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Access 2010: Queries in Depth
Illustration by Neil Webb

Building the report


From:

Access 2010: Queries in Depth

with Adam Wilbert

Video: Building the report

The final step in creating our reporting tool is to link our query dynaset to a report. Let's expand the Chapter 7 custom group and we'll open up the report rpt_ SalesByDivision-complete. I'll double-click to open it and Access is going to ask us for the parameters. Basically it's looking at the query to get its information. We don't have anything open right now so that's why we're getting this parameter request. Let's go ahead and say Cancel to this and we'll get our query setup. In order to do that though, if you remember, we might need our form.
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  1. 9m 9s
    1. Welcome
      1m 10s
    2. Using the exercise files
      41s
    3. Introducing the database
      4m 29s
    4. Previewing the course
      2m 49s
  2. 17m 17s
    1. Understanding queries
      3m 31s
    2. Following naming conventions and best practices
      2m 56s
    3. Using the Query Wizard
      5m 21s
    4. Exploring the design interface
      5m 29s
  3. 26m 39s
    1. Defining criteria
      5m 40s
    2. Understanding comparison operators
      3m 19s
    3. Defining the column headers
      2m 49s
    4. Exploring the property sheet
      7m 32s
    5. Printing query results
      2m 41s
    6. Working with joins
      4m 38s
  4. 14m 14s
    1. Understanding parameter queries
      4m 27s
    2. Obtaining parameters from forms
      5m 17s
    3. Creating a combo box
      4m 30s
  5. 23m 24s
    1. Understanding the Totals field
      5m 31s
    2. Creating aggregate calculations
      3m 31s
    3. Exploring the Expression Builder interface
      4m 28s
    4. Using mathematical operators
      5m 46s
    5. Applying text functions
      4m 8s
  6. 24m 23s
    1. Understanding dates as serial numbers
      2m 42s
    2. Specifying a range of dates or times
      3m 47s
    3. Formatting dates
      4m 31s
    4. Using other Date/Time functions
      3m 47s
    5. Defining today's date
      2m 41s
    6. Calculating time intervals
      6m 55s
  7. 20m 9s
    1. Introducing the conditional IIf function
      2m 57s
    2. Creating an IIf function
      7m 31s
    3. Nesting IIf functions
      4m 57s
    4. Using the Switch function
      4m 44s
  8. 20m 41s
    1. Understanding the reporting tool
      2m 13s
    2. Building the form
      6m 57s
    3. Building the query
      5m 4s
    4. Building the report
      3m 30s
    5. Finalizing the reporting tool
      2m 57s
  9. 25m 37s
    1. Finding duplicate records
      2m 17s
    2. Identifying unmatched records
      2m 29s
    3. Creating crosstab results
      2m 57s
    4. Creating backups
      1m 29s
    5. Creating update queries
      3m 22s
    6. Making, deleting, and appending records
      5m 36s
    7. Uniting tables
      3m 16s
    8. Embedding SQL code in queries
      4m 11s
  10. 1m 0s
    1. Next Steps
      1m 0s

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Access 2010: Queries in Depth
3h 2m Intermediate Jun 16, 2011

Viewers: in countries Watching now:

In this course, author Adam Wilbert illustrates how to create and leverage real-world queries and turn raw data into usable information. The course covers setting up queries, performing calculations, using the built-in Access functions to further refine query results, and identifying top performers or areas for improvement based on a range of criteria.

Topics include:
  • Naming conventions and best practices
  • Working with joins
  • Using comparison operators
  • Defining criteria for select queries
  • Creating parameter queries
  • Creating calculated fields
  • Working with dates and times
  • Using the Expression Builder
  • Creating conditional statements
  • Making, deleting and appending records
  • Building reports
Subjects:
Business Databases
Software:
Access Office
Author:
Adam Wilbert

Building the report

The final step in creating our reporting tool is to link our query dynaset to a report. Let's expand the Chapter 7 custom group and we'll open up the report rpt_ SalesByDivision-complete. I'll double-click to open it and Access is going to ask us for the parameters. Basically it's looking at the query to get its information. We don't have anything open right now so that's why we're getting this parameter request. Let's go ahead and say Cancel to this and we'll get our query setup. In order to do that though, if you remember, we might need our form.

So let's open up our form, we'll populate these values. I'll select New England 2008 compared to the Pacific region 2008. At this point I can run my query but we'll use the form as input to generate the dynaset. Now I can go ahead and open my report and see the formatted query results. So on our report we can see we have New England, the year 2008, and the states within New England. We've got the summarized total for the entire year of 2008 for each state.

We also have an aggregated function that's generating the division sales for the entire division over the year and the average division sale from each state. We can go ahead and scroll down and select the Pacific region, we can see the same information. The year 2008, states within the Pacific region, their total for the year, the division total for the year, and the division sverage for the year.

Finally on the bottom we have a Grand Total section that takes the total division sales from the Pacific and the New England states and adds those together, and we have a function over here that's generating the current date that the report was run. Let's take a look at the Design view to see how some of this is put together. We'll change our view to Design view, and I'll go ahead and open up our Property Sheet either by pressing F4 or clicking the button on the ribbon. Let's take a look at the report properties first. I'm going to go ahead and expand this a little bit so we can see everything.

And we'll see that the Record Source for our report is based off this qry_SalesByDivision-complete query. If we click on each of these boxes, for instance StateName, the control source for that is the StateName field that came from the query. Let's scroll across here is our SumOfPrice. The control source for that is the SumOfPrice from the query, so this column here. Go back to the report. The Division Sales and the Division Average are calculated fields and you might recognize this. This is the Sum function that we've seen previously and it's taking the sum of the SumOfPrice field from the query.

Same thing with the division average. It's an average function that we've seen, so the average of the SumOfPrice field. Let's go ahead and scroll down. This box here has that Now function that we saw. So this is the exact same syntax to generate the current date. So this is how the form was put together. It's basing its results off of the query and it's taking the query dynaset and formatting it for a printed page. So now that all of our pieces are together, the last step is to return to the beginning and finalize the form with a button to jump straight from the form to the report.

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