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Fields in the qryXmplRptReservationsByDay Query
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EmpName: tblEmployees.LastName & ", " & tblEmployees.FirstName & (" "+tblEmployees.MiddleName) ReservationID FacilityName RoomNumber DateValue CheckInDate CheckOutDate TotalCharge
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tblReservations tblFacilities tblReservations ztblDates tblReservations tblReservations tblReservations Between #4/1/2003# And #6/30/2003# <= [ztblDates].[DateValue] >[ztblDates].[DateValue]
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Your Query window should look similar to the one shown in Figure 16-1. You might be wondering why the query has a criterion to limit the range of dates returned from the ztblDates table. The sample database contains reservations from March 12, 2003, through October 29, 2003 (296 records). Although you could certainly create a report that includes all reservations, a user is typically going to want to look at records only for a specific date span. (For example, the housekeeping department might be interested in seeing this report only for the next few days or week.) Also, because the ztblDates table contains more than 16,000 rows, this query could take up to a minute to run or more on a slow machine unless you filter the rows. In 23, Automating Your Application with Visual Basic,
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Part 3: Creating Forms and Reports in a Desktop Application
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Advanced Report Design you ll learn how to provide the user with a custom date range dialog box to limit the records. For this example, the query includes a filter to limit the rows to the second quarter of 2003.
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F16QQ01
Figure 16-1. The qryXmplRptReservationsByDay query for the Facility Occupancy by Date report.
You can either save your query as qryMyRptReservationsByDay and select it in the Database window, or select the qryXmplRptReservationsByDay query in the Database window to follow along in the next section.
Creating the Basic Facility Occupancy by Date Report
For many reports, building the source query is the most difficult step. Once you have the data you need and understand the grouping options and properties you can set, building the report is easy. I actually like to use the Report Wizard to get a jump-start on laying out my reports. The wizard works especially well when the record source contains 10 or fewer fields. To start designing the Facility Occupancy by Date report, select the query in the Database window, choose Report from the New Object toolbar button, click Report Wizard in the New Report dialog box, and click OK. Build the basic report by taking the following steps:
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1 In the first window of the wizard, choose the FacilityName, DateValue, RoomNumber,
and EmpName fields and click Next.
2 In the second window, the wizard suggests grouping the report by the RoomNumber
field. However, you need to define custom sorting and grouping later, so click the left arrow to undo that selection, and then click Next.
3 In the next window, the wizard offers to sort the information for you. You can ask the
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wizard to establish some of the sorting and grouping settings you need by asking for an ascending sort on FacilityName, DateValue, and RoomNumber. Click Next.
4 Because you didn t ask the wizard to create any groups, the wizard suggests a Tabular
layout, and this is just fine. Be sure that Orientation is set to Portrait and the Adjust the field width so all fields fit on a page option is selected. Click Next. 557
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Part 3: Creating Forms and Reports in a Desktop Application
Microsoft Office Access 2003 Inside Out
5 All the reports in this application use the Bold style. Choose that style and click Next. 6 In the final window of the wizard, enter Facility Occupancy By Date 2nd Quarter
2003 as the report title, select the Modify the report s design option, and click Finish to create your report. The report the wizard built should look like that shown in Figure 16-2.
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F16QQ02
Figure 16-2. The initial Facility Occupancy By Date report created by the Report Wizard.
The wizard always places the report title label in the Report Header section, but that appears only once on the first page of the report. Especially when the report is likely to contain many pages, I like to see the report title repeated at the top of each page so that the subject of the report is clear throughout. You can move the report title from the Report Header section to the Page Header section. To do this, follow these steps:
1 Expand the bottom of the Page Header section about 0.5 inch. 2 Select all the label controls and the line control in the page header. (You can do this by
clicking and dragging along the vertical ruler to the left of these controls.) Use the Down Arrow key to move the controls down to provide some space for the label from the Report Header section. If you use the Down Arrow key, you don t have to worry about the labels becoming vertically misaligned from the text box controls in the Detail section. (Caution: If you hold down the Down Arrow key, Access moves your selected controls down into the Detail section when they hit the bottom margin of the Page Header section.)
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