Microsoft Office Access 2016 for Windows - Kennesaw State …

[Pages:32]Microsoft Office Access 2016 for Windows

Reports and Queries

University Information Technology Services

Learning Technologies, Training & Audiovisual Outreach

Copyright ? 2016 KSU Division of University Information Technology Services This document may be downloaded, printed, or copied for educational use without further permission of the University Information Technology Services Division (UITS), provided the content is not modified and this statement is not removed. Any use not stated above requires the written consent of the UITS Division. The distribution of a copy of this document via the Internet or other electronic medium without the written permission of the KSU - UITS Division is expressly prohibited.

Published by Kennesaw State University ? UITS 2016 The publisher makes no warranties as to the accuracy of the material contained in this document and therefore is not responsible for any damages or liabilities incurred from UITS use.

Microsoft product screenshot(s) reprinted with permission from Microsoft Corporation.

Microsoft, Microsoft Office, and Microsoft Access are trademarks of the Microsoft Corporation.

University Information Technology Services

Microsoft Office: Access 2016 for Windows Reports and Queries

Table of Contents

Introduction ................................................................................................................................................ 4 Learning Objectives..................................................................................................................................... 4 Creating a Report ........................................................................................................................................ 5

Adding Labels to a Report ....................................................................................................................... 8 Change Text Style and Color ................................................................................................................... 9 Move and Resize a Text Box ................................................................................................................... 9 Adding Fields to the Form......................................................................................................................... 10 Arranging Fields on the Report ............................................................................................................. 11 Adding Page Numbers to Your Report...................................................................................................... 13 Saving your Report.................................................................................................................................... 14 Viewing your report .................................................................................................................................. 15 Printing a Report ....................................................................................................................................... 16 Creating Mailing Labels Using a Report .................................................................................................... 16 Placing Calculations on a Report............................................................................................................... 19 Adding a New Calculation Field to a Report ......................................................................................... 19 Using the Expression Builder to Create a Calculation........................................................................... 22 Creating Queries ....................................................................................................................................... 23 Saving your Query ..................................................................................................................................... 26 Including a Query in a Report ................................................................................................................... 27 Importing an Excel File into Access........................................................................................................... 27 Additional Help ......................................................................................................................................... 32

Introduction

Microsoft Office Access 2016 allows people to effectively and efficiently organize data. This document has been developed to help you learn more about several useful features in Access including printing, applying queries, and importing Excel files. The various sections presented in this document will help you to build a solid knowledge foundation of the software.

The Microsoft Access Booklet Series will provide you the necessary knowledge on how to use Microsoft Office Access 2016. Before reading this booklet, it is recommended that you read the following Access 2016 documents on the UITS Documentation Center at :

Microsoft Access 2016 ? Intro to Access Microsoft Access 2016 ? Intro to Forms Microsoft Access 2016 ? Relational Databases and Subforms

Learning Objectives

The following objectives are covered in this document: Creating reports and labels. Placing calculations on reports. Using the query feature. Importing an Excel file.

Revised: 6/30/2016

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Creating a Report

When you use a database, you typically use reports to view, format, and summarize data. The following explains how to create a report in Access.

1. From the Create tab, click Report Design.

Figure 1 - Report Design

2. You will be brought to the Report Design view. Right-click over the Page Header bar.

3. Select Report Header/Footer.

Figure 2 - Page Header

Figure 3 - Click Report Header/Footer

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4. The following explains the different areas available in the Report Design. a. Report Header ? Text placed here will appear on the top of the first page of the report. For example, if there are ten pages in the report, the text would only appear at the top of the first page (See Figure 4).

b. Page Header ? Text placed here will appear at the top of every page. Use this for column headings and page numbers (See Figure 4).

c. Detail ? Text placed here will appear on every page (See Figure 4).

d. Page Footer ? Text placed here will appear at the bottom of every page. Use this for footers and page numbers (See Figure 4).

e. Report Footer ? Text placed here will appear at the bottom of the last page of the report. This is a perfect place to put an End of Report statement (See Figure 4).

Figure 4 - Report Design

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5. You can resize different areas of the report sections. Hover your mouse over the top of a section bar. As you do this, a double-arrow will appear.

Figure 5 - Adjusting the Size of Report Sections

6. When you see the double-arrow, hold down the mouse button and move your mouse to make the section larger or smaller.

7. You can also adjust the width of the report. Hover your mouse over the right edge of the report. As you do this, a double-arrow will appear.

Figure 6 - Adjusting the Width of the Report

8. When you see the double-arrow, hold down the mouse button and move your mouse to make the report larger or smaller. Page 7 of 32

Adding Labels to a Report

Labels can be used to place text in the different areas of the report. Adding a label to your report is similar to adding one to a form. The following explains how to add a label to a report:

1. On the Design tab, in the Controls grouping, click Label.

Figure 7 - The Label Button

2. Your cursor icon will change to display the Label icon. Hold the left mouse button and drag to draw a text box on the form.

Figure 8 - Drawing your Text Box

3. Once finished drawing your text box, release the left mouse button. Your text box will appear. 4. Click in the text box and type your text.

Figure 9 - Entering Text into the Text Box

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