MS Access: Using Advanced Report Features

Instructor: Vicki Weidler

Assistant: Joaquin Obieta

Overview

• Create customized headers and footers• Set properties to group data and modify a

report’s appearance• Use functions to add calculated values in a

report• Apply conditional formatting• Embed a subreport in a main report• View and troubleshoot report results

Report Headers & Footers

Header – first page of report & includes logo, image, report title

Footer – last page of report & includes details such as report totals

Conditional Formatting

Conditional formatting draws attention to data in a report if it meets specified criterion.

KeepTogether Property

The KeepTogether property ensures that a complete section of the report is always printed on one page.

Group Footers

Group footers are used to group a report based on a given field.

Use to add information such as group totals or group names

ForceNewPage Property

To print each set of related data on a separate page, you can use the ForceNewPage property.

Can be used in all sections EXCEPT the page header & footer sections.

Can insert pages before a section, after a section, or both.

HideDuplicates Property

To display only the unique values in each field of a report, you can use the HideDuplicates property.

DateDiff Function

Used to calculate the difference between two dates.

DateDiff (“interval”, [date1],[date2])

“Interval” refers to whether the calculation is the difference between days (d), months (m) or years (y).

Both fields must have Date/Time data types in order for this function to work properly.

IIF Function

Used to evaluate a condition. If a condition is true, the IIF function returns one value. If it is false, it returns a different value.

IIF (condition, value_if_true, value_if_false) is the syntax for the function.

Condition means the condition you want the function to evaluate.

Value_if_true is the value to be returned if the condition is true.

Value_if_false is the value to be returned if the condition is not true.

Subreports

Used to display data from two different reports.

A subreport is embedded in a main report.

Generally, the main report and subreport share a common field by which they are linked.

Summary

• Create customized headers and footers• Set properties to group data and modify a

report’s appearance• Use functions to add calculated values in a

report• Apply conditional formatting• Embed a subreport in a main report• View and troubleshoot report results

•Resources•Questions & Answers•Evaluations•Thank You!!!

Conclusion