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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.
The Report Wizard walks you through the steps of choosing which fields to print, how they're laid out, and it applies an overall theme. Let's make a report for the Sales Reps Phone List we created in an earlier lesson. Close it. Click on the Create tab and choose Report Wizard. Click on this dropdown list. You can base your report on any table or any query. Basing it on a query is ideal when you want to display fields from multiple tables. Make sure you're on Sales Reps Phone List Query.
We want all of our fields, so click on the double-arrow. Click next. The next screen asks for grouping levels. We'll use those in a future exercise. Click Next. The next window wants to know if we want to sort our records. First, we'll choose LastName, and then we'll choose FirstName. That way, it will group all of our reps with the same last name together and list them in order by first name. Click Next. Here we can choose a general layout. Columnar will run the fields down in columns.
Tabular makes it look something like a datasheet. Justified runs all the fields going across, like you were filling in a form. We're going to choose Tabular. You can then choose Portrait or Landscape. We're going to do Portrait. There's a check mark here to narrow all the fields so that they fit on one page. Sometimes this works wonders, but other times it may truncate your fields. You'll have to experiment with your data to know for sure. Click Next. Rename the report Sales Reps Phone List Report. It gives us the option of viewing the report or changing it.
We're going to leave it on Preview and click Finish. Now, right now, some of the fields are cut off, but we'll learn to fix that in future lessons. Look at the difference between this and our original query. Pretty nice! The Report Wizard makes it easy to lay out new reports based on any table or query.
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