Home > Articles

  • Print
  • + Share This
This chapter is from the book

Creating a Report Using the Report Wizard

Whew! If you've built all of rptAdministration from scratch, you can see why even Access pros like to use the Report Wizard, at least to get a running headstart. The wizard can create the same report (or one very similar to it) that took much work by hand, with just a few clicks of the mouse. But because our purpose is pedagogical, we'll go slowly through it and take a few detours so you can understand how the wizard works and what it offers.

Collecting Data

Because the Report Wizard works so seamlessly, it's difficult to see that you're accomplishing essentially two different tasks. First, you create a query; second, using the query as a record source, you build a report.

So let's begin to unveil the wizard's workings by taking a look at the Simple Query Wizard. This tool can be used to create single-table or multitable queries. I haven't talked about it much because it's a training-wheels tool that doesn't train you, and it won't save you much time in query making. But it's useful for understanding what the Report Wizard is up to.

In the Asia database, click the Queries button in the Database window. Double-click Create Query By Using Wizard. Open the Tables/Queries drop-down list. In this dialog box, you can choose fields from any tables or query to include in your query. Click Cancel.

Click the Reports button in the Database window, and double-click Create Report By Using the Wizard. Hmm, look familiar?

The point is that, however you create a report, you start by gathering data. Usually, that means creating a query. If you don't currently have a query for your report, you can use the wizard to assemble your data from different tables.

Assemble Your Data

You want a report with the same information as the one you built from scratch, so you could just select the query you created earlier in the chapter. But let's start from scratch and get the data you need from the various tables.

  1. With the first dialog box of the Report Wizard open, open the Tables/Queries drop-down list and select tblCountries.
  2. Select the Country field and click > to add it to the selected fields. Do the same for Area and Population.
  3. Open the Tables/Queries drop-down list and choose tblGovernment. Add GovType to the Selected Fields pane.
  4. Open the Tables/Queries drop-down list and choose tblHistory. Add the HistRule field to Selected Fields.
  5. Click Next to go to the next dialog box.

Create the Groups

In this dialog box, Access selects a group for you, depending on the relationships in the underlying tables. Because you can customize groups the way you want them in the next dialog box, you can ignore this dialog box and click Next.

The main group you want is government type. Select GovtType in the available fields and click >. A hierarchy is set up with GovtType at the top level and all other fields at a second level.

Nesting Groups

In the report you created in Design view, there was just one grouping level: government type. But you can also nest groups—you can have groups within groups within groups. Why would you want to do that?

Let's say you work for an international consumer company, and you're creating a sales report for the vice president of sales. He wants to see a breakdown of sales by country, and within each country by region, and within each region by sales rep.

In this case, you would create three groups. The top level would be country data. Nested within the country group would be regional data. And nested within the region would be sales rep data.

You can nest groups within the Asia database as well. Suppose that within each government group you want to add another level for the historical rule. In that case, you'd have the first group—say, Communist—and within the group, there would be additional groups for each historical rule (British, French, and so on). Then you'd have the second group, Constitutional Monarchy, and within this group, there would again be groups for each historical rule. (I included in your solution database AsiaChap10End.mdb an example of such a report. Its title is rptAdministrationTwoGroups, and you can view it at your leisure.)

  1. At the left of the dialog box, select HistRule and click the right arrow. The report is now grouped first by government type and then by historical rule (see Figure 10.17). The HistRule group is selected in the scheme.
    10fig17.gif

    Figure 10.17 Two grouping levels in the Report Wizard.

  2. In the dialog box, click the up arrow above Priority. Now your report is grouped first by historical rule and then by government type.
  3. With HistRule selected, click < so your report is grouped only by government type.
  4. Click Next to go to the next dialog box.

Sort the Records

Within each group, you can choose additional field sorts. Within each government type group, let's sort the records by country. Open the drop-down list and select Country.

Use an ascending sort to keep them alphabetized. (You can change the sort to descending by merely clicking Ascending.)

Q&A

Q1: Why would I possibly want to add as many as four sorts?

A1: Again, let's assume that it's a sales report for an international company. Assume that you have just one group, country. Even though you've decided that you have no particular need for summary statistics for subgroups, you still would like to sort the records by several fields so you can easily locate the detail records. Within each country you would sort records by region, within each region by city, within each city…well, you get the idea.

Summary Options

The wizard can add aggregate totals for you, for both the group and the entire report.

  1. In the current dialog box, click Summary Options.
  2. Click the Area and Population boxes under Sum to select them. This gives you sums for these fields for each government group, as well as grand totals for each at the end of the report. Because you want to see both records and totals, the Detail and Summary option should be selected.
  3. Click OK and click Next to go to the next dialog box.

Layout

The dialog box for choosing a layout isn't terribly helpful, to say the least. Both the names and the graphical schemes are imprecise, and some are more confusing than anything else. If reports are central to your work, you'll want to try a few different layouts and see how they look. You might want to create a few reports using different schemes to see what they actually look like.

  1. In the Layout section, select Align Left 1. In Orientation, Portrait should be selected. Many reports use landscape orientation, which turns the printed page sideways so you can fit more fields on each page, but fewer records. You designed the earlier report using a portrait orientation, so to make the comparison equal, use Portrait (it shouldn't make much of a difference with relatively few fields). Note that, within the report itself, you can choose the orientation by selecting File, Page Setup, Page tab.
  2. Select Adjust the Field Width so all fields fit on a page. This choice can be catastrophic when you have many (say, 8 or 10) fields scrunched into one page, but you have relatively few here, so you should be okay.
  3. Click Next to go to the next dialog box.

Style and Title

The style choice is your own. Only Casual is unsuitable for business purposes (and even that's questionable).

  1. Select Corporate and click Next to go to the next dialog box.
  2. Give your report the title rptAdministrationWizard and click Finish. Access builds your report (see Figure 10.18).
    10fig18.gif

    Figure 10.18 The report created from the wizard.

    You can compare your report with the completed rptAdministrationWizard in your solution database AsiaChap10End.mdb.
  • + Share This
  • 🔖 Save To Your Account

InformIT Promotional Mailings & Special Offers

I would like to receive exclusive offers and hear about products from InformIT and its family of brands. I can unsubscribe at any time.

Overview


Pearson Education, Inc., 221 River Street, Hoboken, New Jersey 07030, (Pearson) presents this site to provide information about products and services that can be purchased through this site.

This privacy notice provides an overview of our commitment to privacy and describes how we collect, protect, use and share personal information collected through this site. Please note that other Pearson websites and online products and services have their own separate privacy policies.

Collection and Use of Information


To conduct business and deliver products and services, Pearson collects and uses personal information in several ways in connection with this site, including:

Questions and Inquiries

For inquiries and questions, we collect the inquiry or question, together with name, contact details (email address, phone number and mailing address) and any other additional information voluntarily submitted to us through a Contact Us form or an email. We use this information to address the inquiry and respond to the question.

Online Store

For orders and purchases placed through our online store on this site, we collect order details, name, institution name and address (if applicable), email address, phone number, shipping and billing addresses, credit/debit card information, shipping options and any instructions. We use this information to complete transactions, fulfill orders, communicate with individuals placing orders or visiting the online store, and for related purposes.

Surveys

Pearson may offer opportunities to provide feedback or participate in surveys, including surveys evaluating Pearson products, services or sites. Participation is voluntary. Pearson collects information requested in the survey questions and uses the information to evaluate, support, maintain and improve products, services or sites, develop new products and services, conduct educational research and for other purposes specified in the survey.

Contests and Drawings

Occasionally, we may sponsor a contest or drawing. Participation is optional. Pearson collects name, contact information and other information specified on the entry form for the contest or drawing to conduct the contest or drawing. Pearson may collect additional personal information from the winners of a contest or drawing in order to award the prize and for tax reporting purposes, as required by law.

Newsletters

If you have elected to receive email newsletters or promotional mailings and special offers but want to unsubscribe, simply email information@informit.com.

Service Announcements

On rare occasions it is necessary to send out a strictly service related announcement. For instance, if our service is temporarily suspended for maintenance we might send users an email. Generally, users may not opt-out of these communications, though they can deactivate their account information. However, these communications are not promotional in nature.

Customer Service

We communicate with users on a regular basis to provide requested services and in regard to issues relating to their account we reply via email or phone in accordance with the users' wishes when a user submits their information through our Contact Us form.

Other Collection and Use of Information


Application and System Logs

Pearson automatically collects log data to help ensure the delivery, availability and security of this site. Log data may include technical information about how a user or visitor connected to this site, such as browser type, type of computer/device, operating system, internet service provider and IP address. We use this information for support purposes and to monitor the health of the site, identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents and appropriately scale computing resources.

Web Analytics

Pearson may use third party web trend analytical services, including Google Analytics, to collect visitor information, such as IP addresses, browser types, referring pages, pages visited and time spent on a particular site. While these analytical services collect and report information on an anonymous basis, they may use cookies to gather web trend information. The information gathered may enable Pearson (but not the third party web trend services) to link information with application and system log data. Pearson uses this information for system administration and to identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents, appropriately scale computing resources and otherwise support and deliver this site and its services.

Cookies and Related Technologies

This site uses cookies and similar technologies to personalize content, measure traffic patterns, control security, track use and access of information on this site, and provide interest-based messages and advertising. Users can manage and block the use of cookies through their browser. Disabling or blocking certain cookies may limit the functionality of this site.

Do Not Track

This site currently does not respond to Do Not Track signals.

Security


Pearson uses appropriate physical, administrative and technical security measures to protect personal information from unauthorized access, use and disclosure.

Children


This site is not directed to children under the age of 13.

Marketing


Pearson may send or direct marketing communications to users, provided that

  • Pearson will not use personal information collected or processed as a K-12 school service provider for the purpose of directed or targeted advertising.
  • Such marketing is consistent with applicable law and Pearson's legal obligations.
  • Pearson will not knowingly direct or send marketing communications to an individual who has expressed a preference not to receive marketing.
  • Where required by applicable law, express or implied consent to marketing exists and has not been withdrawn.

Pearson may provide personal information to a third party service provider on a restricted basis to provide marketing solely on behalf of Pearson or an affiliate or customer for whom Pearson is a service provider. Marketing preferences may be changed at any time.

Correcting/Updating Personal Information


If a user's personally identifiable information changes (such as your postal address or email address), we provide a way to correct or update that user's personal data provided to us. This can be done on the Account page. If a user no longer desires our service and desires to delete his or her account, please contact us at customer-service@informit.com and we will process the deletion of a user's account.

Choice/Opt-out


Users can always make an informed choice as to whether they should proceed with certain services offered by InformIT. If you choose to remove yourself from our mailing list(s) simply visit the following page and uncheck any communication you no longer want to receive: www.informit.com/u.aspx.

Sale of Personal Information


Pearson does not rent or sell personal information in exchange for any payment of money.

While Pearson does not sell personal information, as defined in Nevada law, Nevada residents may email a request for no sale of their personal information to NevadaDesignatedRequest@pearson.com.

Supplemental Privacy Statement for California Residents


California residents should read our Supplemental privacy statement for California residents in conjunction with this Privacy Notice. The Supplemental privacy statement for California residents explains Pearson's commitment to comply with California law and applies to personal information of California residents collected in connection with this site and the Services.

Sharing and Disclosure


Pearson may disclose personal information, as follows:

  • As required by law.
  • With the consent of the individual (or their parent, if the individual is a minor)
  • In response to a subpoena, court order or legal process, to the extent permitted or required by law
  • To protect the security and safety of individuals, data, assets and systems, consistent with applicable law
  • In connection the sale, joint venture or other transfer of some or all of its company or assets, subject to the provisions of this Privacy Notice
  • To investigate or address actual or suspected fraud or other illegal activities
  • To exercise its legal rights, including enforcement of the Terms of Use for this site or another contract
  • To affiliated Pearson companies and other companies and organizations who perform work for Pearson and are obligated to protect the privacy of personal information consistent with this Privacy Notice
  • To a school, organization, company or government agency, where Pearson collects or processes the personal information in a school setting or on behalf of such organization, company or government agency.

Links


This web site contains links to other sites. Please be aware that we are not responsible for the privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of each and every web site that collects Personal Information. This privacy statement applies solely to information collected by this web site.

Requests and Contact


Please contact us about this Privacy Notice or if you have any requests or questions relating to the privacy of your personal information.

Changes to this Privacy Notice


We may revise this Privacy Notice through an updated posting. We will identify the effective date of the revision in the posting. Often, updates are made to provide greater clarity or to comply with changes in regulatory requirements. If the updates involve material changes to the collection, protection, use or disclosure of Personal Information, Pearson will provide notice of the change through a conspicuous notice on this site or other appropriate way. Continued use of the site after the effective date of a posted revision evidences acceptance. Please contact us if you have questions or concerns about the Privacy Notice or any objection to any revisions.

Last Update: November 17, 2020