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Formatting reports in Layout view

From: Access 2010 Essential Training

Video: Formatting reports in Layout view

Once you've created report, you can modify it in the Layout View. We explored many of the Layout View features in the chapter about Forms, so we're just going to highlight the ones most relevant here for our particular reports. Scroll down to the bottom of the Navigation Pane, and find your Sales Reps Phone List report. Double-click on it. Come up here to the View button, and toggle down to Layout View. Notice that that you can now click on your labels and your field names, and they'll get orange boxes around them. Let's start by choosing a theme.

Formatting reports in Layout view

Once you've created report, you can modify it in the Layout View. We explored many of the Layout View features in the chapter about Forms, so we're just going to highlight the ones most relevant here for our particular reports. Scroll down to the bottom of the Navigation Pane, and find your Sales Reps Phone List report. Double-click on it. Come up here to the View button, and toggle down to Layout View. Notice that that you can now click on your labels and your field names, and they'll get orange boxes around them. Let's start by choosing a theme.

Click on this button up here and scroll down to Foundry. It turns our form green and makes the font more interesting. You can also change the fonts from this Colors box. You can use the color scheme we made in the chapter about Form Layout View and use the same steps we followed in that lesson to modify your colors. Layout View is table-based, so that all the data are organized in rows and in columns. The headers and the data move and resize independently. So if you want to alter both at the same time, you need to click on one and Shift+click on the other.

Click on Last Name, hold the Shift key and click on the list of Last Names so that they're both highlighted. We can resize the fields as a group by pointing at the right edge, getting a double head arrow and dragging over to left-hand side. They'll all resize. Now I want to move my First Names over. Click on the First Name header, shift- click on the First Names themselves, hold your cursor over the middle of the field and get a four-headed arrow and drag over to the left, and the field will move.

Let's also pick up the right-hand side with a double-headed arrow and make it a little smaller. Next let's do CellPhone. Click on CellPhone, Shift+ click on the phone numbers. This time, use the arrows on your keyboard. Use the Left Arrow, and it will move your data over. Sometimes this is easier than dragging. Let's resize the right side, so that we can see all of our CellPhone numbers, and do the same thing to HomePhone. Shift+click on both, use the arrows on my keyboard to move them over, and place them precisely, make the right side a little bigger.

Now I also notice that CellPhone and HomePhone don't have spaces. Double-click on CellPhone and click your cursor right in between the two words and tap the Spacebar. Then do the same thing in between Home and Phone. Next, our e-mail addresses. Click on Email, Shift+ click on the list of addresses. And this time just resize the left column and pull it over to the left side. Now no matter what we do, our Email is going to be very large. So let's change the Font Size. Click on one of the Email addresses.

And then come up to your Report Layout tools, and click on the Format Ribbon. Here, where the Font Size is 11, drop that down and make it a 10. Now they're all fit. Scroll down to the bottom. Our report already has page numbers, but if I wanted them some more else, I can click on the Page Number and then delete it by pressing Delete on my keyboard. And then go to the Design Ribbon and choose Page Numbers, and we get a dialog box. I have the choice between saying Page 1 and Page 1 of 3.

I can Position them at the Top of the page or at the Bottom of the page. I can change the Alignment. I can have it on the Left, the Center, or the Right side of the page. If my Report is going to be bound, I can have the Page Numbers on the inside near the binding, or the outside near the loose edges. I'll choose Outside. You can also choose whether or not to show the number on the first page. For now, we'll leave that on. Click OK. Now it put our Page Number in the header, but it did it on top of Email. Click on Page Number, and let's drag the left-hand edge smaller so that page number moves over to the right-hand side.

When you're ready to print, let's click up on the Page Setup tab, up under Report Layout tools, and here you can adjust your Paper Size, your Margins, make them Normal, Wide or Narrow. We'll leave them as they are by clicking back on the button. I can turn off this Show Margins check mark if I don't want to see the margins on my screen. But that doesn't actually affect my printed report at all. I could also have it print the data only without printing the headers. I can change it here from Portrait to Landscape and back.

If I have a few fields, I can also organize my page into columns by clicking on this button and changing the settings in this dialog box. We're going to click Cancel. This Page Setup button takes you into a dialog box where you can set all of the same options that we can on the Ribbon. Click cancel here as well. Go back to the Design tab and toggle back to the Report View, and I can see what my report will look like when it's printed. When you're ready to print, click on the File tab to go to Backstage View, and then come down here to print.

Working in Layout View allows you to modify your report so that data can be read easily, and so the report looks nice.

Show transcript

This video is part of

Image for Access 2010 Essential Training
Access 2010 Essential Training

79 video lessons · 60384 viewers

Alicia Katz Pollock
Author

 
Expand all | Collapse all
  1. 1m 25s
    1. Welcome
      51s
    2. Using the exercise files
      34s
  2. 19m 8s
    1. Database concepts and terminology
      5m 35s
    2. Starting Access
      55s
    3. Creating a new file
      1m 10s
    4. Trusting a file
      56s
    5. The Quick Access toolbar
      1m 8s
    6. Backstage view
      2m 45s
    7. Exploring ribbons
      2m 59s
    8. Using the Navigation pane
      2m 11s
    9. Getting help
      1m 29s
  3. 23m 33s
    1. Planning and designing your database
      1m 33s
    2. Creating tables using Application Parts
      6m 48s
    3. Creating tables in Layout view with Quick Start
      3m 59s
    4. Creating and editing tables in Design view
      2m 41s
    5. Setting a primary key
      1m 20s
    6. Creating a lookup field
      3m 59s
    7. Creating multi-value fields
      2m 19s
    8. Using calculated fields
      54s
  4. 13m 5s
    1. Setting field properties
      7m 34s
    2. Setting input masks
      2m 3s
    3. Setting validation rules
      3m 28s
  5. 5m 20s
    1. Creating relationships and enforcing referential integrity
      4m 32s
    2. Viewing subdatasheets
      48s
  6. 19m 52s
    1. Entering data into your tables
      9m 44s
    2. Formatting tables
      4m 2s
    3. Finding, sorting, and filtering records
      6m 6s
  7. 29m 57s
    1. Creating data-entry forms
      2m 31s
    2. Using the Form Wizard
      1m 38s
    3. Modifying a form in Layout view
      7m 1s
    4. Using Design view
      12m 41s
    5. Setting tab stops
      1m 26s
    6. Adding buttons to a form
      1m 49s
    7. Using navigation forms
      2m 51s
  8. 26m 49s
    1. Introduction to queries
      1m 9s
    2. Using the Query Wizard
      1m 52s
    3. Creating a query in Design view with criteria
      4m 18s
    4. Creating wildcard queries
      1m 24s
    5. Creating reusable parameter queries
      1m 29s
    6. Creating yes/no queries
      1m 12s
    7. Creating "and" and "or" queries
      3m 7s
    8. Building calculation queries
      2m 44s
    9. Creating statistical queries
      3m 1s
    10. Using update queries
      2m 56s
    11. Using delete queries
      1m 31s
    12. Creating crosstab queries
      2m 6s
  9. 26m 43s
    1. Introduction to reports
      1m 28s
    2. Using the Report Wizard
      2m 0s
    3. Formatting reports in Layout view
      5m 16s
    4. Identifying report structure in Design view
      2m 30s
    5. Adding group and sort capabilities to a report
      2m 43s
    6. Adding existing fields from other tables
      1m 59s
    7. Adding totals and subtotals to a report
      2m 58s
    8. Adding conditional formatting and data bars to a report
      2m 38s
    9. Creating multi-table reports
      1m 46s
    10. Creating mailing labels
      2m 16s
    11. Printing reports
      1m 9s
  10. 4m 32s
    1. PivotTables
      2m 29s
    2. PivotCharts
      2m 3s
  11. 7m 35s
    1. Creating macros
      2m 53s
    2. Attaching macros to objects
      2m 26s
    3. Using data macros
      2m 16s
  12. 17m 10s
    1. Importing Excel and text data
      3m 39s
    2. Exporting data into Excel
      1m 0s
    3. Exporting to PDF
      53s
    4. Exporting into a Word Mail Merge
      1m 3s
    5. Publishing to a web browser in HTML or XML
      1m 51s
    6. Sharing via email
      58s
    7. Collecting data over email
      2m 42s
    8. Using Package and Sign
      1m 14s
    9. Publishing to SharePoint
      2m 59s
    10. Importing and exporting with SharePoint
      51s
  13. 6m 41s
    1. Compacting and repairing a database
      48s
    2. Using data analysis tools
      1m 4s
    3. Encrypting a database and setting a password
      2m 22s
    4. Splitting a database
      2m 27s
  14. 8m 19s
    1. Customizing the ribbons
      1m 16s
    2. Setting Access options
      7m 3s
  15. 14s
    1. Goodbye
      14s

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