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Discover how to manage data entry and reporting tasks more efficiently using Access 2010. Author Adam Wilbert presents lessons on designing forms, organizing and displaying data with form controls, creating flexible queries, and building a form-based navigation system. The course also shows how to build reports from wizards and queries, highlight important data with conditional formatting, and automate reporting processes with macros.
No report should be complete without those finishing touches that make for a polished presentation thing such as page numbers, date and time stamps and logos help present a professional looking document. In this movie we're going to finish up our Lifetime Sales report by adding these elements, we're going to go to our Lifetime Sales report and right click and go into Design View. We can add a few things here with the Page Number or a Logo, Title or Date and Time. Now the Logo and Title objects automatically coming formatted and I prefer to have the finer control that just a standard label or for our logo standard image provides, so I'm going to actually not use these two I'm just going to use an image, we have already got the label in for our title.
So let's go ahead and add a logo, I'll click on the Image box I'll drag out a box here. Access will open up the Insert Picture window and I'll go to my Exercise folder, Chapter 5 and I'm going to choose the TwoTrees logo, press OK. That'll put it into my report, I am going to go ahead and move it over to the right side, I'm also going to take my title here and I'm going to align it up with the left side of my text here the StateName. Now let's change to the background color of the page header. I'll click on the background here and that'll take me to the PageHeaderSection of the Property Sheet.
The background color right now is this Background 1, I'll click on the Build button and then I'm going to go the More Colors, so I can type in the value that matches my logo I'll click on More Colors>Custom and I'll type in the value of the green, its 185 for Red, 198 for Green and 170 for Blue, go ahead and say OK and that will color the background. Now I can see that I've got a background color actually applied to this image as well. So when we click on that we have got background color it's currently set to this white here and I can actually just make a Transparent by clicking Back Style above and changing it to Transparent.
You can also go to Formatting and make sure that doesn't have any outline we go to Shape Outline and Transparent. So that's add a logo to the top right, I have got my title in top left, let's go back to the Design tab. You can also add page numbers to my report by clicking on the Page Numbers button. And we go ahead and click that and I get a little wizard that pops up that ask me how I want to format these. So I can use the single page number or I can say page number of however many pages are in the report. I'll just choose the single number. You can also choose where to put it, in the top, in the page header or in the bottom in the page footer.
I'll choose Bottom, go ahead and say OK and it adds calculated unbound text field just like we calculated up here that calculates the page number there. Let's go ahead and add a date and time stamp, I'll click Date and Time right here. Access again ask me how I want to format it I could use a full date or I could use one of this abbreviations, I'll just choose the full date and I can choose whether I want to include time or not and what format. I am going to turn the Time off and just include the Date, go ahead and say OK. Now Access doesn't ask us what we're going to put it, it just automatically puts it in the Report Header section and if I close the Property sheet you'll see it's right over here.
Now I can actually copy it and put it wherever I like, so I'm going to select it press Ctrl+X that'll cut it and I am going to come back down here into my Report Footer and I'll place it down at the bottom on my report instead. And I'm going to go ahead and move it all the way over to the right like so. I'll scroll back up to the top we'll get rid of this report header that was added just by shrinking it up. Oh! There is a box actually in there I need to delete that out, now I can shrink it. See what happens when Access add things for you. Few last-minute details that I want to attend to.
The report actually got wider when I put in this date field, so I'm actually just remove this logo over so it stays in the corner, I'm also going to change the background color of these two boxes. Instead of being white on top of green I'm going to make them transparent, so you can see the green through it, I'll select both of them by Shift+Clicking on both. Format tab>Shape Fill>Transparent, you could also check it here in the Font field, I also want to move this line here it's above my StateName I'm going to move it up one square, just pressing Up on the keyboard and that'll kind of tighten that up against the state header name.
And everything else I think is looking okay, let's go ahead and scroll through. Well I think I want to change the color of the state, it look like it's going to print blue, I actually don't want that and I can make it match this page number in coloring by using the Format Painter here. So I'll select the Page Number, go to that Format Painter and then apply that to the date as well, and now I will select the date and I'll right align it again. Now I think that's looking okay, let's go ahead and go to check it out in Print Preview mode and here is my report, its looking okay, got some color going on down here in the bottom I've got my columns tilted up, got the calculations showing.
Now I've got my conditional formatting that have picking out my top 100 customers throughout the whole company. So now that the report is finished we can go ahead and send it to the printer or save it as a PDF file email it out or just save it in our database. Every time we open it it's going to go back to the data fetch the current snapshot of our business and it's going to update each customer spend, reevaluating the conditional formatting and the top 100 customers list, and it's going to give us an up-to-date information in a presentation ready format.
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