Access 2013 Chapter 6: Creating Advanced Queries And Reports

Posted on December 27, 2025

Access 2013 Chapter 6 Creating Advanced Queries And Reports Using Sql

Access 2013 Chapter 6 Creating Advanced Queries And Reports Using SQL Last Updated: 10/29/15 Page 1 USING MICROSOFT ACCESS 2013 Guided Project 6-1 Guided Project 6-1 For this project, you enhance the functionality of the database for a friend’s music collection. Recall that in Guided Project 4-1 you used the Report Wizard to create a report that shows all the songs on each album. For this project, you create an improved report that is grouped by artist and shows all the albums and song details. You also use Design view to create a main report and a subreport and customize the report in Design view to add sections, add and edit controls, and add a running total. Skills Covered in This Project ï‚· Create a main report in Design view. ï‚· Edit a report in Design view. ï‚· Add a group section to a report. ï‚· Add and edit a control in a report. ï‚· Create a subreport using the Report Wizard. ï‚· Add a subreport to a main report. ï‚· Add totals to a subreport. ï‚· Concatenate text data. ï‚· Add totals to a main report 1. Open the MusicDatabase-06.accb database start file. 2. The file will be renamed automatically to include your name. Change the project file name if directed to do so by your instructor. 3. Enable content in the security warning. 4. Build the main report. a. Click the Report Design button [Create tab, Reports group] to open a new report. b. Click the Property Sheet button [Report Design Tools Design tab, Tools group]. c. Click the Format tab. d. Enter 7" in the Width property. e. Click the Data tab. f. Click the drop-down arrow in the Record Source property and select the Album table. g. Click the Add Existing Fields button [Report Design Tools Design tab, Tools group] to open the Field List. h. Add the AlbumName and ArtistName fields into the Detail section. i. Edit the caption of the ArtistName label to read Recording Artist. j. Edit the caption of the AlbumName label to read Album. k. Save the report as SongListingOnAlbumsByArtist. 5. Add a group section to the report. a. If not already open, click the Group & Sort button [Report Design Tools Design tab, Grouping & Totals group] to open the Group, Sort, and Total pane at the bottom of the report. b. Select the Add a group option in the Group, Sort, and Total pane. c. Select the ArtistName field from the field list. d. Click the More button in the Group, Sort, and Total pane to display the available options (Figure 6-100). e. Change the without a footer section option to with a footer section. 6-100 Group, Sort, and Total pane Step 1 Download start file Access 2013 Chapter 6 Creating Advanced Queries and Reports Using SQL Last Updated: 10/29/15 Page 2 USING MICROSOFT ACCESS 2013 Guided Project 6-1 f. Change the do not keep group together on one page option to keep whole group together on one page. g. Close the Group, Sort, and Total pane by clicking the X on the Group, Sort, and Total pane header. Be careful not to click the Delete button inside the pane or you will remove the group. h. Save the changes made to the report. 6. Modify the report. a. Hover your pointer over the bottom edge of the Page Header section until the resize pointer appears, and move the resize pointer up to the Page Header bar to remove the space in the section. b. Right-click inside of the report to open the context menu. c. Select the Report Header/Footer option to add Report Header and Report Footer sections to the report. d. Click inside of the Report Header section. e. If not already open, press F4 to open the Property Sheet. f. On the Format tab, enter .5" in the Height property. g. Click inside of the ArtistName Header section. h. If needed, enter .25" in the Height property. i. Follow the same steps to set the Height property of the ArtistName Footer section and Page Footer section to .25", and the Detail section to 2". j. Add a label control into the Report Header section and type Songs on My Albums into the label. k. Using the options on the Report Design Tools Format tab in the Font group, change the label font to 14 pt and apply bold and italics. l. Select the Page Numbers button [Report Design Tools Design tab, Header/Footer group]. m. Select the Page N of M radio button, the Bottom of Page [Footer] radio button, and a center alignment. n. Click OK. o. Select the ArtistName text box. Press and hold the Shift key and select the Recording Artist label. Both controls should be selected. p. Drag the selected controls into the ArtistName Header section. q. Select the AlbumName text box. Press and hold the Shift key and select the ArtistName text box. Both text boxes should be selected. r. Click on the Format tab of the Property Sheet and select Transparent in the Border Style property. s. Adjust the location and sizes of the label and text box controls so they resemble those shown in Figure 6-101. t. Save and close the report. 6-101 Design view of the main report Access 2013 Chapter 6 Creating Advanced Queries and Reports Using SQL Last Updated: 10/29/15 Page 3 USING MICROSOFT ACCESS 2013 Guided Project . Build the subreport. a. Click the Report Design button [Create tab, Reports group] to create a new report. b. If necessary, press F4 to open the Property Sheet and click the Format tab. c. Type 6" in the Width property. d. Click the Data tab. e. Click the drop-down arrow in the Record Source property and select the Songs table. f. Click the Add Existing Fields button [Report Design Tools Design tab, Tools group] to open the Field List. g. Add the SongTitle and Length fields into the Detail section. The Length text box should be selected. h. Press and hold the Shift key and select the SongTitle text box. i. Click Tabular [Report Design Tools Arrange tab, Table group]. j. Select anywhere in the report to deselect the layout control. k. Select one of the text boxes. l. Press F4 to open the Property Sheet. m. On the Format tab, enter .02" in the Top property. n. Right-click inside of the report to open the context menu. o. Select the Report Header/Footer option to add Report Header and Report Footer sections to the report. p. Select both label controls in the Page Header section. q. Click the Move Up button [Report Design Tools Arrange tab, Move group]. r. Right-click inside of the report to open the context menu. s. Select the Page Header/Footer option to delete the Page Header and Page Footer sections. t. Select one of the label controls. u. Enter .02" in the Top property and .2" in the Height property. v. Click inside of the Report Header section and enter .25" in the Height property. w. Follow the same steps to set the Height property of the Detail and Report Footer sections to .25". The report should be similar to Figure 6-102. x. Save the report as SongsSubreport. y. Close the report. 8. Add the subreport to the main report. a. Open the SongListingOnAlbumsByArtist report in Design view. b. Click the Subform/Subreport button [Report Design Tools Design tab, Controls group]. c. Click in the Detail section of the report, close to the left border, below the Album label. The SubReport Wizard launches. d. Select the Use an existing report or form radio button. The SongsSubreport report should be highlighted in the list. e. Click Next. f. Accept the Choose from a list radio button and select the Show Songs for each record in Album using AlbumID statement. g. Click Next. h. Accept the suggested name for the subreport and click Finish. The subreport is added into the main report. i. Switch to Layout view (Figure ). Verify that the subreport is correctly linked to the main report. j. Save the report. 9. Customize the main report and subreport. a. Switch to Design view. b. Click to select the SongsSubreport label. c. Press Delete. d. Select the subreport. e. On the Format tab of the Property Sheet, select Transparent in the Border Style property. f. Enter 1" in the Left property. g. Save and close the report. 10. Open the SongsSubreport in Design view. a. If necessary, open the Property Sheet and select the Format tab. b. Select both the Length text box and label. c. Enter .5" in the Width property. d. Select both the SongTitle text box and label. e. Enter .2" in the Left property. f. Enter 4.7" in the Width property. g. If necessary, add some space into the Report Footer section. h. Add a text box control to the Report Footer section. i. On the Data tab, press the Build button on the Control Source property. j. Type =Count([SongTitle]) into the Expression Builder and press OK. k. On the Format tab of the Property Sheet, enter .02" in the Top property, .35" in the Width property, and 4.6" in the Left property of the text box. l. Select the label control of that text box. m. On the Format tab of the Property Sheet, type Total number of songs: in the Caption property. n. Enter .02" in the Top property, 1.55" in the Width property, and 3" in the Left property of the label. o. Save and close the report. 11. Open the SongListingOnAlbumsByArtist report in Design view. a. Enter 1.4" in the Height property of the Detail section. b. Add a text box control to the ArtistName Footer section. c. Delete the label control of that text box. d. Select the text box, and on the Data tab press the Build button in the Control Source property. e. Type = "Total number of albums by " & [ArtistName] & ":" into the Expression Builder and press OK. f. On the Format tab, enter .02" in the Top property, 3.3" in the Width property, .7" in the Left property, and Right in the Text Align property. g. Add another text box control to the ArtistName Footer section. h. Delete the label control of that text box. i. Select the text box, and on the Data tab press the Build button in the Control Source property. j. Enter =Count([AlbumName]) into the Expression Builder and press OK. k. On the Format tab, enter .02" in the Top property, .2" in the Width property, 4.1" in the Left property, and Left in the Text Align property. l. Enter .25" in the Height property of the ArtistName Footer section. m. Save the report. 6-103 Layout view of the main report after adding the subreport Access 2013 Chapter 6 Creating Advanced Queries and Reports Using SQL Last Updated: 10/29/15 Page 5 USING MICROSOFT ACCESS 2013 Guided Project 6-1 n. Switch to Print Preview view. The completed report should look similar to Figure 6-104. o. Navigate to page 2 and then 3 of the report. Notice how Carrie Underwood’s data starts on the top of page 3 instead of at the bottom of page 2. This is because keep the whole group together on one page is selected in the grouping options. p. Navigate to page 4 of the report. Christina Aguilera is the first artist who has more than one album. Notice how her name appears only once, at the top of all of her albums. This is because ArtistName is the grouping header. Don’t confuse the name of her second album, Christina Aguilera, with the ArtistName grouping header. q. Press the Close Print Preview button. r. Close the report. 12. Close the database. 13. Upload and save your file. 14. Submit project for grading. Step 2 Upload & Save Step 3 Grade my Project 6-104 Print Preview of the completed report