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Customizing a Report

The report is ready. But Michael would like to modify the way the data is displayed. To do this, he needs to go back to the Design View and save the report as rpt:emergency.

Notice the four major parts of an MS Access report:

  • Report Header: This is the title displayed on page one of the report.
  • Page header: This is displayed on every page of the report.
  • Detail Area: This is where the stored data in the database is displayed on the report.
  • Page footer: This is displayed on the bottom of every page on the report.

To make changes to these fields:

  1. Click on the title ‘emergency contact information’ in the report header section.
  2. Drag the right side of the label so that all the text is displayed.
  3. Labels describe the data retrieved.

  1. Highlight the gray area called Detail.

  1. To enlarge the page header section, drop the top line of the detail down.

  1. Adjust the labels in the format that you want.

You can insert additional labels, such as Employee and Emergency Contact to separate the right and the left areas.To do this

  1. Go to toolbox.
  2. Select the Label Aa button.

  1. Position the label above the employee name and address labels in the page header section.
  2. Type employee information.
  3. Center the label over the entire employee Information and underline it.
  4. Repeat for ‘emergency contact information’.

  1. Draw a line to separate the two sections i.e., Employee Information and Emergency Contact Information.
  2. Click Toolbox > Line.
  3. Draw a vertical line in the Detail area between the Zip and emg_name.

Note: Rename the labels so that they do not display field names. Remember to rename the labels in the page header section and NOT in the detail section. Highlight each label and click anywhere inside the label, and retype the information. Your emergency contact report is ready.

Activity1: Build the Skills by Job position report.

  1. Go to report tab> new>Report Wizard
  2. Select Query empsum>ok.
  3. Move the available fields to the selected fields by using > button.
  4. Click next and skip grouping levels.
  5. Sort by Emp-lname and then emp_fname in ascending order.
  6. Click next without any summary options.
  7. Select Tabular and landscape.
  8. Click Next and select Corporate.
  9. Save the report as skills by job and finish.

Activity 2: Add a sorting and grouping level.

  1. Go to design view and click on the sorting and grouping button.

  1. Group Header is already = Yes. Set Group footer = to yes.
  2. In the report design you will see a job_position footer section appear.
  3. To add a sub report in the job_position footer for totals go to the toolbox and click the Sub form/sub report button.
  4. Choose Table/Query next, select Query qy: empsum and move the fields to the selected fields.
  5. Click next and choose from list.
  6. Select show qy:empsum for each record in qy:empapp using job_position and click the next button.
  • Name your sub report sub R:empSum.
  • Save main report as Rpt :skillsbyjob. Go to sub report in design view.
  • Change the labels and move all the labels and fields on the sub report so that they line up with the column headers on the main report.
  • Continue till both reports are in alignment

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