Access makes it easy to generate reports. To read the results, you need to understand how Access breaks down the report and how to best use the available controls to work with your data.
Being able to generate an Access report is only half of the work. Once you have the report, you must be able to understand it. This can be difficult the first time or two you look at a report. The report comes with several sections and controls.
To get the most information from your reports, you need to know what you are reviewing. It will help you with a diverse range of decisions. It can help you figure out how many customers you have for certain products and services. Check your data for completeness. Review current information to see if you need Access db recovery services.
Your data tells you a lot. Here’s what you need to know to understand the data.
Most of the report sections will be relatively easy to understand without an explanation. However, there are a few things that are not as clear. When a tech person talks about these different sections, here’s what you need to know to understand what that person is saying.
- Report Header – This is the text that displays at the top of the report. It shows just one time. You can think of it as the title page of a Word report.
- Page Header – This appears at the top of each page. It is the text that appears in the header section of a Word document.
- Group Header – Each new section of data has a group header. It’s similar to the different headings of a Word report, like chapters.
- Detail – A section corresponding to each row of data that appears in the record source. They make up the majority of a report.
- Group Footer – The group footer appears at the end of each section. There is always a corresponding group header and footer. It provides summary details for the section.
- Page Footer – Like the page header, the page footer appears at the end of every page.
- Report Footer – Similar to the report header, the report footer only displays once – at the end of the report. It provides summary data for all of the data in the report.
Now that you understand the different sections, you need to learn about the controls. Most of the controls relate to a different section of the report.
The report is what you review. The controls are what let you modify the way the report looks for better analysis.
- Bound Control – The control for the data source is either a table or query. These are used to show values from the fields you specify. Bound controls can be any kind of value, whether text, numbers, pictures, or something else entirely. Whatever your tables and queries contain is part of your bound control. Text boxes are the most popular type of bound control.
- Unbound Control – The control that does not have source information. These are things that are specific to the report, such as the title or a graph that does not exist in the source information.
- Calculated Control – The source for calculated controls is within the database, but it is pulled as an expression instead of the value as it exists in the table or query. Easily the most complicated, the calculated control combines operations to return data. For example, if you add data from tables, the resulted is a calculated control.
Victor Ren is a data recovery expert in DataNumen, Inc., which is the world leader in data recovery technologies, including repair xls file damage and word recovery software products. For more information visit www.datanumen.com
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