The New Report Wizard opens at the start of each new Express Report, Advanced Report, or Crosstab Report. The wizard lets you add and configure data, and lets you quickly set a layout for your report before you dive into the full designer.
The Express Report Wizard Layout page
What are Express Reports?
This report type is made entirely using the Report Wizard. If you do not need the additional capabilities of the advanced Report Designer, Express Reports are an easy way to design tabular reports. To open an Express Report in the Advanced Designer, you need to convert it to an Advanced Report.
Using the Report Wizard
The Report Wizard has several pages, which you should progress through from left to right. The following topics detail how to use each page in the wizard.
Only Express Reports have an Options page. Crosstab Reports do not have a Sorts page. The Layout page differs slightly for each report type. The Name and Categories pages are mandatory. If a page is not available, your administrator may have disabled it.
Enter a name for the report and select a folder where it should live. Choose a unique, descriptive name that is easy to remember. If you are in a shared environment, you may want to put your name in the name of the report.
You cannot save a report in a locked folder. A report name cannot contain the following characters:
\ / : * ? " < > |
This page must be completed before moving on, but you can always go back later and rename or relocate the report.
This is an optional field, which allows you to give some additional information about the report.
You may see an additional field for entering a description for the report filters. If you intend to add user prompting filters to this report, then you can enter some information in this field that a user will be able to see when entering filter values.
Select which data to use on the report. The left pane shows the data categories you can access. To see the fields in a category, select it, then click the View Category Fields
What are data categories?
Data categories are tables of data, which are organized by rows and columns. Columns are also known as data fields. A row of data has entries for one or more columns in the category. When you add a data field onto a report you are seeing the information in one column of data for every row in the category.
For example, a data category for Employees could have columns for the first and last names of each employee, an identification number, and a home phone number. Each row represents a person, and each column contains a specific type of information such as Last Name or Phone Number.
Example of a data category for employee records
You add entire categories at a time to a report, but in the report view you select only the columns you want to see. When you add a data field to the report design, even though you only see one column, the rest of the table is still present behind the scenes. You will never lose the connections between items in each row, and you can always add more fields.
On the Categories page, add data categories to the report. Later on, you can select which fields you actually want to see in the report layout.
Dragging a category to the Category Name pane
As you add categories, unrelated categories will become unavailable. For more information on how categories are related to each other, see Joins.
Sorting is the process of ordering your data rows by a certain sequence. For each available data category, you can choose which data field should be used to sort the rows. Fields can be sorted in ascending or descending direction. The way in which rows are sorted depends on the type of value in the field:
Sorting Employees by the Department field, ascending
A report can have multiple sorts. This can be useful when you want your highest precedence sort to affect a data field where the values for multiple rows may be the same.
For example, imagine a large company with many employees. There could be multiple people with the last name Buchanan. With only a sort on LastName, you do not know how all the people with the last name Buchanan will be ordered amongst themselves. If this matters, then you can add a second sort on, say, the FirstName field, so that people with the same last names will be ordered by their first names.
On the Sorts page, add data fields to sort. The precedence of the sorts starts with the highest row and moves down the list. Drag the rows up or down to change the precedence.
Dragging a field to the Sort By pane
Sorts are not applicable for Crosstab Reports.
Sometimes you may only want to see a portion of rows in a data category, rather than its entirety. Filters allow you to narrow the scope of your reports by restricting the amount of data by specified criteria.
For example, imagine a category containing a row for every single sale your company has ever made. You can use a filter to limit the report to only sales from the past month. This also has the benefit of speeding up your reports.
Filters in the Report Wizard, called Standard filters, limit data by only showing rows where the values for a field meet a certain condition.
On the Filters page, add data fields to filter.
Dragging a field to the Filter By pane
For each data field, select a condition. When the report is run, the field value for each row is checked against the condition for that field. Only the rows where the field satisfies the condition will show on the report.
To create a filter condition:
- Select an operator from one of the following options. This is the condition used to match the data values to your specified filter value or values. Some operators are only available for some data types.
The following table describes the filter operators and their applicable data types:
ConditionTypeFilter Value(s)Matching Value(s)Not Matching Value(s)Equal To (=)AnyJuly 4, 2016July 4, 2016
July 4, 2016 12:00 AMJuly 4
July 4, 2016 2:00 PMLess Than (<)Number, Date/TimeJuly 4, 2016July 3, 2016July 5, 2016Greater Than (>)Number, Date/TimeJuly 4, 2016July 5, 2016
July 4, 2016 5:00 PMJuly 3, 2016Starts WithText, Number20320355502248458081120Ends WithText, Number22420355502247188044606ContainsText, Number55520355502242038081120BetweenAny1, 41, 1.5, 3, 40.999, 5One OfAny1, 2, 3, 41, 2, 3, 41.1, 9
- Enter a filter value or values, or select them from the list of existing values.
Choosing a filter value
- Optional: If you have multiple filters, you can choose how they should be grouped. See Grouping filters together.
- Optional: If you want the report to prompt the user to enter a filter value when the report is run, select Prompt For Value.
Use the Layout page to create the data and look of the report. This page is different depending on the type of report you are making:
- Advanced Report: Add data fields, formulas, groups, headers, footers, and summary calculations.
- Express Report: Add data fields, formulas, groups, headers, footers, and summary calculations. Customize the style of the report or select a premade theme.
- Crosstab Report: Add data fields and formulas as row headers, column headers, or tabulation data. Select a premade theme for the report.
Adding data (Advanced and Express Reports)
Add data fields to display in the output of the report.
Dragging a field to the Data Field pane
Each data field is a column of associated data values; each value belongs to a row in the category. In the Preview pane, each data field has a header and some placeholder values indicating how the values from the field will look.
To show a formula instead of the data field, click the formula
icon. Then use the formula editor to make a data formula. See Formulas for more information.
If you have Sorts then you can group your data fields by one or more sort fields. To add a group:
- For each data field, select a summary function for how the total for each group is calculated. See Grouping for details on each function.
Choosing a summary function
- In the Summarize By pane, select the check box for every Sort category to group by. By default, this groups on the unique key of the category.
- Optional: To customize which data field the group category uses:
- In the Summarize By pane, click the name of the Sort category.
- Select the data field from the Summarize by each unique list.
- Optional: In the Summarize By pane, click the name of the Sort category to customize how the group looks:
- Select the Add space before each unique item check box to add a blank row before each group.
- Select the Include Header at the beginning check box to put a group field value before each group. Choose which field to use, or click the formula
icon to make a formula for the text.
- Select the Include Total at the end check box to include the data summary values, selected in step 1, at the end of every group.
Customizing the group design
Page header and footer
A page header is inserted by default with the name of the report. To remove the header, clear the Page Header check box. To edit the header, click Page Header. The following options are available:
- To include the report title at the top of every page, select the Include title at the top of every page check box.
If you have an image in the header, choose whether the title is in a column to the Left or Right of the image, from the Position list. Choose how many columns the title spans.
- To include an image at the top of every page, select the Include image at the top of every page check box, then click Change Image to upload an image from your computer.
If you have a title in the header, choose whether the image is in a column to the Left or Right of the title, from the Position list. Choose how many columns the image spans.
To add a footer to every page, select the Page Footer check box. To edit the footer, click Page Footer. The following options are available:
- To include the page number at the bottom of every page, select the Include page number at the bottom of every page check box.
If you have an image in the footer, choose whether the page number is in a column to the Left or Right of the image, from the Position list. Choose how many columns the page number spans.
- To include an image at the bottom of every page, select the Include image at the bottom of every page check box, then click Change Image to upload an image from your computer.
If you have a page number in the footer, choose whether the image is in a column to the Left or Right of the page number, from the Position list. Choose how many columns the image spans.
To include a summarization of all the data fields at the end of the report, select the Grand Total check box.
Customizing the page header
Styling the report (Express Reports)
You can do all your styling for Express Reports in the Report Wizard. To style a cell, click the cell and then choose from the available options:
- Layout Options: Hide the data rows for the selected field by selecting the Suppress Detail Rows check box. Set the pattern by which the background colors for the data rows colors alternate. See Section Shading for details.
- Font: Select a font, size, and decoration for the cell text.
- Color: Select a color for the text and for the background of the cell.
- Formatting: Select any additional formatting for the data. See Cell Format.
- Alignment: Select how the cell contents should align to the borders of the cell.
To change the text in a header or footer, double-click the cell and edit the text. To insert a blank column between two data fields, click
Add Blank, then drag the column between the two fields. To resize columns, drag the left or right border of the column.
Making changes to an Express Report's design
If you want to use a premade theme, or use one as a starting point for your customization, select a theme from the Theme list.
Selecting a premade theme will override your current cell styling. If you want to undo a theme selection, click the Undo
icon, or press Ctrl-Z.
What are Crosstabs?
Crosstabs are an easy way to do calculations when you have one or more groups and you want to make calculations on subdivisions of each group. Crosstabs extend horizontally for each subdivision so that you can fit many calculations in a small space.
For instructions on making crosstabs, see Crosstabs.
The Crosstab Report Wizard puts a crosstab "widget" in a new Advanced Report. When you finish, the report opens in the Report Designer. To edit the crosstab in the designer, double-click the crosstab.
The Options page is available for Express Reports. For information about the available options, see General Options.
Converting to an Advanced Report
Express Reports can be used as a starting point to quickly design a report, before delving into some of the more Advanced Reporting capabilities. To edit an Express Report in the Report Designer you need to convert it to an Advanced Report. The data and design of the report are preserved and it gains some additional capabilities, but it can no longer be edited in the Report Wizard.
To convert an Express Report to an Advanced Report:
- In the Options page, click the Advanced tab.
- Click Convert Express Report to an Advanced Report.