Access 2007 Reports: Advanced Formatting

some of the formatting features I'm going to be showing you here can be done more than one way and I'll show you as many ways as I can then it's up to you to find out what works best for you first of all let me introduce you to my report us the customer info report down below I have the customer name field customer ID and then all the way over to the right I include the salesperson back to the left first thing I'd like to do is to change the title of my report from customer details to customers go ahead and right click and go to the layout view I like the layout view it's cleaner and plus I'm not going to do really anything intense as far as the design is concerned so I'm not going to go to the design view at least not yet and to change the title here I can either triple click and then delete the text details here or come up here on the format tab to the controls group and click on the title button now when I click on the title button the first time I click on it it adds the title box down below and the default title name would be the name of the tab here or of the report in which case I can change it however once it's been added if I click on it again you'll select it so I can come down here delete it add the S hit enter that looks good next I want to be able to change the width of my columns here now I'm selecting the data when I click on one of them it selects the whole column of data versus the label here I don't want to mess with the label but the data column here if I click on the actual border selects all the records but I'm just going to stay within the column and not click on the actual border here okay another way to select all the records by the way is coming over here in the margin selects all the records we'll go over that a little bit more in detail in just a minute so after I select one of the fields down below I can hover over to the right and click and drag the borders to either stretch the fields in or stretch them out of course if I stretch them in and I cut them off as you recall in the previous training video you can use the can grow feature which means that instead of cutting it off if there's extra text it'll wrap it around and grow vertically so for example I'm going to go ahead and bring it in here you can see how it's cutting it off to change that to apply the can grow feature to it I can just right click and bring up the property sheet down below once it's up I'm dealing just with the formatting here so I'm going to stay on the format tab and then scroll all the way down to the bottom where it says can grow double click that change it to yes and there we go instead of being cut off it grows vertically it wraps it around happy town then play world underneath in addition to clicking and dragging on the right borders of these fields here to stretch it or shrink it you can also let me scroll all the way to the top here type it in numerically so if you really want to be particular and say it's got to be two and a half inches when I'll come in here and change it from one point two to two point five hit enter and we're exact close out of the property sheet next I want to count up how many records are within the report here well one two no that's going to take too long instead what I can do is go ahead and click on any one of these fields here to select the column of fields and then come up here on the format tab to the grouping and totals group and click on the totals drop-down arrow and let's do count records and then when it's finished calculating it adds it up down below or it gives me the total down below 14 now if I have this report to somebody they're not going to know what 14 is well maybe they can figure it out but what I can do is how to label over here that says record count and to do that I'll right click and go to the design view come up here on the design tab to the controls group and click on the label button come down here and click to add my label adds a little tiny box here but once I start typing it pushes it out and then hit enter to accept it and then I can just hover over one of the borders until I get a four-way arrow because if I hover over the border and get a two-way air on just stretching it but when I get a four-way arrow it's a bit tricky here then it means I can move the label as a whole so I click and drag it without stretching it and put it over there you can also use your arrow keys up or down here left or right back to right click layout view and the record count gets aligned to the right if I want to align it to the middle at the left I can do it one of two ways first of all I need to make sure that I have it selected here the field 14 the one I want to align come up you're on the format tab to the font group and click align left' that works so I can right click here and bring up the property sheet again and on the format tab you see where it says text align is left I can change that to Center so you can do it from the property sheet as well but let me go back to left here so there we go and then if I want to do it for the customer ID fields here just click on it to select it as a whole and then text align we can do Center in addition to that if I want to change the color to pull emphasis to this column I can do that as well coming up to the font group clicking on the fill color drop-down arrow and - something light doesn't look good but you can do it so go ahead and click undo for whatever reasons you may find one here I'm going to close out of this property sheet now this report was based upon an auto format in other words when you click on the drop down arrows watch in the previous training video you can apply some default colors and font sizes and so forth once you apply it you can make some changes one of the changes I'd like to make is the alternating color for my records right now I have the alternating color of white green white green what if I want white blue or white red or something like that well first of all to make a change I need to select all the records for example when I come up here on the format tab to the font group this button right here when I hover over it the alternate seal I can't do anything until I select all the records and I can do that well one in two ways I can click in the margin here to the left hand side it selects all the records or again let me click off here just to select a column if within one of the columns I click on a border here it will select all the records as well once I haven't selected back in the font group I can click on the alternating fill color arrow and choose a color like something maybe a light blue so instead of white green it's now alternating between white blue white blue next how about some conditional formatting I'm going to look at the customer ID column share their fields and let's say that the customers I want to be able to apply some formatting on those customers between a given range let's say thirty one thousand two hundred and I'm know thirty two thousand six hundred because those are the customers that we added to our database at the time when we were offering huge discounts and I want to be able to later look them up and see if these customers were just a one-hit wonder because of the discounts were they're actually a repeat customer so I'm going to go ahead first of all click on one of these field so it selects all the fields within the column here and then come up here the format tab font group click on the conditional button and the conditions pretty much been set up for me because I want it between numbers I don't want it not between or equal to so between and what are the numbers here again let's do something like 31 202 let's do 31 7 right now there's no formatting applied so I couldn't tell once I apply the condition unless I actually say well if it meets the criteria here make it bold you can see the preview it's bold make it italics underline you could apply colors but as far as the report goes you're not going to see those colors when they print off the only time you're going to see them is in the report view when you actually click within the cell so I recommend sticking to the basics here either bold italics or underlined but we'll go ahead and try a color let's do like green here fills it in click OK see it's not feeling the light green in here in my layout view but it does give me the bold italics and underline so I know these are the clients that were brought on at a time we were offering deep discounts and then when I right-click that and I go to my report view you see how I have it selected here the color pops up green green green down below it doesn't but when I go to print this off right-click to go to print preview now in all my training videos I tell somebody if you're not sure how it's going to look when you print it off always go to the print preview well this is what you see is what you get there's no green here that it does give me the bold the italics and underline so be sure you stick with the basics there if you're going to apply any conditional formatting to your reports Kay go ahead and right click let's go back to the layout view the next thing you want to do is well show you the high duplicate option I'm going to scroll over here to the right and I have my salespeople I have employee 1-10 listed here a couple of times and the high duplicates anytime there is a duplicate well in this case a field one right after another is going to hide all the rest that are underneath it there are duplicates so for this example if I applied high duplicates we have employee 10 employee 10 it would hide the second one and then employee 18 could give me the first one but hide the second one now this one because it's on a different row here it's going to give me employee 10 first of all let me show you how it's done and then I'll show you the second option how to just actually hide all the duplicates and just show one employee 10 for all the records here one employee 18 for all the records that they're tied to here to do that I want to bring up the property sheet I can just right click and go down to properties here on the format tab I want to scroll down to the bottom here and for the that I have selected if you recall let me scroll over sales person or says hi duplicates I'll double click that and change it to yes you can automatically see that it hit the duplicates that are right stacked on top of one another so if there's two of them here hides one of them just shows the other although it doesn't hide all the duplicates and you can see where I'm getting at here because if I go ahead and let me change this back to no and I want to be able to hide all duplicates within this column then they all need to be sorted or grouped together so what I can do is just right click on here and go sort A to Z and then it groups them by sorting the employee 1:10 altogether here and then the twelve well he only sold one here so when I come back over here and I double click and say yes to hide duplicates then it just shows the one within the grouping here and it hide the rest for employee ten employee 18 and employee 30 so truly in order to hide duplicates within a field here you want to make sure that they're sorted so they're all grouped together that may mess up your report especially if you had them originally sorted all by the customer names but in any case we've had decision up to you whatever works best for your reporting purposes here and then finally keep in mind I'm going to close out of the property sheet that you can group fields together so instead of selecting them consistently over time if you're making many changes to select and once group them together then all you have to do is click on one of the fields within that group and it selects the whole group so right click go to design view so if I'm looking like let's say randomly this address and the city shift click select in bold and then to group them together so I don't have to select them both again come up here click on the arrange tab to the control layout and click on the group button once I group them together I can just click off in a blank area and then later on if I need to select them both again all I have to do is click on one of them and it selects both of them then I can do whatever I need to do like if I wanted to design it and maybe fill it in with some color maybe these are the fields that are important that I want people to focus on maybe make them bold here things like that report whew well everything's in bold but nonetheless when you create your reports that look a little bit cleaner than what I have here but at least with some of the options and advanced features that I showed you hopefully some of them you'll get some great use out of thanks for watching hey as a quick reminder if you liked my video please give it a thumbs up you can also click on me and subscribe to my channel get notified of the latest videos and for only $2.00 a month you can have access to all my Microsoft Office training videos

Channel: Kirt Kershaw

Views: 1,674

Rating: 5 out of 5

Keywords: access, 2007, advanced, format, formatting, conditional, report

Id: inKCD0CeupI

Length: 11min 2sec (662 seconds)

Published: Mon Aug 07 2017