Microsoft Office Access 2007 Intermediate
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Quick Reference Tutorial
Anatomy of a Report
Designing a Report
Report
Objects in this section will be
Step 1:
This is more of a matter of preference, yet it is good to
Header
visible at the very beginning of a
Adjust the Grid
have even horizontal and vertical grid resolution. 8x8
report. You can use this like a title
Size
is a good size to use because the rulers along the top
page.
and left side of the Design view window are divided in
1/8” portions.
Page Header
Objects that will appear at the top
of every page, and under the
Step 2:
Maximizing the report Design view window will give
Report Footer of the first page.
Adjust the
you the best working experience.
Canvas Size
Detail
Objects that appear in the body of
You can make any report section, such as a header or
the report. This is usually where
footer, as big as you like. Simply move your mouse to
the bulk of the information from
the section header, then click and drag up or down to
your table/report will be visible.
increase or decrease the size. Move your mouse to
the edge of the canvas to drag left or right, using the
Page Footer
Objects that will appear at the
horizontal ruler as a guide.
bottom of every page. You can
include today’s date and the page
Step 3:
Snap to Grid is a feature already built into Access’
numbers appear at the bottom.
Snap to Grid
Design view. It automatically aligns the upper-left
corner of any control to the size of the grid.
Report Footer
Objects that appear at the very
bottom of the report. You may wish
Once a control is in place, click the large black box in
to put copyright notification or a
the upper left-hand corner of the control to move the
special thanks page at the end of
control itself, or any of the smaller boxes on the other
your report, use the Report Footer
sides and corners to adjust the height and/or width of
section to do this.
a control.
Step 4:
At any point, you can select a number of controls and
Group Selection
move them as a whole unit. Click in an empty space
and Moving
of the canvas to deselect any objects that might be
selected. Click and drag a box around the objects,
and then click and drag the objects that have been
selected as a group. Now, move the group as a unit.
Step 5:
If you make a formatting error that causes a large
Try, Try Again!
disruption in the layout of your controls, don’t panic!
You can undo the action and restore the controls to
their previous state using
the Undo arrow or by pressing Ctrl + Z.
Step 6:
Often when designing things, we get a bit too wrapped
Save Frequently
up in what we were doing and forget to save our
changes. If the power should go out or if your
computer becomes unresponsive, you will lose any
changes since the last save or AutoSave.
Types of Action Queries
Remember that you can either backup the database
Make-Table query
before you perform a lot of operations or save a copy
Makes a new table based on
of a particular database object before your start
the results of a query.
working. Should you get in over your head, you can
always pull out the backup and try again.
Update query
Takes the specified criteria
and performs that action on
the table.
Append query
Appends records from one
table to another.
Delete query
Deletes whatever records you
tell it to from a table.
Texas State University- San Marcos
IT Assistance Center- 512.245.itac (4822)
Referential Integrity Tips
Understanding Object and Control Properties
Referential Integrity exists in a relationship between two
Format Tab
Controls how an object or control will look (color, style,
tables and is used to make data entry into a table safer.
etc).
Users must follow a certain set of input rules. To make
referential integrity work, the following three conditions
must exist:
Data Tab
Add a validation rule, make a default value, modify the
control source, etc.
Primary Key
The matching field from one table
must be a primary key or have a
Event Tab
Controls what a particular object or control will do
unique index.
when you interact with it (click it, move the mouse over
Data Type
Fields in the relationship must be
it, etc).
the same data type.
Other Tab
Alternate controls like allowing AutoCorrect, adjusting
Same Database
Both tables must exist in the
the tab order, etc.
File
same database (referential
integrity cannot be enforced
All Tab
All controls combined.
between two databases.)
Using the Form Tools - Design Ribbon
Views
Use this pull-down command to switch between different views in the form.
Font
This section is used to modify the font and style of text. The Conditional command is used to apply different formatting styles
according to certain scenarios. For example, if you are calculating monetary figures, all positive values can be bold and black while all
negative values can be highlighted in red.
Gridlines
If you create a form based upon an existing table, all of the fields in the form are constructed as a table. Use the commands in this
section to change the look of the dividing lines in the table or grid.
Controls
The controls section lets you add other fields to the table, add a logo, title, date and time, as well as modify the look of any lines or
rectangles your form may already contain.
Tools
Other miscellaneous form commands can be found here, including viewing the form/object properties, add new fields to a form, create
new VBA code for background use in the form, and creating a subform inside the existing form.
Modifying the Grouping and Sorting
Report Page Properties
Properties
Click the Chunk in the lower right-hand side of the Report Tools
| Page Layout ribbon to adjust the printing properties:
Group On
The particular field that is being grouped or sorted.
With A/Z on Top
Choose ascending or descending order.
Print Options
Adjust the size of the margins for your page.
Tab
If you would prefer to print only the data and
By Entire Value
You can choose to group or sort according to a certain
not any logos or pictures, click the Print
number of characters. Use this to apply a custom search
Data Only check box.
level.
Page Tab
The Page Tab allows you to adjust the page
With/Without Totals
If your table contains numeric data, you can apply totals.
orientation (portrait or landscape) as well as
Choose the field contained in your report from the Total On
the size of paper you can print with using
combo box, and the Type of total (sum, count, min, max,
your current printer.
avg, etc.).
Columns Tab
Use this tab to print two or more pages of a
Report Footer
Objects that appear at the very bottom of the report. You
report on one piece of paper. Specify
may wish to add copyright notification or special thanks.
dimensions in the row spacing and column
spacing fields. Adjust the column size fields
With Title
Give the group or sort a name.
specify how large you would like each page
of the report to be on the printed page.
Lastly, choose how the layout of the report
Header/Footer
Add or Remove a Header or Footer section in your report.
pages will be ordered by choosing one of
the radio buttons.
Keep Group
This command forces Access to display grouped data
Note that the Column Layout control group
Together
together as one piece.
is only active when you have two or more
columns.
Texas State University- San Marcos
IT Assistance Center- 512.245.itac (4822)
