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Using the Report Wizard
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from the Internet Explorer version 30 and later or from any application that supports ActiveX controls
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NOTE While you need Access 2003 to create a report snapshot, the recipients don t need it to view
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the snapshot They need only a combination of the Snapshot Viewer and another program, such as Windows Explorer, a web browser, or an e-mail program, such as Microsoft Exchange or Microsoft Outlook
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Creating a Report Snapshot
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To create a report snapshot from an existing report, do the following: 1 Select the name of the report in the database window and choose File | Export 2 The Export Report As dialog box opens (see Figure 13-10) where you choose Snapshot Format in the Save as type box 3 If you don t want to use the same name as the Access report, choose the drive and folder to export to in the Save in box and enter the file name in the File name box 4 Check Autostart and click Export The Snapshot Viewer automatically starts and displays a preview of the report snapshot The new report snapshot inherits any current sort order and filter settings in the underlying recordset
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FIGURE 13-10
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Exporting a report as a report snapshot
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Viewing the Report Snapshot
The Snapshot Viewer window (see Figure 13-11) has a standard menu bar with commonly used File, View, Window, and Help menus It also shows a navigation bar at the bottom of the window you can use to move among the pages in the report snapshot The Print button opens the Print dialog box The Snapshot Viewer works much like the Print Preview window in Access You can change the magnification by clicking in the page If the whole page shows on the screen, clicking it increases the magnification If already magnified, clicking reduces the preview to its former magnification You can right-click in the report and choose from the same options as the Navigation bar in addition to the Zoom command You can zoom to a magnification from 10 percent to 200 percent or choose Fit to show one complete page in the window The Fill command widens the page to fill the width of the window
Page Number Previous Page First Page
Last Page Next Page
Print
FIGURE 13-11
Previewing the new report snapshot
13:
Using the Report Wizard
TIP If you saved the report snapshot and want to view it again, you can open the Snapshot Viewer
from the Windows Explorer Start the Windows Explorer and locate the snp file Double-click the file name and the Snapshot Viewer launches and displays the report snapshot
Sending the Report Snapshot
You can send the report snapshot to others in electronic mail by using the Send command in the Snapshot Viewer With the report snapshot open in the Snapshot Viewer, choose File | Send
Summary
This chapter has only begun the discussion of the variety of printed material Access and the Report Wizards can produce So far, you learned the fundamentals of report construction and how to use the Report Wizard for creating standard detail and summary reports You also had a glimpse of the advantages of using report snapshots for electronic distribution of Access reports The Report Wizard can create reports from several related tables and arrange the information in almost any way you choose You have the opportunity to summarize any numeric or currency field values in several ways to include more useful, analytic information The next chapter delves deeper into customizing reports and creating special purpose reports, such as a report based on a parameter query that requests information from the user You see how to create a report from scratch and add special types of controls, including a subreport that contains the detail data related to the data in the main report The chapter also describes how to create columnar reports for such purposes as printing mailing labels 15, the final chapter in this trio of chapters dealing with printed Access products, looks at the analytical tools provided by the Chart, PivotTable, and Pivot Chart Wizards
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