ExploringMicrosoftAccess 97

Chapter 3

Information From the Database: Reports and Queries

Office graphic copyright by Microsoft Corp.

Exploring Access 97

Chapter 3 2

Objectives (1 of 2)

Describe types of reports Describe views in Report

window Describe similarities between

forms and reports with respect to controls

List sections in a report and explain purpose

Differentiate between a query and a table

Exploring Access 97

Chapter 3 3

Objectives (2 of 2)

Use design grid to create and modify a query

Explain multiple criteria rows and implement AND and OR conditions

Describe views in Query window

Exploring Access 97

Chapter 3 4

Overview

Information is data arranged in a useful format

Convert data to information with queries and reports

Understand concepts for reports and queries building on knowledge of tables and forms

Exploring Access 97

Chapter 3 5

Reports and their Anatomy

Columnar (vertical) report vs. Tabular report

Report header & footer

Page header & footer

Group header & footer

Detail section

Report Wizard

Exploring Access 97

Chapter 3 6

Access 97 Report Screen

Exploring Access 97

Chapter 3 7

Access 97 Report Screen

Exploring Access 97

Chapter 3 8

Access 97 Report Screen

Exploring Access 97

Chapter 3 9

The Report Wizard

Hands-On Exercise 1 Open Our Students Database The Report Wizard Preview the Report Modify an Existing Control Add an Unbound Control Change the Sort Order View the Modified Report Report Properties

Exploring Access 97

Chapter 3 10

Creating a Query

Query Design grid

-Field

-Sort

-Show

-Criteria

Dynaset

Exploring Access 97

Chapter 3 11

Creating a Query

Select query Query window views

–Datasheet view

–Design view

–SQL view

Exploring Access 97

Chapter 3 12

Creating a Query--Selection Criteria

AND condition OR condition Relational operators Between function NOT function Wild card

Exploring Access 97

Chapter 3 13

Creating a Select Query

Hands-On Exercise 2 Open the Existing Database

Add the Students Table

Create the Query

Specify the Criteria

Run the Query

Modify the Query

Create a Report

View the Report

Exploring Access 97

Chapter 3 14

Grouping Records

Use report anatomy to group records

Grouping allows calculations like– Count function

– Sum function

– Min function

– Max function

– Average function

Exploring Access 97

Chapter 3 15

Grouping Records

Hands-On Exercise 3 Create the Query Add a Calculated Control Run the Query Modify the Query Rerun the Query The Report Wizard Sorting and Grouping Create the Group Footer Create the Report Footer View the Report Exit Access

Exploring Access 97

Chapter 3 16

Chapter 3 Summary(1 of 2)

Data refers to facts about a record

Information is data that is arranged in a useful format

Report prints and displays information from a database

Reports created through Report Wizard

Exploring Access 97

Chapter 3 17

Chapter 3 Summary(2 of 2)

Reports are based on a table or a query

Query selects information to display

Grouping records in a field for summaries

Exploring Access 97

Chapter 3 18

Practice with Access

1. Students database

2. Employee database

3. USA database

4. Bookstore database

5. Super Bowl database

6. Microsoft on the Web

Exploring Access 97

Chapter 3 19

Case Studies

The Fortune 500

The United States of

America

The Super Bowl

Mail Merge

Compacting Vs.

Compressing