Just like with forms, report design can be made easier in the Layout view. By displaying live data while still allowing elements to be repositioned, users can see the immediate effect of their changes. Setting up legible reports requires a fine-tuning of fonts and colors that will contribute to a coherent finished product.
- [Instructor] So let's work on cleaning up our check in details report and bringing it into a final state of polish. The nice thing about the layout view is that you can continue working on the design of your report while simultaneously seeing it populated with live data. This allows you to fine tune the size and position of elements and see how it effects the overall legibility of your document. Right now I have check in details opened up on the standard report view. We can switch our view into layout view using either the bottom portion of the view button, we can jump into layout view here, or the top portion of the button will actually toggle back and forth between report view and layout view.
So go ahead and give that a click and that'll jump us into layout view. And we can tell we're in layout view based off of the tabs here across the top, they say that we're in report layout tools. These are the same tabs that we saw with the design view. We also get sections of the report lighting up when we click on them, so we can go ahead and start affecting their design just by selecting them here in the report. So I'm gonna start up here with the page header, I'll click anywhere in this area to select that page header, and I'm gonna color this with a dark purple bar and make it real bold. Let's come up here to the format tab, go over to shape fill and come down, I'm gonna choose the dark purple chip number five.
Then we need to change these labels so they're legible. So I'll click on the first one and shift click on each of the others. Still on the format tab I'll come over to the font section and I'll change those to a white color. I'll also make them bold. And then I'll go through each one of these and I'm gonna change the text a little bit to add a space in here so they're a little bit easier to read. Next I wanna space out the check in date and the rate code, so I'll go ahead and select the label there and then shift click on the data row.
Let's go ahead and nudge these over, I'll just use the arrow keys. And for some reason it jumped me to the bottom of the report, that's okay, just go ahead and nudge those over and then I can zoom up to the top again. I also wanna make these right aligned. So we'll go over here on the format tab and press the right alignment button. That should right align all of our data. Now I wanna make sure that the rate code label up here is above the data so let's just go ahead and make this box a little bit bigger. Next I wanna take a look at the coloring of the name labels. Right now they're on an alternating color scheme so you can see the first one here is white which blends into the white of the first data row.
But if I scroll down to the next person, which is right there Anne Alvarez, you can see that her background is gray and it kinda blends in with the rest of the striping of the data. So it goes white gray, white gray. Go ahead and click off of that. So what I wanna do is change the alternating colors of the names section. So I'll go ahead and select one of the name sections. Up here on the format tab we have a section called alternate row color, and I'm gonna go ahead and turn that to off or say no color. Then we give them a consistent color so come over here to shape fill and I'll color this a dark purple, kind of medium purple, how about purple three.
When I do that, that reveals that the text boxes themselves have a white background so I'll select each of these, just shift click through all of 'em. And we'll change those shape fills to the same color. With them still selected I'm gonna choose the bold option that way we can bold our names and then I'll click off of it deselect it and take a look at it. If I scroll through the report now we can definitely identify where a change is to the new person. Next since we're going with a purple theme for our entire report, let's go ahead and shade the alternating rows colors of the detail section also purple. I'll come up here and select those and I'll go over to alternate row color and I'll choose a light purple chip, how about this one, purple number one.
That's giving us a very consistent purple look to our entire report. So I'm thinking that looks pretty good. Let's go ahead and check out the design in print preview just to get an accurate look at what it would look like printed out on a piece of paper. And that's looking pretty clean and legible, so let's go ahead and save that. I'll press the save icon in the quick access toolbar. Now there's one last thing that I wanna do to this report and that's to change how the data is getting fed into it. Right now we can see that we have about 53 pages and that's a lot of guest records to pour through. Since we built this report off of a query we can incorporate something we saw earlier in the course, a parameter request, into the workflow.
And this'll make the report even more useful. So let's go ahead and close print preview and then we'll close the report itself. This report was built off of a query called check in details so I'll open that up in design view. And underneath last name I'll come down to the criteria section and we're gonna type in that parameter request. If you remember that starts with a square bracket and then the text that we want to appear in the box. I'll just type in guest last name. We'll finish it with a closing square bracket and that's all we need to do, we'll go ahead and close this query and save our changes.
So now when I run the report, the report is gonna look to the query for the data that it needs. The query is going to need that parameter request filled in before it knows what records to pull out of our tables. Once it knows that, it can feed those details back to the report and the report can format it for the screen. So let's go ahead and run the report, we'll get the inter-parameter request for a last name. Let's type in the last name of Dean and press okay. Then the query can complete its task and pass that data back to the report, and we can see that we get just a report for Sara Dean. We go ahead and view this in print preview mode here and that's what that would look like.
If I close print preview and close the report, we can run it again for a different person. This time I'll type in the name Wheeler. And press okay, and we get an entirely different report for a different person. So now we have a highly specialized report that pulls out and formats data for specific guests as needed.
- Determine the essential uses for the Trust Center.
- Explore the functions of the database Navigation pane.
- Recognize the fundamentals of entering data when using Access.
- Identify the necessary steps when importing a table when using Access.
- Break down the fundamentals of filtering and sorting table data in Access.
- Identify the method utilized when building queries in Design view.
- Determine the role of forms in Access.
- Examine all of the elements involved in maintaining a database in Access.
- Explore how to properly protect an Access database with a password.