Using Report Properties in MOS Access

Key Concepts

1. Report Properties

Report properties in Microsoft Office Access (MOS Access) define the characteristics and behavior of a report. These properties include settings for appearance, data entry, and functionality, allowing you to customize the report to meet specific needs.

2. Property Sheet

The Property Sheet is a tool in MOS Access that displays and allows you to modify the properties of a report or its controls. It provides a comprehensive list of properties that you can adjust to fine-tune the report's behavior and appearance.

3. Common Report Properties

Common report properties include:

• Caption: The text displayed in the report's title bar.
• Record Source: The data source (table or query) that the report is based on.
• Default View: The default display mode of the report (e.g., Single Form, Continuous Form).
• Allow Edits: Determines whether users can edit data in the report.
• Allow Deletions: Determines whether users can delete records in the report.
• Allow Additions: Determines whether users can add new records in the report.

4. Control Properties

Control properties define the characteristics of individual controls within a report, such as text boxes, labels, and buttons. These properties include settings for appearance, data validation, and behavior.

5. Data Entry Properties

Data entry properties control how data is entered and displayed in the report. These properties include settings for input masks, default values, and validation rules.

6. Event Properties

Event properties define the actions that occur in response to specific events, such as clicking a button or changing a value in a text box. These properties allow you to automate tasks and enhance the report's functionality.

Detailed Explanation

Accessing Report Properties

To access report properties in MOS Access, follow these steps:

1. Open your MOS Access database.
2. Go to the "Create" tab and click "Report Design" to open the Report Design View.
3. Select the report you want to modify.
4. Click on the "Property Sheet" button in the "Design" tab to display the Property Sheet.
5. Select the property you want to modify from the list and enter the desired value.

Setting Common Report Properties

To set common report properties, follow these steps:

1. Open the Property Sheet as described above.
2. For the Caption property, enter the text you want to display in the report's title bar.
3. For the Record Source property, select the table or query that the report is based on.
4. For the Default View property, select the desired display mode (e.g., Single Form, Continuous Form).
5. For the Allow Edits, Allow Deletions, and Allow Additions properties, set the appropriate values to control data entry permissions.

Setting Control Properties

To set control properties, follow these steps:

1. Open the Property Sheet as described above.
2. Select the control you want to modify.
3. For the Name property, enter a unique name for the control.
4. For the Control Source property, select the field from the record source that the control is bound to.
5. For the Format property, select the desired format for the control's data (e.g., currency, date).

Setting Data Entry Properties

To set data entry properties, follow these steps:

1. Open the Property Sheet as described above.
2. Select the control you want to modify.
3. For the Input Mask property, enter the mask that defines the format of the input data (e.g., phone number, date).
4. For the Default Value property, enter the value that will be automatically entered when a new record is added.
5. For the Validation Rule property, enter the rule that defines the valid values for the control.

Setting Event Properties

To set event properties, follow these steps:

1. Open the Property Sheet as described above.
2. Select the control you want to modify.
3. For the On Click property, enter the code or macro that will run when the control is clicked.
4. For the On Change property, enter the code or macro that will run when the value in the control changes.
5. For the On Enter property, enter the code or macro that will run when the control receives focus.

Examples and Analogies

Think of report properties as the settings on a car dashboard. Just as the dashboard allows you to adjust the speed, temperature, and other functions, report properties allow you to adjust the appearance, behavior, and functionality of a report.

For example, setting the Caption property is like labeling a car's dashboard with the make and model. It provides clear identification and context.

The Record Source property is like selecting the fuel type for the car. It determines the data source that powers the report.

The Default View property is like choosing the driving mode (e.g., economy, sport) for the car. It determines how the report will display and function by default.

Control properties are like adjusting the individual controls on the dashboard, such as the speedometer, temperature gauge, and radio. Each control has its own settings that affect its appearance and behavior.

Data entry properties are like setting the rules for how fuel is injected into the engine. They ensure that data is entered correctly and consistently.

Event properties are like setting up automatic actions, such as turning on the headlights when it gets dark. They automate tasks and enhance the report's functionality.

By mastering report properties in MOS Access, you can create highly customized and efficient reports that meet your specific needs and enhance the user experience.