Join Alicia Katz Pollock for an in-depth discussion in this video Formatting reports in Layout view, part of Access 2010 Essential Training.
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.
- Understanding database concepts and terminology
- Building tables with Application Parts
- Defining field properties
- Creating relationships between fields and tables
- Sorting and filtering
- Creating forms with the Form Wizard
- Analyzing data with the Query Designer
- Automating with macros
- Formatting reports with Layout Tools
Skill Level Beginner
Q: It seems there are movies missing in the course which should explain how to enter products in the Order table. How do I do this?
Q: In the Chapter 6 video "Using Design view," we work with the Combo Box Wizard. When I click on the Combo Box then click the location on the form, it does not start the Combo Wizard. Please advise.
A: Click on the Data tab and make sure one of the tables or queries appears selected in the Control Source. The form needs to be bound to a table or query before you make the combo box.
Also, Access is extremely finicky. When you're looking at the Properties window, be sure to click in the little box in the upper left corner of the form, between the vertical and horizontal rulers—as noted in the screenshot—before creating the combo box.
Q: It seems there are steps missing in the course. The file I built myself by following along doesn't match what's on screen. Why not?
A: The lessons in this course are only somewhat cumulative. Each movie is a standalone explanation of a technique or feature. The database is built throughout the course, but not every step between the lessons are shown. The course would be overly long if the author repeated every step in building a realistic, functioning database. However, the missing steps are variations on the techniques you've already learned. Also, this is one of those courses where using the exercise files is recommended.