Multi-Column Reports in Access 2007

Multi-Column Reports in Access 2007

One of the inherent values in using database software is the ability to create reports. Access 2007 offers two basic report formats: tabular and columnar. A tabular report looks much like a data sheet that you may see in Excel 2007 or some other spreadsheet program. A columnar report devotes a single column to each record. It is also possible to set up multi-column reports in Access 2007.

A multi-column reports enables you to report data efficiently and neatly within a single page. To set up a multi-column report, you must keep in mind that the report page will be divided into two or more columns where your data will appear. In the layout mode, you'll only be working with a single column. The multi-column effect will only be seen when you print (or preview) a multi-column report page.

The margins you set in the "master column" will be applied to each column on the page. You'll need to determine the margins and the visible width of each column, making sure that no elements of the report exceed the established column width. The horizontal ruler at the top of the master column will show you how wide your column will be. You may also set column widths by using the Layout > Ruler command. When your column width is set, adjust the width of the report itself to match the width of a single column.

Using the Page Setup tab, you may make adjustments to the printing options, page or column setup. To make changes to the column setup, select the Columns tab from the Page Setup dialogue box. Under Grid Settings, you may set the number of columns you want the report to include, as well as row and column spacing. You will use row and column spacing to add space between records (rows) or columns

In the Column Size section, you may set the column width and height. The default value for column width will reflect the margins you set earlier. The Height box controls the maximum height of each record within the column.

Finally, in the Column Layout section, you may choose to have Access report your records down each column before beginning a new column, or across the page in rows. When you have finished setting up your multi-column report in Access 2007, click OK. Preview your report to make sure it appears the way you want it to.

If you need to make adjustments, use the page setup to adjust the elements of your multi-column report.

Creating A Multi-Table Report With Sub-Reports In Access 2007

The Report Wizard in Access 2007 can help you create a single-table or multi-table report. Multi-table reports help you look at individual records or data collections grouped by a logical category. For example, if your database holds information about sporting goods stores, and you want to create sales reports for each store, you could create a multi-table report that shows you the sales volumes for the individual stores. A sub-report might contain information about individual product categories sold within each store.

To create a multi-table report with sub-reports in Access 2007, first you'll need to select the table or query that will serve as the basis of your report. Select Create > Report Wizard to start the Report Wizard tool.

The table or query you selected will appear in the Tables/Queries list. To choose a different source, select a new source from the Tables/Queries list, then select each field you want to include in the report, and use the > button to add them to the Report Wizard.

You can add more tables and fields to the report by selecting a new table or query from the Tables/Queries list and choosing the appropriate fields for inclusion. Repeat this as many times as necessary to get all of the fields you want in your report. When you have added all of the appropriate tables and fields, click Next.

Choose the table that will serve as the basis for the main report. In the case of the sporting goods store example, the main report will contain sales data for each store. Other tables you may have included in your report may show types of sporting goods for sale in each store. When you have chosen your main report source, click Next.

Click the field that shows the sub-grouping you want to use in your report. In the store example, sub-groupings might include soccer products, running products and cycling products. When you have added all of your sub-groups, click Next.

Choose the sort order for your report. The sort order will determine how your report information appears when all relevant records have been sorted appropriately. Click Next.

Add any summary calculations. These calculations will allow you to create a summary total for numerical fields related to each sub-group in the report. For example, a summary report might give you total sales in pound, or the total quantity of a particular item in a report. Click Next.

Select the layout and orientation for your report. Select the report style for your report and give your report a title. You may preview your report and make any needed modifications. When you are done, click Finish.

By using the Report Wizard, you can create in-depth multi-table reports and sub-reports in Access 2007.

Seed Newsvine

Bookmark this article in your preferred program

Comments

Add Comment

Popular Articles in this cathegory

This article is licensed under a Creative Commons Attribution-Noncommercial-No Derivative Works 3.0 License.