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In Access 2010 Essential Training, Alicia Katz Pollock gives a comprehensive overview of creating databases in Access 2010, whether using predefined database templates or building from scratch. This course covers each step of constructing and modifying databases for custom purposes, as well as working with tables, forms, queries, macros, and reports and charts for record keeping and analysis. Exercise files are included with the course.
When you have a lot of data, you can group repeated info to make the report easier to read and understand. Open up our Order Totals query. This is a query we made earlier, showing our orders and a calculation of the Total amount for every Order. Let's turn it into a Report, so that it's easy to read. Click once on Order Totals under our Queries. Click on the Create Ribbon, and on Report. It opens up a formatted report. So far so good. Now notice how all of our companies are grouped, but also repeated.
On the Report Layout tools Design tab, click here on the Group & Sort button. At the bottom of your screen, a Group, Sort, and Total area will appear. Click on Add a Group, and click on Company. A new subheading will appear with the Orders below. The Company has been removed from every row, immediately making the data more understandable. Click on All Kinds of Taste, and drag the right-hand border so that it is smaller. I notice that my dates are not chronological.
At the bottom, click on Add a sort and choose OrderDate. I can sort both of these. Click on Company, and I can change it from A to Z, or if I wished, Z to A. I can click on OrderDate here is where I can change it from oldest to newest, to newest to oldest. Now click on the More button, and sometimes I like to change "do not group together on one page" to "keep whole group together on one page" so that it doesn't cut off a Group in the middle.
Let's click on the fields and resize them until all of our fields fit on the page. Make OrderDate a little smaller, make Product a lot smaller, Size, Price, Quantity, that's too short, Last Name and Total. Now all the fields fit on one page. Go up to the Views and toggle over to the Report view, so you can see what it looks like when it prints.
Then click over on our original Order Totals query, and we've gone from this to this. Let's Save the Report and change the name to Orders by Customer. Click OK, and we will it leave opened for the next lesson. Grouping and sorting controls helped us to reduce our a repetitious text and sort the order of our fields to make a report easier to interpret.
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