Office Software

Present specific fields in a grouped report by sum The ‘sum’ function will add together all the records in a specified field. Therefore, the sum function can only be applied to numerical fields. Reports allow you to present fields as a sum without having to create a query to include the function. An accounts database…

Present specific fields in a grouped report For this section, create a new table to display salary and another to display bonuses. This data will require a grouped report to display correctly as there are multiple entries for employee-ID. Next, we need to create a relationship, in the main window, click ‘Relationships’ from the ‘Tools’…

Either create a new report through the wizard or edit an existing report in Report Design View. To group fields, click on the ‘Sorting and Grouping’ icon on the toolbar. Grouping fields will stop information from being duplicated, for instance if the same person has a home and mobile number stored in the database. Select…

Create and name a report based on a table or query Begin by clicking ‘Reports’ in the Database area of the main window, then click ‘Use Wizard to Create Report’ from the Tasks area. In the Report Wizard window, select the desired table or query from the drop down menu. Select the fields that you…

Understand that a report is used to print from a table or query Reports are used to extract data from a table or query, by exporting to a printable text file. It can be saved and run again if more reports are created or data is modified. Because database reports simplify and filter the records…

Use a form to insert new records To insert a new record, click the ‘New Record’ icon on the form navigation toolbar. You can enter the data straight into the field boxes on the form. Note that if you have set the ID to an integer in the table, this will generate the value automatically…

The simplest way to create a new form is to use the ‘Wizard’. Click the ‘Forms’ section in the Database area of the main window and select ‘Use Wizard to Create Form’ from the Tasks area. Use the drop-down menu to choose the table you want to display. Select the fields you want to display…

Understand that a form is used to display and maintain records. Forms display records one at a time in a format that can be customized. Rather than reading the data from a table, it can be laid out in a way to suit your needs. Forms provide a way for users of the database to…

Edit a query: add, modify, remove criteria Click the criteria you want to modify or remove, highlight it then press delete to remove or type to modify it. To add criteria in another field, simply click on the Criterion cell under the field name and type the criteria. To remove a field, right click the…

Add criteria to a query using ‘NOT’ logical operator From the Queries area of the main window, right click the query and click ‘Edit’. In the Criterion row, add criteria that uses the ‘NOT’ logical operator, e.g. in Description field type “NOT=‘Home’”. This will return any data that has a description not equal to Home,…