life s animal shelter wants to add a report and form to its database to ensure consistency the starting file is provided for you you edit a report that was created based on a query in layout view add a title grouping and totals next add condition

Guided Project 4-3

Life’s Animal Shelter wants to add a report and form to its database. To ensure consistency, the starting file is provided for you. You edit a report that was created based on a query. In Layout view, add a title, grouping, and totals. Next, add conditional formatting to the report, preview the results, and adjust print settings. Finally, you create a split form and adjust control positions on the form.

[Student Learning Outcomes 4.1, 4.5, 4.6, 4.7, 4.8]

File Needed: LifesAnimalShelter-04.accdb (Available from the Start File link.)

Completed Project File Name: [First Name.Last Name]-LifesAnimalShelter-04.accdb

Skills Covered in This Project

  • Modify a report in Layout view.
  • Add grouping and sorting to a report.
  • Add conditional formatting to a report.
  • Add totals to a report.
  • Preview a report.
  • Create a split form.
  • Adjust control positions.
  1. Open the LifesAnimalShelter-04 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 database.
  4. Right-click the PetsWithoutMatchingOwner report and select Layout View to open the report in Layout view.
  5. Change the report to a landscape orientation.
    1. Click the Report Layout Tools Page Setup tab.
    2. Click the Landscape button [Page Layout group].
  6. Adjust the width of the report columns
    1. Select a text box in the Why I’d make a great companion column.
    2. Press and hold Shift and click to select the Why I’d make a great companion label.
    3. Press F4 to open the Property Sheet and click the Format tab if necessary.
    4. Enter 3.2″ in the Width property. You must press Enter or Tab after entering the value so that Access recognizes a changed value.
    5. Enter 7″ in the Left property.
    6. Select a text box in the Color column. Press and hold Shift and click to select the Color label.
    7. Enter 1.5″ in the Width property.
    8. Enter 5.3″ in the Left property.
    9. Set the Width property of the Gender column and label to .6″ and set the Left property to 4.6″.
    10. Set the Width property of the Age column and label to .5″ and set the Left property to 4″.
    11. Set the Width property of the Breed column and label to 1.3″ and set the Left property to 2.5″.
    12. Click a text box in the Breed column to select only the text box and to deselect the Breed label.
    13. Enter .5″ in the Height property.
    14. Set the Width property of the Type column and label to .7″ and set the Left property to 1.7″.
    15. Set the Width property of the Pet Name column and label to .8″ and set the Left property to .8″. The report should look similar to Figure 4-141.
      Layout view of report excerpt displays header, and two records.
      Figure 4-141
      PetsWithoutMatchingOwner report
    16. Save the report.
  7. Edit the header and footer sections.
    1. Click the text box containing the Date.
    2. Enter 7.4″ in the Left property.
    3. Click to select the title label and then click the label again to open the edit mode.
    4. Change the label to Pets Available for Adoption.
    5. Click outside the label to save the changes.
    6. Scroll down to the bottom of the report and select the page number text box.
    7. Enter 9″ in the Left property.
    8. Press F4 to close the Property Sheet.
  8. Add grouping and sorting to the report.
    1. Click the Group & Sort button [Report Layout Tools Design tab, Grouping & Totals group] to open the Group, Sort, and Total pane at the bottom of the report.
    2. Click Add a group in the Group, Sort, and Total pane.
    3. Select the Type field from the Group on select field list.
    4. Click More in the Group, Sort, and Total pane.
      Expanded Group, Sort, and Total pane with pointer on desired option in drop-down list.
      Figure 4-142
      Keep header and first record together on one page option
    5. Select the do not keep group together on one page arrow and then select keep header and first record together on one page (Figure 4-142).
    6. Click Add a sort in the Group, Sort, and Total pane.
    7. Select the ID field from the Sort by select field list.
    8. Close the Group, Sort, and Total pane by clicking the X in the upper-right corner of the Group, Sort, and Total pane. Be careful not to click the Delete symbol inside the pane or you remove the group.
    9. Scroll to the top of the report. The first record should be for “Martin,” Pet ID number 6. Because the grouping uses a stepped layout, the word “Cat” appears in the Type column on the line above Martin.
  9. Add conditional formatting to the report.
    1. Click any cell in the Gender column.
    2. Click the Conditional Formatting button [Report Layout Tools Format tab, Control Formatting group] to open the Conditional Formatting Rules Manager dialog box. Gender displays in the Show formatting rules for box.
    3. Click the New Rule button to open the New Formatting Rule dialog box.
    4. Select the Check values in the current record or use an expression rule type in the Select a rule type box if necessary.
    5. Select equal to as the comparison.
    6. Type M into the value box.
    7. Select bold and choose the Dark Blue font color from the first row of Standard Colors.
      Conditional formatting rule
      Figure 4-143 Conditional formatting rule
    8. Click OK. The completed rule displays in the Conditional Formatting Rules Manager dialog box (Figure 4-143).
    9. Click Apply.
    10. Click OK.
    11. Save the report.
  10. Add totals to the report to count how many of each type of pet is available.
    1. Select a text box in the Pet ID column.
    2. Click the Totals button [Report Layout Tools Design tab, Grouping & Totals group].
    3. Select Count Records. The report updates to show the total at the end of each group and a grand total at the end of the report.
    4. Save the report.
  11. Preview the report.
    1. Select the View button [Report Layout Tools Design tab, Views group] and select Print Preview. The report should look similar to Figure 4-144.
      Report excerpt displays header, two records in detail section, and page number in footer.
      Figure 4-144
      Print Preview of completed report
    2. Click the One Page button [Print Preview tab, Zoom group] if necessary.
    3. Use the navigation arrows to move among pages.
    4. Click the Close Print Preview button.
  12. Close the report.
  13. Create a split form and adjust control positions on the form.
    1. Click to select the Owners table in the Navigation Pane.
      Layout view of Owners split form.  Data about OwnerID 0100 displays in top section while multiple records display in Datasheet view in the bottom section.
      Figure 4-145 Completed split form
    2. Click the More Forms button [Create tab, Forms group] and select Split Form to create a new form. Depending on the width of the Access window, your form may display the fields in two columns in the top half of the form.
    3. Click the Form Layout Tools Arrange tab.
    4. Click the Select Layout button.
    5. Click the Control Padding button.
    6. Select Medium.
    7. Click inside the form to deselect the control layout. The completed form should look similar to Figure 4-145.
    8. Save the form. Accept the suggested form name by clicking OK.
    9. Switch to Form view by clicking the Form View icon in the Status bar.
    10. Use the navigation buttons to move among records.
    11. Close the form.
  14. Close the database.
  15. Upload and save your project file.
  16. Submit project for grading.
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