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Types of Reports Available
The reporting engine of Microsoft Access is very powerful, with a wealth of features. Many types of reports are available in Access 2003:
- Detail reports
- Summary reports
- Cross-tabulation reports
- Reports containing graphics and charts
- Reports containing forms
- Reports containing labels
- Reports including any combination of the preceding
Detail Reports
A Detail report supplies an entry for each record included in the report. As you can see in Figure 6.1, there's an entry for each order in the Orders table during the specified period (1995 and 1996). The report's detail is grouped by country and within country by salesperson, and gives you subtotals by salesperson and country. The bottom of the report has grand totals for all records included in the report. The report is based on a Parameter query that limits the data displayed on the report based on criteria supplied by the user at runtime.
Figure 6.1. An example of a Detail report.
Summary Reports
A Summary report gives you summary data for all the records included in the report. In Figure 6.2, only total sales by quarter and year are displayed in the report. The underlying detail records that compose the summary data aren't displayed in the report. The report is based on a query that summarizes the net sales by OrderID. The report itself contains no controls in its Detail section. All controls are placed in report Group Headers and Footers that are grouped on the quarter and year of the ship date. Because no controls are found in the report's Detail section, Access prints summary information only.
Figure 6.2. An example of a Summary report.
Cross-Tabulation Reports
Cross-tabulation reports display summarized data grouped by one set of information on the left side of the report and another set across the top. The report shown in Chapter 10, "Advanced Report Techniques."
Figure 6.3. An example of a cross-tabulation report.
Reports with Graphics and Charts
Although the statement "A picture paints a thousand words" is a cliché, it's also quite trueresearch proves that you retain data much better when it's displayed as pictures rather than numbers. Fortunately, Access makes including graphics and charts in your reports quite easy. As shown in Figure 6.4, you can design a report to combine both numbers and charts. The report in Figure 6.4 shows the sales by product, both as numbers and as a bar chart. The main report is grouped by product category and contains a subreport based on a query that summarizes sales by CategoryID, CategoryName, and ProductName for a specific date range. The chart totals product sales by product name, displaying the information graphically.
Figure 6.4. An example of a report with a chart.
Reports with Forms
Users often need a report that looks like a printed form. The Access Report Builder, with its many graphical tools, allows you to quickly produce reports that emulate the most elegant data-entry form. The report shown in Figure 6.5 produces an invoice for a customer. The report is based on a query that draws information from the Customers, Orders, Order Details, Products, Employees, and Shippers tables. The report's Filter property is filled in, limiting the data that appears on the report to the last six records in the Orders table. Using graphics, color, fonts, shading, and other special effects gives the form a professional look.
Figure 6.5. An example of a report containing a form.
Reports with Labels
Creating mailing labels in Access 2003 is easy using the Label Wizard. Mailing labels are simply a special type of report with a page setup indicating the number of labels across the page and the size of each label. An example of a mailing label report created by using the Label Wizard is shown in Figure 6.6. This report is based on the Customers table, but could have just as easily been based on a query that limits the mailing labels produced.
Figure 6.6. An example of a report containing mailing labels.
