Unit of Competence: - Operate Database Application
Module Title: - Operating Database Application
LG Code: EIS ITS2 M04 1019 LO3-LG12
TTLM Code: EIS ITS2 TTLM 1019 V1
LO 3: Create database Report
Designing reports in a logical sequence
Information Sheet-1
• What is a report? A report is an object in
Microsoft Access that is used to display and print
your data in an organized manner. Reports
provide a means of organizing and summarizing
data. Reports are often used to present an
overview highlighting main points and trends. A
report can be a simple list, a status report or a
monthly production report. A report is made from
the data available
Types of lay out
Tabular layout A tabular layout is similar to a spreadsheet. Labels are
across the top, and the data is aligned in columns below the labels.
Tabular refers to the table-like appearance of the data. This is the type of
report that Access creates when you click Report in the Reports group of
the Create tab. The tabular layout is a good one to use if your report has a
relatively small number of fields that you want to display in a simple list
format. The following illustration shows an employee report that was
created by using a tabular layout.
Stacked layout A stacked layout resembles a form that you fill out when
you open a bank account or make a purchase from an online retailer.
Each piece of data is labeled, and the fields are stacked on top of each
other. This layout is good for reports that contain too many fields to display
in a tabular format — that is, the width of the columns would exceed the
width of the report. The following illustration shows an employee report
that was created by using a stacked layout.
Mixed layout You can mix elements of tabular and stacked layouts. For
example, for each record, you can arrange some of the fields in a
horizontal row at the top of the Detail section and arrange other fields from
the same record in one or more stacked layouts beneath the top row. The
following illustration shows an employee report that was created by using
a mixed layout. The ID, Last Name, and First Name fields are arranged in
a tabular control layout, and the Job Title and Business Phone fields are
arranged in a stacked layout. In this example, gridlines are used to
provide a visual separation of fields for each employee.
Justified layout If you use the Report Wizard to create your report, you
can choose to use a justified layout. This layout uses the full width of the
page to display the records as compactly as possible. Of course, you can
achieve the same results without using the Report Wizard, but it can be a
painstaking process to align the fields exactly. The following illustration
shows an employee report that was created by using the Report Wizard's
justified layout.
• Creating Reports using a wizard Creation of a
report by using a wizard is a fastest and easy way
to create a report by following the series of steps
and choosing a pre-defined template for your
report.
• Creating Reports using design view Creation of a
report by design view is a user customized way
setting-up your report so to meet the users
desired output and format.
Information Sheet 2
Modifying Report
• Understand Layout view
• Layout view is the most intuitive view to use for report modification,
and can be used for nearly all the changes you would want to make
to a report in Access. In Layout view, the report is actually running,
so you can see your data much as it will appear when printed.
However, you can also make changes to the report design in this
view. Because you can see the data while you are modifying the
report, it's a very useful view for setting column widths, add
grouping levels, or performing almost any other task that affects the
appearance and readability of the report. The following illustration
shows a Customer Phone Book report in Layout view.
• The report you see in Layout view does not look not exactly the
same as the printed report. For example, there are no page breaks in
Layout view. Also, if you have used Page Setup for format your report
with columns, the columns are not displayed in Layout view.
However, Layout view gives you a very close approximation of the
• Understand Design view
• Design view gives you a more detailed view of the
structure of your report. You can see the header and
footer bands for the report, page, and groups. The
report is not actually running in Design view, so you
cannot see the underlying data while working;
however, there are certain tasks you can perform
more easily in Design view than in Layout view. You
can:
Fig.2.1 design view
Information Sheet 3
Distributing Report
– Introduction
• Report is adocument containing informationorganized in a narrative, graphic, or
tabularform, prepared on ad hoc, periodic, recurring, regular, or as required
basis. Reports may refer to specific periods, events, occurrences, or subjects,
and may be communicated or presented in oral or written form. Liberate your
Access reports and distribute them far and wide. For example, email them to
one or more users, export them to SharePoint document libraries, and archive
them on network folders.
• When you distribute an Access report, you create a static report of data at a
certain moment in time, such as daily, weekly, or monthly. By doing so, you have
a single point of truth that information workers can use to make good business
decisions, answer questions, find alternatives, determine best plans, evaluate
risks, and improve quality. The term "business representative" is often used as a
general reference for sales professionals, customer service professionals or
anyone serving as an interface between customers and a company However, this
term has a very specific meaning and application in the business world.
Methods to distribute report
Personalized emails: Segment your email list down to
the exact audience that would benefit most from your
piece of content. Write a custom email to each of these
audience members to add a level of personalization to
your message. Explain what the content is, and why you
think he or she will enjoy it..
Guest posting: Write an article that discusses -- in a non-
promotional way -- the key findings or points within your
content, and send it to the editor of an online publication
that reaches your target audience. But be strategic about
it. Make sure the publication not only helps you achieve
your own reach goals, but also, has something to gain by
sharing your insights, from your particular brand
• Follow-up emails: Encourage your sales team to include a
link to your content in their follow-up emails to prospective
clients, to answer their questions and position your company
as a resource they can trust. Note: This tactic works best
when the content you create is educational and addresses
specific questions or concerns your leads have -- and is
actionable enough for them to immediately apply it to their
own plans or strategies.
• Lead interviews: Work with your sales reps to identify
prospective clients you can interview for your content.
Include a quote in your content, and share it with them once
it's published. Not only can that keep your leads engaged
over time, but they'll appreciate the opportunity to be
featured -- and you benefit from the additional exposure to
their networks when the content is shared with that
audience.
• Proposal references: The best proposals are often
supported with relevant data that corroborates the
solutions you’re suggesting to a prospect. And while we
suggest citing a variety of authentic, reliable sources --
otherwise, you might look biased -- referencing your
own research content can be effective. Not only is it
another way to distribute your work, but also, it
illustrates the time and thought your company has
invested in this school of thought.
• That said, some prospective clients like proposals to be
brief. In these cases, if you preemptively anticipate
additional questions, you can amend your proposal with
a link to the content as a source of further reading and
information.
o Client drip campaigns
If your content is related to your clients’
respective industries, or products and
services, sharing it with them can enhance
your collaborations and further nurture that
relationship. Remember, it’s called client
retention for a reason
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