DEPARTMENT OF TECHNICAL EDUCATION

GOVERNMENT OF ANDHRA PRADESH

Name of the Faculty : USHA RANI JASTY
DESIGNATION : Sr. Lecturer in CCP
Branch : D.C.C.P.
Institute : Government Polytechnic for Women,
: Kakinada, E.G. District.
Semester : 3rd Semester
SUBJECT : Computer Packages
Subject Code : CCP – 305
Major Topic : Ms Access
Duration : 50 minutes
Sub Topic : Reports
Teaching Aids : PPT and visuals

CCP305.36 1
OBJECTIVES

On completion of this period, you would be able to

understand …

 Definition of reports.
 Need for reports
 Different types of reports

CCP305.36 2
Structure

 Recap
 Definition of Reports
 Need for Reports
 Different types of Reports

CCP305.36 3
Recap
In the last period, you learned
 Filter by Form
 To extract the records which satisfies the
condition
 Can also be used by choosing “Look For” Option
 Advanced Filter/Sort
 It is an advanced feature
 Records can be sorted/filtered on the basis
complex conditions
CCP305.36 4
Recap (Contd…)
Filter for Input
 Enables to enter the criteria for filter
 Displays the records which satisfies that
specific condition
 Original table can be viewed by removing the
filter

CCP305.36 5
INTRODUCTION

 Forms deal with data and the processes of data

management, such as data entry, validation and
retrieval

 Reports, on the other hand, deal with information

derived from the data

CCP305.36 6
REPORTS
DEFINITION
 A flexible way of viewing and printing summary
information
 Enables you to display information to the required
level of detail
 Can be viewed on the screen, publish them on the
web or print hard-copy versions
 Sub-totals, Statistical evaluations, Pictures and
Graphs can be inserted
CCP305.36 7
Need for a Report
Reports are used for

 Presenting information in a customized way both on

screen and on paper
 Grouping and sorting data
 Calculating averages, field totals and drawing
graphs

CCP305.36 8
 PURPOSE OF REPORTS
 To go through the entire data at a glance
 To give a correct picture from extracted data to the
Management
 To present the data in the form of charts in effective
manner

CCP305.36 9
KINDS OF REPORTS

You can create the Reports in ACCESS

 In Design View
 By Using Auto Report
 With a Wizard

CCP305.36 10
Design View

 Creates a Custom report from scratch

 In other words, Begins with a blank page

CCP305.36 11
By using Auto Report

 Creates a report that displays all fields and records

of the underlying table or query
 Automatically creates your report
 It has two wizards
 Auto Report – Columnar
 Auto Report - Tabular

CCP305.36 12
Auto Report - Columnar

 These reports displays data vertically

 Useful to display one record per page
 Useful to display data that is related in a
one-to-many relationships
 For instance, you can create a columnar
report in which there is a record for every
student

CCP305.36 13
Auto Report - Tabular
 Displays data in a row-column format
 It can group the data by one or more filed
values
 Subtotals and page totals can be calculated
and displayed on the report

CCP305.36 14
With a Wizard

 It asks you the detailed questions about the

Record Sources, Fields, Layout and Format
 It creates the report based on your answers
 The different types of wizards are
 Report Wizard
 Chart Wizard
 Label Wizard

CCP305.36 15
Report Wizard

 Choice of Fields, Sort Criteria and Report layout

used
 Creates Tabular or Columnar Reports

CCP305.36 16
Chart Wizard

 Leads you through creation of a report containing

a Chart and associated data

CCP305.36 17
 Label Wizard

 Helps you to create Mailing Labels from Data

CCP305.36 18
SUMMARY
 Report is a component of the database, which is
used to organize and present the data in the table in
an understanding form
 MS Access allows you to base a report on a query
as well as on a table
 Different types of reports
 Design view
 Auto report
 Label wizard
 Chart wizard
CCP305.36 19
QUIZ
1. What is the wizard for creating a Tabular Report?

ANS : Auto Report - Tabular

CCP305.36 20
Frequently asked Questions

1) What is a Report?
2) Explain the need for a Report and its purpose?
3) List the different types of reports and explain
them in brief

CCP305.36 21
THANK YOU

CCP305.36 22