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Often you may only want to display some fields from the records that are in your database or display the records in a particular order. A report defines how the records in a database (or those found by a query) will be displayed. Typically a report will let you specify these things :
Standard reports can be either tabular (set out as a table) or columnar (set out as a form). Alternatively a report designer can be used to define exactly how a report should be set out.
When a tabular report is printed multiple records are printed on each page. Each record takes up one line in a table. The names of the fields are printed at the top of the table.
Here is an example tabular report :
The report sorting options will determine in what order the names are printed on the report. Grouping could be used to divide the people on the report into groups. For example the patients could be put into groups by the name of the doctor they usually see. Most databases will print each group on a separate page.
Columnar reports print each record on a separate form. Usually each form is printed on a different page. Here is an example of a columnar report :
Columnar reports are often used for printing items such as tickets.
A report designer lets the user decide exactly how a report will appear. The designer works much like a desktop publisher. The user can use tools from a toolbox such as a text tool and drawing tools to define how the report will appear. Fields of information from the database can be positioned anywhere on the report.
Report designers can produce much more advanced reports than simple tabular or columnar reports. Some report designers can also perform calculations using the data in a report and even draw charts from the data.
GCSE ICT Companion 04 - (C) P Meakin 2004