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Examining Types of Reports Available

The reporting engine of Microsoft Access is very powerful, with a wealth of features. Many types of reports are available in Access 2007:

• Detail reports.

• Summary reports.

• Cross-tabulation reports.

• Reports containing graphics and charts.

• Reports containing forms. Reports containing labels.

• Reports including any combination of the preceding.

Detail Reports

A Detail report supplies an entry for each record included in the report. There's an entry for each order in the Customers table. The report's detail is grouped by the first character of the customer's last name.

Summary Reports

A Summary report gives you summary data for all the records included in the report. In Figure 6.2, only total sales by product for the month of June are displayed in the report. The underlying detail records that compose the summary data aren't displayed in the report. The report itself contains only programmatically calculated controls in its Detail section. The remainder of the controls are placed in report Group Headers and Footers that are grouped on the month and year of the order. Because only programmatically calculated controls are found in the report's Detail section, Access prints summary information only.

Cross-Tabulation Reports

Cross-tabulation reports display summarized data grouped by one set of information on the left side of the report and another set across the top. The report shown in Figure 6.3 shows total sales by product name and employee. The report is based on a crosstab query and is generated using a fair amount of Visual Basic for Applications (VBA) code. This code is required because each time the report is run, a different number of employees might need to be displayed in the report's columns. In other words, the number of columns needed might be different each time the user runs the report. This report and the techniques needed to produce it are covered in Chapter 11, "Advanced Report Techniques."

Reports with Graphics and Charts

Although the statement "A picture paints a thousand words" is a cliché, it's also quite true; research proves that you retain data much better when it's displayed as pictures rather than numbers. Fortunately, Access makes including graphics and charts in your reports quite easy. As you can see in Figure 6.4, you can design a report that contains one or more charts. The report in Figure 6.4 shows the sales by product for the month. The main report is grouped by order date and product category. The chart totals product sales by product category, displaying the information graphically.

Reports with Forms

Users often need a report that looks like a printed form. The Access Report Builder, with its many graphical tools, allows you to quickly produce reports that emulate the most elegant data entry form. The report shown in Figure 6.5 produces an invoice for a customer. The report is based on a query that draws information from the Customers, Orders, Order Details, Products, Employees Extended, and Shippers tables. The report's Filter property is filled in, limiting the data that appears on the report to a particular order in the Orders table. Using graphics, color, fonts, shading, and other special effects gives the report a professional look.

Reports with Labels

Creating mailing labels in Access 2007 is easy using the Label Wizard. Mailing labels are simply a special type of report with a page setup indicating the number of labels across the page and the size of each label. An example of a mailing label report created by using the Label Wizard is shown in Figure 6.6. This report is based on the Customers table but could have just as easily been based on a query that limits the mailing labels produced.

This material originally appeared in Alison Balter's book Mastering Microsoft Office Access 2007 Development. Reprinted here by author's permission.

When you need a Microsoft Access programmer for your Brooklyn NY business, call MS Access Solutions at (323) 285-0939. We have over 25 years experience in Microsoft Access programmer solutions. We create Access database applications for all sectors, consisting of hospitals, government agencies, the U.S. military, universities, agriculture, workers services, and insurance provider. We can take care of the most advanced as well as complicated Access and also SQL Server database programming for your business as well as smaller projects, like fixing damaged Access database forms, MS Access reports, Access macros, and VBA code.

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