Microsoft Office Tutorials and References
In Depth Information
Session 7.1 Quick Check
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Review
1. What is a custom report?
2. You can view a report in Report view. What other actions can you perform in
Report view?
3. What is a grouping field?
4. Describe the seven sections of an Access report.
Session 7.2
Designing a Custom Report
Before you create a custom report, you should first plan the report’s contents and
appearance.
Guidelines for Designing a Report
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InSight
When you plan a report, you should keep in mind the following report design guidelines:
• Determine the purpose of and record source for the report. Recall that the record source
is a table or query that provides the fields for a form or report. If the report displays
detailed information (a detail report ), such as a list of all contracts, then the report will
display fields from the record source in the Detail section. If the report displays only sum-
mary information (a summary report ), such as total contracts by city, then no detailed
information appears; only grand totals and possibly subtotals appear based on calcula-
tions using fields from the record source.
• Determine the sort order for the information in the report.
• Identify any grouping fields in the report.
At the same time you are designing a report, you should keep in mind the following report
formatting guidelines:
• Balance the report’s attractiveness against its readability and economy. Keep in mind that
an attractive, readable two-page report is more economical than a report of three pages
or more. Unlike forms, which usually display one record at a time in the main form,
reports display multiple records. Instead of arranging fields vertically as you do in a form,
you usually position fields horizontally across the page in a report. Typically, you single
space the detail lines in a report. At the same time, make sure to include enough white
space between columns so the values do not overlap or run together.
• Group related fields and position them in a meaningful, logical order. For example, posi-
tion identifying fields, such as names and codes, on the left. Group together all location
fields, such as street and city, and position them in their customary order.
• Identify each column of field values with a column heading label that names the field.
• Include the report title, page number, and date on every page of the report.
• Identify the end of a report either by displaying grand totals or an end-of-report
message.
• Use few colors, fonts, and graphics to keep the report uncluttered and to keep the focus
on the information.
• Use a consistent style for all reports in a database.
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