasheets
 Datasheet window - displays the contents of a table
in a spreadsheet-like format
– Each row contains a record
– Each column contains a field
 Speedbar - appears at the bottom of the window
and is used to navigate through the records in a
table
22 Access Introduction v1.02 Factory

19. Datasheet View
23 Access Introduction v1.02 Factory
Entering & Editing Records
 Enter table data from the
handouts
24 Access Introduction v1.02 Factory

20. Employees Table Data
25 Access Introduction v1.02 Factory
Work_Orders Table Data
26 Access Introduction v1.02 Factory

21. Labor Table Data
To be added later
27 Access Introduction v1.02 Factory
Introduction to Access
Module Part 2:
Manipulating and Sorting Tables
28 Factory Access Introduction v1.02

22. Printing a Table
 Access allows you to create “quick and dirty”
reports by clicking the toolbar Print button
– A row/column presentation is used
– Field names appear along the top
– Records are rows
– Fields are columns
– A grid is printed around each field
29 Access Introduction v1.02 Factory
Quick Reports
 Report Wizard
– Module 2 covers reports
– For now, be aware a quick report can be
produced using the report wizard
30 Access Introduction v1.02 Factory

23. Manipulating the Datasheet
 Gridlines – controlled by Cells Effects
dialog box
 Can control background color, fonts,
etc.
 Fields can be resized and moved
 Also, hidden and locked like a
spreadsheet
31 Access Introduction v1.02 Factory
Record Pointer
 Record pointer (thick black arrow head) helps you
keep track of where you are in a table
 The character is used in the left-hand table cells
to indicate the pointer location
 The pointer moves by using keyboard, scrollbar, or
speedbar commands
 => Changes are saved when you move to next record
32 Access Introduction v1.02 Factory

24. Find Command
 Use the Edit | Find command sequence or
click the Find toolbar button
 Either command activates the Find in field
dialog box
 Searches can have “Wildcards” (in fact
sophisticated Unix style searches are available)
33 Access Introduction v1.02 Factory
One Field Sort
 Select the column to be used in the sort
 Click the desired Sort Ascending or
Descending toolbar button
34 Access Introduction v1.02 Factory

25. Multiple Field Sort
 Filter - used to sort data or restrict
records shown
 Use Records | Filter | Advanced Filter/Sort
command sequence
 Activates the filter window
 Specify the fields and sort order
 Execute by clicking the Apply Filter/Sort
button of the toolbar
35 Access Introduction v1.02 Factory
Introduction to Access
Module Part 3:
Table Relationships
36 Factory Access Introduction v1.02

26. Relating Tables
 Command sequence – Tools | Relationships
 Parent table - table used as the main table
for a relationship
 Child table - the related table, often has
several records for each record in the
parent table
37 Access Introduction v1.02 Factory
Referential Integrity
 Orphan record - a child record without a
corresponding parent record
 Referential integrity - makes certain that
related records are present
38 Access Introduction v1.02 Factory

27. Table Links
 In this context means relate two or more
tables on columns of data
 Permanent link –
– established using the Relationships command
– is always in effect once defined; the wizards and
designers will take advantage of this fact
 Transient link - defined using the query-by-
example feature of Access. Lasts for the
duration of the query.
39 Access Introduction v1.02 Factory
Creating a Permanent Link
Drag from
PK to FK
40 Access Introduction v1.02 Factory

28. Create Permanent Links
Link all Factory2000 tables
Enforce referential integrity
Normal, default joins for now
41 Access Introduction v1.02 Factory
Permanent Links
42 Access Introduction v1.02 Factory

29. Enter Labor Table Data
43 Access Introduction v1.02 Factory
Introduction to Access
End of Module
P.O. Box 6142
Laguna Niguel, CA 92607
949-489-1472
http://www.d2associates.com
44 Factory Access Introduction v1.02

30. Introduction to Access
Module
Introduction to Access, External
Data
P.O. Box 6142
Laguna Niguel, CA 92607
949-489-1472
http://www.d2associates.com
1 Factory Access Accel. Introduction v1.02
Module Outline
Three short topics:
 Topic 1: Export tables
 Topic 2: Import data
 Topic 3: Link tables
2 Access Accel. Introduction v1.02 Factory

31. Module Hands On
Students “hands-on”:
– Export work_orders and employees tables
– Import work_orders text file
– Link employees excel file
3 Access Accel. Introduction v1.02 Factory
Sample Application – Factory2000
 Simple cost accounting
application
 Employees work on work
orders
 Clock labor hours for each
work order
4 Access Accel. Introduction v1.02 Factory

32. Recording Factory2000 Labor Hours
EmpNo fName lName Rate Wono Descr Hours
12 Bob Smith 15 A1 Casting 12
13 Mary Chavez 20 A1 Casting 22
14 Alicia Parks 25 B3 Ass’ly 15
14 Alicia Parks 25 C2 Screws 18
What problems do you see with this approach?
5 Access Accel. Introduction v1.02 Factory
Factory2000 Relational Database Structure
EmpNo fName lName Rate MgrNo Wono Descr Std
12 Bob Smith 15 13 A1 Casting 30
13 Mary Chavez 20 B3 Fitting 50
14 Alicia Parks 25 12 C2 Screws 70
employees Work_orders
EmpNo Wono Start End Hours
12 A1 1/1/01 1/31/01 20
14 C2 2/1/01 2/28/01 42
Labor
14 B3 1/1/01 2/28/01 40
6 Access Accel. Introduction v1.02 Factory

33. Exporting a table
 Very simple
 Click File|Export (or save as)
 Specify type: Access can
export to many types: Excel,
Text, etc.
7 Access Accel. Introduction v1.02 Factory
Exporting tables
 Export Work_Orders to CSV
text file.
 Export Employees to an
Excel spreadsheet.
 Note you can also export to
another Access table. Even
one elsewhere on a LAN!
8 Access Accel. Introduction v1.02 Factory

34. Using External Data
 Two methods:
– Import the data into a new (or existing table) in your
database
– Link to the data. A table link appears in your
database but the data stays in the original file.
9 Access Accel. Introduction v1.02 Factory
Importing Files
 Another very important feature
 Start from new table dialog, pick
Import Table
 It will start a wizard
 Use advanced to select fields, etc.
 Specifications can be saved for later
use
10 Access Accel. Introduction v1.02 Factory

35. Importing a Text File
Importing a table from a Text File
11 Access Accel. Introduction v1.02 Factory
Importing from a text file
 Import the instructor-supplied
labor text file into the previously
created labor table
 Save the specification
12 Access Accel. Introduction v1.02 Factory

36. Linking a table
 Use new table dialog
 Select Link Table
 This will set up a connection to an
external table. It does not become
part of the Access database
 Access can link to many types: Excel,
ODBC connection, etc.
13 Access Accel. Introduction v1.02 Factory
Linking a Table
Linking a table
14 Access Accel. Introduction v1.02 Factory

37. Linking a Table
Linking a table
15 Access Accel. Introduction v1.02 Factory
Linking a Table
Linking a table
16 Access Accel. Introduction v1.02 Factory

38. Link a table
 Link the Employees
Excel
 Give it a name like
Employees_xls
17 Access Accel. Introduction v1.02 Factory
Introduction to Microsoft Access
Module
Introduction to Access, External
Data
P.O. Box 6142
Laguna Niguel, CA 92607
949-489-1472
http://www.d2associates.com [End of Module]
18 Factory Access Accel. Introduction v1.02

39. Notes
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19
Notes
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20

40. Microsoft Access
Module:
Queries
P.O. Box 6142
Laguna Niguel, CA 92607
949-489-1472
http://www.d2associates.com
1 Factory Access - Accelerated Queries
Module Hands On
Students “hands-on”:
– Create a simple query
– Create a multi-table query
– Create calculated fields
– Create a summary query
– Concatenate fields
– Create a parameter query
2 Access - Accelerated Queries Factory

41. Creating a Query
 Activate the Create tab of the Database
window
 Click the Query Design button
 Interact with the dialog boxes
3 Access - Accelerated Queries Factory
Query Results
 Results placed in a dynaset in a window
 Dynaset can be used like a regular table
– Most useful when you work with fields
from several tables
– Any changes that are made to a dynaset
field are also made to the original
record
4 Access - Accelerated Queries Factory

42. Query Design Window
 QBE grid - controls which fields appear in
the dynaset
 Parts of the grid
– Field - contains the name of the field
– Table - contains the field’s table name
– Sort - controls the order of displayed data
– Show - displays a field in the dynaset
– Criteria - enter a condition to display selected
records
5 Access - Accelerated Queries Factory
Criteria
 Logical Comparison Operators
– <, >, =, =<, >=. <>
 Special Operators
– LIKE
– IS NULL
– BETWEEN
– IN
 Special characters
– [ square brackets around names]
– (parentheses around function arguments)
– # pound sign around dates#
6 Access - Accelerated Queries Factory

43. Like (“Wild Card Matches”)
 ANSI standard  Microsoft Access
 Where  Where
customer_last_name like customer_last_name like
“Jo%” “Jo*”
 Like “Jo_”  Like “Jo?”
• * means match any string of characters; ? means
match one character.
• Access actually allow more sophisticated Unix type
search patterns as well – see help
7 Access - Accelerated Queries Factory
Create a Simple Query
 Use Work_Orders table
 Show fields: all except accum
 Sort by WoNo
 Only records where description
contains an “s”
 Save your query as qrySimple
8 Access - Accelerated Queries Factory

44. Simple Query (Find all records with an “S in the
description field)
Query by Example (QBE) Grid
9 Access - Accelerated Queries Factory
Joining Tables
 Tables can be joined for performing a query
– Must have a common field
– Linking in QBE grid performed via a drag
operation
– Join types: inner, left outer, right outer
– Use show tables dialog to bring up list of tables
10 Access - Accelerated Queries Factory

45. Joining two Tables
Drag from
PK to FK
Double Click table
name to add
11 Access - Accelerated Queries Factory
Create a multi-table query
 Join Labor and Employees
 Show following fields: all from labor,
fname, lname and rate from
employees
 Sort by empno then wono
 Save your query as qryLaborDetail
12 Access - Accelerated Queries Factory

46. Multi-table Query Design
13 Access - Accelerated Queries Factory
Multi-table Query Results
14 Access - Accelerated Queries Factory

47. Calculated Fields
 Can embed calculations in a query
 Creates a new temporary field which
appears in the dynaset
 Store your calculations there
 Can use an expression “builder” to help
15 Access - Accelerated Queries Factory
Query with Calculated Field
(use the builder)
16 Access - Accelerated Queries Factory

48. Query with Calculated Field
 Use qryLaborDetail
 Add a calculated field which
shows the cost of a labor
ticket
 Save your query as
qryLaborDetail_2
17 Access - Accelerated Queries Factory
Query with Calculated Field Results
18 Access - Accelerated Queries Factory

49. Concatenated Fields
 Can “add” two character fields
together
 Use & operator
 Example: fname & “ “ & lname
19 Access - Accelerated Queries Factory
Concatenated Fields
 Create a new labordetail
query
 Add a column with the
employee’s full name
 This can be used later in
reports, etc.
 Save your query as
qryLaborDetail_3
20 Access - Accelerated Queries Factory

50. Concatenated Fields Results
21 Access - Accelerated Queries Factory
Summarizing Columns
 SQL aggregate functions
– Sum
– Count
– Avg
– Etc.
 Activated by clicking the Total toolbar button
 Adds a Total line to the QBE query grid
 All selected columns must be in group by or an
aggregate
22 Access - Accelerated Queries Factory

51. Query with Aggregate
23 Access - Accelerated Queries Factory
Query with Aggregate
 Modify qryLaborDetail2
 Drop work order fields
 Sum the hours and cost
 Save your query as
qryLaborGrouped
24 Access - Accelerated Queries Factory

52. Query with Aggregate Results
25 Access - Accelerated Queries Factory
Parameter Queries
 Accept a variable when run
Order No
parameter
26 Access - Accelerated Queries Factory

53. Parameter Queries
 Create a parameter query
 Base on qryLaborDetail_3
 Show all fields
 Prompt for order no
 Save as qryParam
27 Access - Accelerated Queries Factory
Parameter Query Results
28 Access - Accelerated Queries Factory

54. Accelerated Introduction to Access
End of Module
P.O. Box 6142
Laguna Niguel, CA 92607
949-489-1472
http://www.d2associates.com
29 Factory Access - Accelerated Queries
Notes
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30 Access - Accelerated Queries Factory

55. Notes
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31 Access - Accelerated Queries Factory
Notes
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32 Access - Accelerated Queries Factory

56. Microsoft Access
Module - Advanced Queries
P.O. Box 6142
Laguna Niguel, CA 92607
949-489-1472
http://www.dhdursoassociates.com
1 Factory Access - Automating Tasks
Module Outline
One part:
 Part 1: Advanced Queries
2 Access - Automating Tasks Factory

57. Module Hands On
Students “hands-on”:
– Create action queries
 Maketable
 Append
 Delete
 Update
3 Access - Automating Tasks Factory
MS Access Training
Part 1
Advanced Queries
4 Access - Automating Tasks Factory

58. Advanced Queries
 Several types of special-use queries
– Action
 Make table*
 Append*
 Delete*
 Update
– Other
 Pass-through, crosstab etc.
 We will cover those with an *; others as time and
interest permit
 Reached through Query menu bar when query
designer is open
5 Access - Automating Tasks Factory
6 Access - Automating Tasks Factory

59. MakeTable Query
 Allows you to create a new table based on
a query
 Can be output to current database or
another one
 Very simple
– Design your query as you normally would
– Pull down the query menu and select make
table. Assign the new table name
7 Access - Automating Tasks Factory
MakeTable Query
 Create an extract of the
Employees table
– Save table as Temp_Employees
– Select MgrNo = 13
– Save your query as
qryMake_Temp_Employees
8 Access - Automating Tasks Factory

60. MakeTable Query Results
9 Access - Automating Tasks Factory
Append Query
 Appends records to an existing table
 Design query then pull down query menu and
select table to append to
 Must indicate destination field for each source
field in query. This is done in a new QBE grid
row.
 Can have additional “criteria” fields with no
destination
10 Access - Automating Tasks Factory

61. 11 Access - Automating Tasks Factory
Append Query
 Create and execute an append query
 Select from Employees all records
with MgrNo =12
 Append to table Temp_Employees
 Save the query as
qryAppend_Temp_Employees
12 Access - Automating Tasks Factory

62. Append Query Results
13 Access - Automating Tasks Factory
Delete Query
 Deletes records from an existing table
 Go to query design window then pull
down query menu and select table to
delete from
 Establish the criteria in the criteria row
14 Access - Automating Tasks Factory

63. Delete Query
 Delete from temp_employees
– All records with rate less than 20
15 Access - Automating Tasks Factory
Delete Query Results
16 Access - Automating Tasks Factory

64. Other Advanced Queries
 Union – “Adds” results of two queries into one result
 Update – Update records in an existing table
 SQL Pass-through – Send an SQL statement directly
to “back-end” database (Oracle, DB2, etc.)
 Crosstab – Creates a crosstab result (similar to a
spreadsheet)
 Etc.
17 Access - Automating Tasks Factory
Microsoft Access
End of Module
P.O. Box 6142
Laguna Niguel, CA 92607
949-489-1472
http://www.d2associates.com
18 Factory Access - Automating Tasks

65. Notes
19 Access - Automating Tasks Factory
Notes
20 Access - Automating Tasks Factory

66. Microsoft Access
Reports Module
P.O. Box 6142
Laguna Niguel, CA 92607
949-489-1472
http://www.d2associates.com
1 Factory Access - Reports & Forms
Module Hands On
Students “hands-on”:
– Create a summary report
– Format the report
– Add a calculated field
– Add summary fields
– Add conditional formatting
– Sub-reports (optional)
 Create a sub-report
 Create a master-detail report
2 Access - Reports & Forms Factory

67. Creating reports
 Two basic methods:
– Report Wizard
– Report Designer
 Common approach is to start w/
the Wizard then modify the result
3 Access - Reports & Forms Factory
Report Wizard
 Building a Report by Using a Report Wizard
– Use the Report tab of the database window
– Can base report on table or query
– Report Wizard - a series of dialog boxes that steps
you through the process of building a report
4 Access - Reports & Forms Factory

68. 5 Access - Reports & Forms Factory
Report Wizard
 After selecting the table or query you give
the Wizard additional information…
– Grouping – for summaries, etc.
– Sorting – for sort order within group, plus
which summary function to use
– Format and style
6 Access - Reports & Forms Factory

69. Report Wizard
 Create a labor report
– Use qryLaborDetail query
– Select wono, empno, fname,
lname, hours
– Group by wono
– Use summary options: sum hours,
– Layout and style to taste
– Save as rptLabor
7 Access - Reports & Forms Factory
Report Design Window
 Menu Bar and Toolbar Rulers - vertical and horizontal
 Report Layout
 Toolbox
 Field List Box - used for adding fields to a report
template
 Properties Sheet or Section Detail Sheet - controls the
appearance of a report object
 Scroll Bars
8 Access - Reports & Forms Factory

70. Report Designer
9 Access - Reports & Forms Factory
Redesigning a Report
 Able to move field and title boxes around the
design template via a drag operation
 Able to resize the report bands using selection
handles
 Able to add additional titles using label control
 Able to align text as well as change the font
and size of type used
 Can add background fill effects, etc.
10 Access - Reports & Forms Factory

71. Report Designer
 Open rptLabor in design view
– Format headings
– Remove extra subtotal row and
reduce band height
– Fill title with grey background
– Etc.
– Save with same name
(rptLabor)
11 Access - Reports & Forms Factory
Report Designer Results
12 Access - Reports & Forms Factory

72. Report Designer
 Adding Fields
– Use toolbox, or
– Drag and drop from field list
– Set control source on property sheet if appropriate(see below)
– Put SQL function around the control source for aggregate
fields
 Two types
– Bound
– Unbound (no control source)
13 Access - Reports & Forms Factory
Report Designer
Function
14 Access - Reports & Forms Factory

73. Report Designer
 Open the report Labor in
design view
– Add a cost column (unbound
control)
– Format to taste
– Save report as rptLaborCost
15 Access - Reports & Forms Factory
Report Designer
 One more change to Labor
report
– Add group and grand totals to
labor cost for the report
– Add an unbound textbox
control
– Use a formula, =sum(…), as
the control source
– Save as rptLaborCost_2
16 Access - Reports & Forms Factory

74. Labor report with Cost Column
17 Access - Reports & Forms Factory
Conditional Formatting
 Format, Conditional Formatting commands
from Menu Bar
 Can be used for forms or reports
– Examines the contents of a field
– Based upon field’s contents able to specify:
 Font/Font size/Font color
 Background color
 Text attributes (boldface, underline, italics)
 Try flagging stdhrs >= 70
18 Access - Reports & Forms Factory

75. Subreports
 Can have sub reports added to a main
report
– to show detail
– To add related information such as customer data
on an invoice
 First create the sub report
 Then create the main report and drag the
sub report and drop it in place, or
 Use the subform/sub-report control
19 Access - Reports & Forms Factory
20 Access - Reports & Forms Factory

76. Sub Reports
 Create a subreport named
srptLaborDetail_3
– Base on qryLaborDetail_3
– Be sure to use tabular format
– Eliminate extraneous title
information
21 Access - Reports & Forms Factory
Labor Sub Report
22 Access - Reports & Forms Factory

77. Subreports
 Make sure you have a permanent
link between work_orders and
qryLaborDetail_3
 Create a main report
rptWork_Orders_Main
– Base on work_orders table
– Expand the detail band and drag the
subreport srptLaborDetail_3 into
position
 Format to taste
23 Access - Reports & Forms Factory
Sub Reports
 Drag new subreport to main report, or use
sub/form subreport control
 Save as rptWork_OrdersFull
24 Access - Reports & Forms Factory

78. Full Work Orders Report Results
25 Access - Reports & Forms Factory
Microsoft Access
Reports Module
P.O. Box 6142
Laguna Niguel, CA 92607
949-489-1472 [End of Module]
http://www.d2associates.com
26 Factory Access - Reports & Forms

79. Notes
27 Access - Reports & Forms Factory
Notes
28 Access - Reports & Forms Factory

80. Introduction to Microsoft Access
Module -
Criteria Selection Forms
P.O. Box 6142
Laguna Niguel, CA 92607
949-489-1472
http://www.d2associates.com
1 Factory Access - Reports & Forms
Module Hands On
Students “hands-on”:
– Create an unbound form
2 Access - Reports & Forms Factory

81. Forms
 Form - provides for customized data entry
instead of using the datasheet window
 Also used to establish criteria for reports and
queries
 Found on the Forms tab of the database
window
 Form Wizards - a series of dialog boxes
prompting you about your form requirements
3 Access - Reports & Forms Factory
Form Designer
 Design surface for forms
 Add controls from toolbox
 Some controls themselves have wizards which
can invoke certain actions (run query, open
report, etc)
4 Access - Reports & Forms Factory

82. 5 Access - Reports & Forms Factory
Form Designer
 Build a criteria selection form for the
parameter query qryParam (use design
view)
– Add an unbound control named txtOrderNo
– Make sure the control wizard button is depressed
– Add a button which will run the param query
– Run the form. What happened? Why?
– Save as frmParam
6 Access - Reports & Forms Factory

83. Fix the query and form then rerun
Change the variable names to look at the form
7 Access - Reports & Forms Factory
Criteria Selection Form Results
8 Access - Reports & Forms Factory

84. Subforms
 Same idea as sub reports
 Main form uses parent table; sub form uses
child table
 Several ways to create them
– Create sub form first, drag and drop to main form
– Use subform/subreport control
– Create with form wizard directly
9 Access - Reports & Forms Factory
Introduction to Microsoft Access
Module -
Criteria Selection Forms
P.O. Box 6142
Laguna Niguel, CA 92607
949-489-1472 [End of Module]
http://www.d2associates.com
10 Factory Access - Reports & Forms

85. Notes
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11 Access - Reports & Forms Factory
Notes
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12 Access - Reports & Forms Factory

86. Orange Coast Database Associates Course Material (800)355-9855 or http://www.dhdursoassociates.com
Accelerated Computer Training
Orange Coast
Database Associates
Specializing in Microsoft Office,
Access, SQL, and related technologies
Computer Training, Programming & Consulting
32422 Alipaz St., Suite A-15
San Juan Capistrano, CA
(800)355-9855 (Toll Free) | (949)489-1472 (Direct) | (949)485-6284 (Fax)
http://www.dhdursoassociates.com | sales@dhdursoassociates.com
Accelerated Computer Training for Working Professionals