In addition, placing totals (such as sums or averages) at the end of each group in your report can replace a lot of manual interaction with a calculator. Access makes working with grouped reports easy.
Even if you ’re new to grouped reports, toucan quickly create a simple one by using the following procedure: In the Navigation Pane, select a table or query that contains the records you want on your report.
Access creates a simple tabular report and then displays it in Layout View. In some cases, Access also adds a grand total to the Report Footer section.
After the report is created, toucan use it as-is or modify it to better suit your needs. Before you begin with the Report Wizard, you need to decide upon a data source.
Click the Tables/Queries drop-down list and choose the table or query that contains the fields you want on your report. If there are fields in another table or query that you also want to put on your report, click the Tables/Queries drop-down list again and choose the other table or query, and continue to add fields.
Toucan also use grouping to calculate summary information, such as totals and percentages. You can also remove a grouping level by double-clicking it in the page display on the right side of the dialog box.
Use the arrow buttons to add and remove grouping levels, and adjust the priority of a grouping level by selecting it and clicking the up or down priority buttons. In the previous illustration, records are grouped on the Chippendale field, which is a Date/Time data type.
The Report Wizard offers choices appropriate to the field type in the Grouping intervals list. Thus, because Chippendale is a Date/Time type, you can choose to group by actual value (Normal), Year, Quarter, Month, Week, Day, Hour and Minute.
For a numeric data type, you can choose to group by value (Normal), or by range in selected increments. Toucan sort records by up to four fields, in either ascending or descending order.
Optionally, click the second, third, and fourth drop-down lists to choose additional sort fields. Click Summary Options if you want to summarize any of the numeric fields.
Note that the Summary Options button will only be visible if you have one or more numeric fields in the Detail section your report. Select the check box under your choice of Sum, Avg, Min or Max to include those calculations in the group footer.
In the latter case, totals for each Chippendale value are shown (if you selected the check box for Sum, for example), but the order detail is omitted. You can also choose to show percent of total calculations for sums.
Follow the directions on the remaining pages of the Report Wizard. Toucan use the navigation buttons at the bottom of the preview pane to view the pages of the report sequentially or jump to any page in the report.
If you have an existing report and you want to add sorting or grouping to it, or if you want to modify the report's existing sorting or grouping, this section helps you get started. Toucan perform simple sorting, grouping and totaling operations by right-clicking fields in Layout view and then choosing the operation you want from the shortcut menu.
Note: Although the instructions in this section don't use the Group, Sort, and Total pane directly, it is a good idea to open the pane and observe how it changes as you work. You will get a better idea of what Access is doing and, as you get more comfortable working with the Group, Sort, and Total pane, toucan use it to make additional adjustments to your report.
A grand total is added to the end of the report, and group totals are added to any groups that exist on the report. Access adds a calculated text box control to the report footer, which creates a grand total.
Working in the Group, Sort, and Total pane gives you the most flexibility when you want to add or modify groups, sort orders, or totals options on a report. Access displays the Group, Sort, and Total pane.
A new line is added to the Group, Sort, and Total pane, and a list of available fields is displayed. Toucan click one of these field names or toucan click expression below the list of fields to enter an expression.
Once you choose a field or enter an expression, Access adds the grouping level to the report. In Layout view, the display changes immediately to show the grouping or sort order.
Each sorting or grouping level has a number of options that can be set to obtain the results you want. For a date field, youcangroup by day, week, month, quarter, or toucan enter a custom interval.
Click the Total On drop-down arrow and select the field you want to have summarized. This is used for the column heading and for labeling summary fields in headers and footers.
However, this usually increases the amount of paper needed to print the report, because most pages will have some blank space at the bottom. If a group cannot fit in the remaining space on a page, Access leaves that space blank and begins the group on the next page instead.
If Access determines that there is not enough room for at least one row of data to be printed after the header, the group begins on the following page. To change the priority of a grouping or sorting level, click the row in the Group, Sort, and Total pane and then click the up arrow or the down arrow on the right side of the row.
If you want to show only totals (that is, just the information in header and footer rows), on the Design tab, in the Grouping & Totals group, click Hide Details. Doing this hides the records at the next lower level of grouping, resulting in a much more compact presentation of the summary data.
Toucan by columns or rows you select, to help you better understand the data. Toucan also set reports to automatically display the of data in a column.
In the Project Team Billing report, if yougroupdata by Project Name, then by Username, and then by Year (Entry Date) : For any suitable fields in a report, toucan set the report to automatically calculate an average or sum for all values in that column, or display the minimum or maximum value listed in that column.
The count total will show the number of unique entries that display in that column (for example, the number of unique usernames). Summarized data (for example, the sum or average) displays in a dark gray row at the bottom of the report.
The sum or average for any data groupings you ’ve set up will also display. For example, in the following report, the Time Off Taken (Days) field is set to sum, so the sum of all days taken for all users shows in the bottom row of the report table.
The Formula summary option can be used with report custom columns. So, it will sum each column, then apply the formula, rather than applying the formula to each row, and then generating a sum for the custom column.
This is useful if one of the variables in certain cases when applying the formula to each row first would result in an incorrect summary value. But, in your report, you need to show hours entered against the project each day.
Access enables you to create reports that are grouped on more than one field. For example, you could group a sales report by state, then city.
Click Report Wizard on the Ribbon (from the Creation tab). You can also select a field, then use the > button to move it across to the other pane.
In the left pane, select the table or query that contains the field that the report needs to be grouped by. The right pane will show a preview based on your selection.
In this case, you'll need to go back and add a suitable field for grouping the report. Alternatively, you can modify the report later and choose the grouping field at that time.
Feel free to select each one to see how it affects the layout. For our example, we'll leave the report with a Stepped layout and a Portrait orientation.
You also have the option of either previewing the report or modifying its design once the wizard has finished creating it. In this example, we're using Layout View to change the format of the date.
Layout View makes this kind of thing easier to check, because it displays real data in the fields. Be sure to pay attention to how the alternate colors are rendered (i.e. the ones that Access automatically applies to report).
To remove the alternating colors, select the report Detail section in Design View. Then click Alternate Row Color from the Format tab on the Ribbon, and select No Color from the contextual menu.
To select the grouped field, select Filename Header where Filename is the name of the grouped field. You'll need to do this for each grouped field if you want to remove all alternating backgrounds.
Now that we've removed the alternating background colors, it wouldn't hurt to add a background color to the top level header. To do this, select Filename Header where Filename is the name of the grouped field, then click Shape Fill on the Ribbon (from the Format tab) and choose a color.
You can also use a bold typeface for the grouped field by selecting the field, then clicking the Bold icon in the Ribbon.