Microsoft Access Programmer Knoxville, Tennessee

Programming Microsoft Access Reports

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The material below originally appeared in Alison Balter's book Mastering Microsoft Office Access 2007 Development and is reprinted here with the author's permission. There may be references to "Figures" or "Chapters" that are not reprintable and are not used on this page.

Practical Examples: Building Reports Needed for Your Application

The sample application requires several reports. A couple of the simpler ones are built here.

Designing the rptClientListing Report

The rptClientListing report lists all the clients in the tblClients table. The report includes the company name, contact name, intro date, default rate, and term type of each customer. The report is grouped by contact type and sorted by company name. It provides the average default rate by contact type and overall.

The rptClientListing report is based on a query called qryClientListing. The query includes the CompanyName, IntroDate, and DefaultRate fields from the tblClients table. It joins the tblClients table to the tblContactType table to obtain the ContactType field from tblContactType and joins the tblClients table to the tblTerms table to obtain the TermType field from the tblTerms table. It also includes an expression called ContactName that concatenates the ContactFirstName and ContactLastName fields. The expression looks like this: ContactName: [ContactFirstName] & " " & [ContactLastName]

To build the report, follow these steps:

1. Click the Report Wizard tool in the Reports group on the Create tab.
2. Use the drop-down list to select the qryClientListing query.
3. Click the >> button to designate that you want to include all the fields in the query within the report. Click Next.
4. Indicate that you want to view your data by tblContactType. Click Next.
5. Do not add any grouping to the report. Click Next.
6. Use the drop-down list to select CompanyName as the sort field.
7. Click Summary Options and click the Avg check box to add the average default rate to the report. Click OK to close the Summary Options dialog box and click Next to proceed to the next step of the wizard.
8. Select Landscape for the Orientation and click Next.
9. Select a style for the report and click Next.
10. Give the report the title rptClientListing; then click Finish.
11. Click Design to open the report in Design view. Notice that both the name and title of the report are rptClientListing. Modify the title of the report so that it reads Client Listing by Contact Type and Company Name.

Summary

Reports give you valuable information about the data stored in your database. Many types of reports can be built in Access 2007, including Detail reports, Summary reports, reports that look like printed forms, and reports containing graphs and other objects. Access offers many properties for customizing the look and behavior of each report to fit your users' needs. Understanding how to work with each property is integral to the success of your application-development projects. For more information about reports and their use, refer to Chapter 11.

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Author Attribution

The preceding material originally appeared in Alison Balter's book Mastering Microsoft Office Access 2007 Development and is reprinted here with the author's permission.

When you need a Microsoft Access programmer for your Knoxville, Tennessee, business, call MS Access Solutions at (323) 285-0939.

Microsoft Access Programmer Services

With over 25 years of experience in Microsoft Access programmer solutions, we deliver robust database applications across diverse sectors. Our expertise spans hospitals, government agencies, U.S. military, universities, agriculture, employment agencies, human resources departments, oil and gas, and insurance companies.

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