WEBVTT Kind: captions Language: en 00:00:07.220 --> 00:00:12.570 At some point you may have to use a database that was created by someone else. 00:00:12.570 --> 00:00:17.810 This happens often when you start a new job and this lesson we're actually going to work 00:00:17.810 --> 00:00:22.550 with an existing database as well - The Ready to Read database. 00:00:22.550 --> 00:00:28.460 One of the common tasks you'll do when working with a database is create reports. 00:00:28.460 --> 00:00:32.720 Reports are one of the ways you can extract information from the database tables and display 00:00:32.720 --> 00:00:35.450 that information in a meaningful way. 00:00:35.450 --> 00:00:42.370 Basically, reports summarize and present data that is stored in tables. 00:00:42.370 --> 00:00:47.250 Reports in Access can look just like any report you create manually in Word. 00:00:47.250 --> 00:00:52.470 The difference with Access is that you don't have to enter the data directly into the report 00:00:52.470 --> 00:00:56.250 like you have to when you're working with the Word document. 00:00:56.250 --> 00:01:02.610 Instead the report is created using information you've already stored in your database tables. 00:01:02.610 --> 00:01:07.240 Let's take a look at if you are the ways you can create reports in Access. 00:01:07.240 --> 00:01:12.400 To see these, just select the Create tab and then locate the reports group. 00:01:12.400 --> 00:01:22.030 You can create a new blank report in design view or in layout view. 00:01:22.030 --> 00:01:28.280 You can also create a simple report using this report's commands, which produces a report 00:01:28.280 --> 00:01:33.640 automatically or use the Reports Wizard to specify the details you want to include in 00:01:33.640 --> 00:01:34.700 your report. 00:01:34.700 --> 00:01:43.550 In this lesson, we'll take a look at the reports command and the reports wizard. 00:01:43.550 --> 00:01:49.340 Let's get started by creating a report automatically using the reports command. 00:01:49.340 --> 00:01:55.100 First click the table or query in the navigation pane that contains the data that you wish 00:01:55.100 --> 00:01:58.580 to include in the report. 00:01:58.580 --> 00:02:05.310 When you create a report using this command, you can only use data from one source. 00:02:05.310 --> 00:02:13.330 For example, to print off my customer mailing list, I would select the customer info table. 00:02:13.330 --> 00:02:19.080 Then click the reports command. 00:02:19.080 --> 00:02:24.170 Access automatically generates reports that include all the fields in the customer info 00:02:24.170 --> 00:02:25.200 table. 00:02:25.200 --> 00:02:28.230 See how fast that was? 00:02:28.230 --> 00:02:34.670 You can edit and format an Access Report - just like you would in other Microsoft Office Software. 00:02:34.670 --> 00:02:39.010 We'll talk more about that in another lesson. 00:02:39.010 --> 00:02:44.080 If you want to have more control over the fields that appear in the report or want to 00:02:44.080 --> 00:02:49.450 use information from multiple tables, and you need a little help from Access in creating 00:02:49.450 --> 00:02:54.800 the reports, the Reports Wizard may be right for you. 00:02:54.800 --> 00:02:59.730 Just click the Reports Wizard command and a dialog box will appear. 00:02:59.730 --> 00:03:05.780 First, you need to select the query or table you want to use in the report. 00:03:05.780 --> 00:03:09.170 Let's see. 00:03:09.170 --> 00:03:13.790 I want to create a report that includes the titles of the books that people of the various 00:03:13.790 --> 00:03:14.790 states ordered. 00:03:14.790 --> 00:03:18.570 So, I'll select the customer info table. 00:03:18.570 --> 00:03:24.550 The fields in the table will appear in the Available Fields area. 00:03:24.550 --> 00:03:30.060 Just select the field you want to add and click the right arrow button to add it to 00:03:30.060 --> 00:03:33.780 the list of selected fields. 00:03:33.780 --> 00:03:37.730 Do this until all the desired fields are added. 00:03:37.730 --> 00:03:43.340 If you want to add all the fields just click the double right arrow. 00:03:43.340 --> 00:03:48.630 You can also click the left arrow button to remove a field from the selected list. 00:03:48.630 --> 00:03:53.360 I actually want to add everything except the customer ID. 00:03:53.360 --> 00:03:58.750 To switch to another table just click the dropdown arrow and select a different table 00:03:58.750 --> 00:03:59.930 or query. 00:03:59.930 --> 00:04:04.190 I'll select the books table. 00:04:04.190 --> 00:04:10.019 And then select the fields that you want to include in the report. 00:04:10.019 --> 00:04:13.730 When you are ready, click Next. 00:04:13.730 --> 00:04:18.349 During this next stage of the Wizard, you'll be asked a few questions about how you want 00:04:18.349 --> 00:04:21.910 the information in the report to be displayed. 00:04:21.910 --> 00:04:25.940 This will vary based on the field you include in the report. 00:04:25.940 --> 00:04:29.600 Right now were asked how we want to view the data. 00:04:29.600 --> 00:04:35.300 If you switch between by Books and by Customer Info, you will see the image on the right 00:04:35.300 --> 00:04:36.850 change. 00:04:36.850 --> 00:04:40.800 I actually want to organize the reports arranged by the state. 00:04:40.800 --> 00:04:45.620 So, I'll select by Customer Info. 00:04:45.620 --> 00:04:48.340 Then click next. 00:04:48.340 --> 00:04:51.430 You then may be asked whether you want to group. 00:04:51.430 --> 00:04:57.590 I actually want to organize the information by state, so I'll select that and then click 00:04:57.590 --> 00:05:00.310 the right arrow. 00:05:00.310 --> 00:05:07.050 When you do that, the image on the right will change to reflect the new organization. 00:05:07.050 --> 00:05:09.800 Click Next. 00:05:09.800 --> 00:05:14.300 Then you are asked how do you want to sort the records in the report. 00:05:14.300 --> 00:05:22.600 For this example, our only option is title, so we'll select that and then click Next. 00:05:22.600 --> 00:05:26.720 You now have some choices about layouts and orientation. 00:05:26.720 --> 00:05:31.480 You can click each layout's option to see how it affects the report. 00:05:31.480 --> 00:05:36.950 I'll just set it back to stepped, and click Next. 00:05:36.950 --> 00:05:39.300 Now choose a style. 00:05:39.300 --> 00:05:43.960 As you select each one, you'll see a preview of it on the left. 00:05:43.960 --> 00:05:49.360 This style will be applied to the report to give it a professional look and feel. 00:05:49.360 --> 00:05:56.900 Once you find one you like, click Next and then enter a name for the report. 00:05:56.900 --> 00:06:05.270 Finally, you have to decide whether to preview the reports or to modify the design. 00:06:05.270 --> 00:06:08.250 We'll learn more about modifying report formatting later. 00:06:08.250 --> 00:06:11.289 So, we'll click Finish. 00:06:11.289 --> 00:06:16.919 And the report opens in print preview format. 00:06:16.919 --> 00:06:23.290 If we scroll to the right, we can see all the fields we selected from both tables are 00:06:23.290 --> 00:06:25.720 included in the report. 00:06:25.720 --> 00:06:30.830 Also, the information is arranged by state. 00:06:30.830 --> 00:06:35.759 Reports are a powerful tool that allow you to extract information from one or more tables 00:06:35.759 --> 00:06:39.729 and present it in a way that is easy to understand. 00:06:39.729 --> 00:06:44.300 Reports can be viewed on the computer or printed for ease of use. 00:06:44.300 --> 00:06:47.960 We'll talk about modifying and formatting reports and another lesson. 00:06:47.960 --> 00:06:54.230 But for now, spend some time using the Reports command to create automatic reports and the 00:06:54.230 --> 00:06:59.410 Reports Wizard to create reports with specific fields from multiple tables. 00:06:59.410 --> 00:07:02.930 You'll soon see how robust the Access reporting tools really are.