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Figure 19-33. Business Contact Manager includes several reports for analyzing information in your database.
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The report window shows the rst page of the report. You can scroll through the report using the scrollbars or sort the report using the ascending or descending sort button on the toolbar to change the order of information displayed.
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Modifying Reports
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You can modify reports to change the way they appear or change the information displayed in them. For example, you might want to make relatively minor changes, such as changing the report title, adding other information to the header, or turning off page numbers. Or you might want to make more extensive changes, such as changing which columns of information are displayed in the report. Click the Modify Report button on the toolbar to open the Report dialog box shown in Figure 19-34. The toolbar contains several options that control the information that appears in the report, such as the Filter Report, Modify Report, and sort order buttons. You can also use the results of the report to start a marketing campaign by clicking one of the Open Marketing Campaign buttons. The Modify Report pane provides the following options to control which information is displayed:
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Columns This option enables you to select the speci c columns of information
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that is shown in the report.
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Fonts And Numbers You can select the fonts used for Column Labels, Row La-
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bels, Report Body text, Subtotal, and Total.
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Creating Reports
Figure 19-34. Use the Modify Report options to control the information included on a report.
Filtering Reports
You can lter the reports to change which of the possible range of items are displayed in the report. For example, assume that you open the Business Contacts By State/Province report and want to view the entries that have a Contact Status of Active. To lter the report based on this criterion (or any other criteria), select the Filter Report button on the report toolbar, and clear the Inactive check box under Contact Status (see Figure 19-35). The Simple Filter tab provides a number of additional prede ned lters, such as which items to include, payment status, rating, source of lead, and to whom it is assigned. For more detailed speci cation of a lter based on elds and criteria you select, click the Advanced Filter tab. To preview the effect of your lter, click the Review Results tab.
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Header And Footer This option enables you to control what information is displayed in the headers and footers in the report. You can set the Company Name, Company URL, Report Title, Subtitle, Filter Text, Date Created, Notes, and Footer; and you can select the font for each of these items.
19 Using Microsoft Business Contact Manager
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Figure 19-35. Use the Filter option on the toolbar to lter the report.
To further re ne the ltering of report information, you can use the Advanced Filter tab (see Figure 19-36) to select which records are included in the report and to set up lters that include or exclude information. The capability to lter the report is an important tool to tailor the information included in the report. You ll nd that setting lters is easy, particularly if you have used the lter capabilities in Outlook 2007 views, which are similar.
Figure 19-36. Use the Advanced Filter tab to include or exclude records in the report.
Creating Reports
Note
You can use AND or OR logic for a lter condition. Choose AND when you want the condition to apply in addition to the previous conditions; for example, to display contacts with names that start with B and who are located in Texas. Use OR to display contacts with names that start with B or who live in Texas. In this example, if you used the OR logic, a contact would appear in the report if the last name started with B, or lived in Texas, or both.
The following example lters the business contacts to include only those contacts with last names that start with B and a home state of TX. 1. Choose Business Contact Manager, Reports, Business Contacts, Quick Business Contacts List to create a phone list report. 2. In the report window, click Filter Report on the toolbar, and then click the Advanced Filter tab. 3. In the Field Name drop-down list, select Last Name, choose Begins With from the Comparison drop-down list, and enter B in the Compare To text box. 4. Accept the logical operator AND; in the second row Field Name list, choose Home State/Province. In the Comparison drop-down list choose Equals, and then enter TX in the Compare To text box. 5. Click OK to refresh the report based on the new lter criteria.
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