How to: Create a grouped report with totals using Report Wizard.
Solution:
Click the 'Report' tab in the Database window, and click 'New'. Select 'Report Wizard', and select the desired table or query.
NOTE: If the Database window is not active, activate the Database window.
1) Click the 'Reports' tab in the Database window.
Reports tab
2) Click 'New'. (The New Report dialog box appears.)
3) Select 'Report Wizard' from the list box. (A description of the Report Wizard appears in the left side of the New Report dialog box.)
4) Select the table or query that contains the data to base the report:
a) Click on the down arrow to the right of the 'Choose the table or query where the object's data comes from' drop-down list box. (The drop-down list appears.)
b) Click on the desired table or query from the drop-down list. (The selected list appears in the list box.)
NOTE: Use the scroll bar for more selections, if necessary.
5) Click 'OK'. (The Report Wizard dialog box appears with the selected field of the table or query listed.)
The New Report dialog box using the Report Wizard
6) (Optional) If the desired table or query needs to be changed, select a different table or query from the 'Tables/Queries' drop-down list box.
NOTE: Use the scroll bar for more selections, if necessary.
7) Select the desired field from the 'Available Field' list box. (The field name is highlighted.)
8) Click the '>' button. (The selected field moves from the Available Fields list box to the Selected Fields list box.)
Select Table/Queries from the Report Wizard
NOTE 1: Only one field can be moved at a time using the '>' button.
NOTE 2: The field can only appear on either the 'Available Fields' text box or the 'Selected Fields' text box.
9) Repeat steps 7) and 8) to move as many fields as desired.
NOTE: Click the '<' button to move back a field from the 'Selected Fields' list box.
10) (Optional) Click the '>>' button to move all the fields from the 'Available Fields' list box to the 'Selected Fields' list box.
NOTE: Click the '<<' button to move back all the fields from the 'Selected Fields' list box to the 'Available Fields' list box.
11) Click 'Next'.
12) Group the fields as desired:
WARNING: Do NOT group the field(s) for which a summary is desired. In other words, the field needing to be totaled cannot be selected and moved during this step.
a) Click on the field in the list box located to the left of the Report Wizard dialog box. (The field highlights.)
b) Click the '>' button. (The field moves into a separate rectangle in the page-like report preview.)
NOTE 1: Up to four fields can be grouped.
NOTE 2: Notice that the fields are also located in the page-like report, and the selected field moves out of the group of fields into a rectangle located above the page-like report.
13) Set the priority of the group, or the order in which the group will be located in the final document:
NOTE: If only one field is grouped, the 'Priority' button will be dimmed, and this step will not applicable.
a) Select the group from the page-like report. (The group appears bold.)
b) Do one of the following:
1] Click the 'Priority' button pointing up to move the selected group up.
2] Click the 'Priority' button pointing down to move the selected group down.
14) (Optional) Set the grouping options:
a) Click 'Grouping Options'. (The Grouping Intervals dialog box appears.)
b) To change 'Group-level fields' listed:
1] Select the 'Grouping intervals' drop-down list box.
2] For text group-level fields, select '1st Letter', '2 Initial Letters', '3 Initial Letters', and so on.
3] For numerical group-level fields, select '10s', '50s', '100s', and so on.
4] Click 'OK'.
Grouped Interval dialog box
15) Click 'Next'.
16) Select the order in which the fields are to be sorted:
a) Select the desired field from the '1' drop-down list box.
b) Click the 'A-Z' toggle button to the right of the drop-down list box to change the sort order from A-Z (ascending) to Z-A (descending) or back again.
c) (Optional) Repeat steps 16)a)-16)b) for the '2'-'4' drop-down list boxes.
NOTE: Up to four fields ONLY can be sorted within a record.
Report Wizard dialog box for sorting order
17) To create a summary on fields which are able to be summarized, click the 'Summary Options...' button. (The Summary Options dialog box appears with only fields that can be summarized.)
NOTE: The 'Summary Options' button will ONLY be visible if a field is previously defined as a number or currency field.
a) Select as many as desired:
1] Select the 'Sum' check box for the desired field to calculate the sum.
2] Select the 'Avg' check box for the desired field to calculate the average.
3] Select the 'Min' check box for the desired field to calculate the minimal number.
4] Select the 'Max' check box for the desired field to calculate the maximum number.
b) Depending on how the summary options should be presented in the report, do one of the following:
1] Select the 'Detail and Summary' radio button to show both the details and the summary of the fields.
2] Select the 'Summary Only' radio button to show JUST the summary of the fields.
c) Select the 'Calculate percent of totals for sums' check box.
d) Click 'OK'.
18) (Optional) To build the report now that the summary information is included, click the 'Finish' button. (The report appears after a few seconds with the summary information included in report Print Preview.)
NOTE: The Report Wizard information which will not be built includes: report layout, report style, and a report title (the report can be titled when saving the report).
19) Click 'Next'.
20) Make the desired changes for the layout of the report:
a) Select the desired radio button for the report layout. (A preview of the report appears to the left of the radio buttons.)
b) Select the desired radio button for the page orientation in 'Orientation' group. (The page icon in the Orientation group displays a page orientation example.)
c) Select the 'Adjust the field width so all fields fit on a page' check box in order to fit all fields on one page. (No example or preview is available.)
WARNING: The fields will not be readable in the case of some reports depending on the amount of fields chosen for the report and the length of the field.
Select the report layout.
21) Click 'Next'.
22) Select the style of the printed reports.
Report Wizard dialog box for the report style
23) Click 'Next'.
24) Type a title for the report in the 'What title do you want for your report' box.
NOTE: If a title is not typed, the name of the table or query used to create the report will default to the title of the report.
25) Select the 'Preview the report' radio button to view the report or type data.
NOTE: To modify the report's design, select the 'Modify the report's design' radio button.
Report Wizard dialog box - final
26) Click 'Finish'. (The new report appears.)
NOTE 1: The new report is saved in the 'Reports' tab of the Database window.
NOTE 2: If the resulting report is not correct, it can be changed in the Design view.
