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Understanding the reporting tool

From: Access 2010: Queries in Depth

Video: Understanding the reporting tool

Business managers love looking at comparative data, whether it's different areas over the same time period, or a year- over-year comparison of the same location, comparing data points can quickly give some powerful insights into the health of an organization and the overall trends. In this chapter, we're going to take many of the things that we've learned about queries and combine them together into a real-world project. We're going to construct a reporting tool that compares various data points and allows the end user to define the parameters for the report. Let's take a quick look at how the completed system will work. I'm going to go ahead and open up the Chapter 7 section of my custom navigation bar.

Understanding the reporting tool

Business managers love looking at comparative data, whether it's different areas over the same time period, or a year- over-year comparison of the same location, comparing data points can quickly give some powerful insights into the health of an organization and the overall trends. In this chapter, we're going to take many of the things that we've learned about queries and combine them together into a real-world project. We're going to construct a reporting tool that compares various data points and allows the end user to define the parameters for the report. Let's take a quick look at how the completed system will work. I'm going to go ahead and open up the Chapter 7 section of my custom navigation bar.

Let's go ahead and open up the frm_SalesByDivision-complete form. On the form, I've got areas for Geographical Division and Year and we have a comparison section as well. For the first one I'll select New England in 2008, and we'll compare that to New England in 2009. I'll click on the Preview Report button and Access will generate a report that has exactly the information that I'm looking for. New England in 2008 and 2009. We can see the different states within the region and we can make some comparison analysis between the two years.

So with a couple of mouse clicks, I'm able to get some very specific information and make some targeted observations about the performance of our business. But what's really going on here and how is this working? From the user's perspective, they enter information into a form, press the button, and get their report. But in Access, things happen a little bit differently. Once the user fills up the form, they request the report. At this point though the report only has information about how to format data, it doesn't know what data you're looking for. The report will ask the query for the information it needs.

At this point, the query doesn't even have everything it needs, so it goes and looks at the finished form. The user has supplied the information into the form and it plugs that data into the query. The query generates a record set and plugs that data into the report. The report now has something to format and it serves the final version back to the end user. So what appears to the end user to be a single action?press the button, get a report?is really a series of steps that is handled internally by Access. Over the next several movies, we'll build and hook all of these pieces together starting with the form.

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Access 2010: Queries in Depth

46 video lessons · 13410 viewers

Adam Wilbert
Author

 
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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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