After you have added information to the census database, you may want to report on some aspect of the data you've collected. Reports let you customize the display of information from the database. You can select the data you want to include and then select the report layout from a variety of design and format options. You can insert pictures, add headers, footers, and page numbers, group the information, and change the background colors, among other things.

CREATE A NEW REPORT

When you design your first report, use the Report Wizard. The Report Wizard asks you a series of questions to help you design the data exactly as you want. After you have created the report, you can open it in Design view to modify its structure.

1. From the list of objects in the Student Census database window, click Reports.

2. Double-click Create report by using wizard.

3. Select the table for which you want to create a report from the Tables/Queries drop-down list and then double-click the fields in the Available Fields list to add them to the Selected Fields box. Click Next.

4. If you want to prioritize the fields, add grouping levels to your report. Do this by clicking a field and then clicking the right arrow to position it at the top of the list. You can select up to four fields to appear at the top of your report.

5. To rearrange the grouping, use the up and down Priority arrows to move fields. When you have grouped the fields according to your preferences, click Next.

6. To order the values in a particular field, select the field from the drop-down list by clicking the arrow in the box and then click Ascending or Descending. You can sort records in up to four fields. After you indicate the sort preferences, click Next.

7. Select a Layout style from the list of options and then click Next.

8. Select a report style and then click Next.

9. Type the title you want to appear on the report. The title will also be the file name for the report.

10. Make sure Preview the Report is selected and then click Finish. The report appears in Print Preview after you click Finish.

INSERT A PICTURE IN A REPORT

If you like, you can enhance the appearance of your report by adding a picture or a hyperlink. To insert objects into a report, you must open it in Design view.

Click The Image To Enlarge It

Click The Image To Enlarge It

1. In Design view, click the section of the report where you want to insert a picture.

2. On the Insert menu click Picture.

3. From the drop-down list in the Insert Picture dialog box, select the folder containing the picture. Then double-click the file you want to insert.

4. Click OK. The picture is inserted into the selected area of the report.

Follow this same process for inserting hyperlinks, except click Hyperlink instead of Picture on the Insert menu.

Adjust The Position Of The Picture

1. Position the pointer over the picture until the pointer changes into a hand.

2. To move the picture, click and drag it. Use the horizontal and vertical rulers to align the picture.

3. Select Print Preview from the drop-down menu in the left corner to preview the report with the picture in it.

4. When you are satisfied with the position of the picture, save and close the report.

To learn more about customizing a report, open the report in Design view then click Toolbox. Experiment with the buttons in the toolbox to see what you can do.