New Report Design Tools Tab/Ribbon in Access 2007

In addition to the change to the Design View, you will see that the Home Tab/Ribbon is replaced by a Report Design View Tab/Ribbon.  In previous versions of Access, small menu windows would open for Design View.  These have now been placed in the Tab/Ribbon you see below.

We enlarged a part of this Tab/Ribbon so you can see that the Tab/Ribbon Groups – Grouping & Totals, Gridlines and Controls have replaced the “old” menu boxes.

When you become more comfortable with Access Reports, you’ll find that these tools come in quite handy.

Now, about the areas you saw in the Design View on the last page……

First:               Notice, to the left, in the light blue part of the screen, it indicates: Report Header, Page Header, State Header, Detail, State Footer, Page Footer and Report Footer (see arrows on the last page).

Report Header:          If something shows here, it will only be shown on the first page of the report.

Page Header:             If something shows here, it will show on each page of the report at the top of each column.

State Header              This “sets-off” the State Grouping.

State Footer               This “ends” the State Grouping.

 

Detail:                         These are the field names from our database.  Access will “pull” the data for the individual fields from our database records.

These are the database fields themselves.  The fields print each time there is a person in the database.  This field information is drawn from the database.  As you enter more people in the database and run the report again, more people will be shown.  The “size” of the box you see on the screen was created when we created the field sizes.

 

Page Footer:               This is what shows at the bottom of each page.

Report Footer:           This is what shows only on the last page of the report.

Also note, the lower right corners of the State

and Report Footer area boxes indicate:

= SUM([Salary]).  This is a calculation box the Wizard created.  This is what gave you the calculations for your average and the sum of the salaries in the State area and the grand total of all salaries in the Footer area.

Enlarging the Salary, Sum and Average “boxes”

 

On Pages 43 and 44 we saw that the Salary, Sum and Average numbers were “cut off.”  We’ll now show you how to widen the boxes so you can see “all the numbers.”

In Design View, click on the Salary box in the Detail area.  The border around the box will turn orange.  Carefully move your cursor over the right side of the box – you will see a two-headed arrow – your Detail area should now look like the image below.

When you see the two-headed arrow, click and HOLD DOWN the LEFT mouse button and move your cursor slowly to the right.  You will see the Salary box get larger – as well as the Salary area in the Report Header.  Take your finger off the left mouse button.  Your Salary box and Salary Header should now look similar to the image on the right.  If you have not made the area large enough, or too large, you can return to the Design View and adjust as need be.

Now move to the State Footer area and do the same for the Sum box.

And, then the Average box.

Click a Print Preview button (like you did at the top of  Page 44).  You should now see “all” of your numbers.

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