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Calculated Totals And Fields Show As
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Export to Microsoft Exports your PivotTable in XML format to an HTML (.htm, .html) file Excel and opens it in Microsoft Excel. Field List Properties Opens or closes the PivotTable field list. Opens or closes the Properties window.
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Part 2: Building a Microsoft Access Desktop Application
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Building Complex Queries You re going to need some total calculations for your PivotTable. Click anywhere in the Reservation ID column, click the AutoCalc button to drop down the list of available functions, and select Count. Click anywhere in the DailyCharge column, click the AutoCalc button, and select Sum. Click the Daily Charge column heading and then click the Hide Details button to show only totals. Your PivotTable should now look like Figure 8-58. (I closed the PivotTable field list to show you more of the PivotTable.)
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Figure 8-58. Adding two totals calculations and hiding all the details.
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Figure 8-59. The Properties window for a field in a PivotTable.
As you can see, you can modify the text format on the first tab. You can also drop down the Select combo box to choose any other element you have defined thus far. The Properties window changes depending on the type of element you choose. Click the Captions tab and 331
Part 2: Building a Microsoft Access Desktop Application
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There are literally hundreds of properties you can set in a PivotTable. Let s change the captions of the two totals fields to something more meaningful. Click on the Count Of Reservation ID field and then click the Properties button on the toolbar to open the Properties window as shown in Figure 8-59.
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Part 1: Part Title
Microsoft Office Access 2003 Inside Out change the caption to Room Days. Go back to the Format tab, choose Sum of Daily Charge (Total) from the Select box, click the Captions tab again, and change the caption to Revenue. You could spend a couple of days playing around in this PivotTable to see what else you can do. One last thing we might want to do before turning this into a PivotChart is to actually pivot the table. You do that by grabbing the fields in the column area and moving them to the row area and vice-versa. I decided I d rather see details about departments first, then facility usage within department, so I placed Department to the left of FacilityName when I moved the fields. You can see the final result in Figure 8-60.
Part 2: Building a Microsoft Access Desktop Application
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Figure 8-60. A pivoted PivotTable showing only totals.
If you switch to Design view, you can open the Properties window for the query and set the Default View property to PivotTable. I saved this query as qxmplReservationByDayPT in the sample database. You should save this query under a new name so that you can start fresh building a PivotChart in the next section.
Designing a PivotChart
Designing a PivotChart is almost as easy as building a PivotTable. You will most likely use PivotCharts in reports (as an embedded subform) and in data access pages, but you can also create a PivotChart view of a table, query, or form. As mentioned earlier when discussing PivotTables, you most often need to start with a query to pull together the information you need. To start building a new PivotChart from scratch, open the qxmplReservationsByDay sample query again and switch to PivotChart view. You can see the PivotChart design window in Figure 8-61.
Part 1: Part Title
Building Complex Queries
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Figure 8-61. Beginning to design a PivotChart on a query.
Notice that the filter area is still near the top left corner of the window. However, the area for data fields is now along the top of the gray chart drawing area in the center. Drop fields that you want to use for data points along the bottom axis in the bottom left corner. Drop fields that you want to use for the vertical axis on the right center area. To begin designing your PivotChart, expand DateValue By Month in the field list and drag and drop Months onto the Drop Category Fields Here area. Next, drag and drop Department onto the Drop Series Fields Here area on the right. Tip You can switch directly into PivotChart view from the Design view or Datasheet view of any query. If you haven t previously defined the PivotTable, you can still create your chart by dragging and dropping fields from the field list. Keep in mind that any change you make in PivotChart view also changes what you see in PivotTable view. If you want to keep separate PivotTable and PivotChart views, you should save two versions of your query. We don t have anything charted yet, so drag the DailyCharge field from the field list to the Data Fields area along the top of the chart. Notice that the chart assumes we want to Sum the field. If you had added the ReservationID field, you would have to click on the Sum of Reservation ID field, click the AutoCalc button, and change the calculation to Count. Your PivotChart should now look like Figure 8-62 on the next page. This doesn t look all that informative yet, but we re starting to make some progress. It would be nice to add a title, a legend (a description of each of the colored bars), and a vertical axis with some values. You might also want to display the actual value of each bar at the top of it. Let s get started. First, open the Properties window (click the Properties button on the toolbar) and choose Chart Workspace in the Select box on the General tab as shown in Figure 8-63 on the next page. (Notice as you go through this exercise that the tabs available in the Properties window change as you select different objects on your PivotChart.)
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