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Microsoft Access 2010 : Building Reports Based on More Than One Table (part 2) - Build a One-to-Many Report by Using the Report Wizard

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Building a Report Based on a One-to-Many Query

A popular method of building a one-to-many report is from a one-to-many query. A one-to-many report built in this way is constructed as though it were based on the data within a single table. First, you build the query that will underlie the report (see Figure 7).

Figure 7. An example of a query underlying a one-to-many report.

When you have finished the query, you can select it rather than select each individual table (as done in the previous section). After you select the query, you follow the same process to create the report as described in the preceding section.

Build a One-to-Many Report with the SubReport Wizard

You can build a one-to-many report by building the parent report and then adding a SubReport control. This is often the method used to create reports such as invoices that show the report’s data in a one-to-many relationship rather than in a denormalized format. If you want to use the SubReport Wizard, you must make sure that you select the Control Wizards tool before you add the SubReport control to the main report. Here is the process:

1.
Click to select the SubForm/SubReport control tool.

2.
Click and drag to place the SubForm/SubReport control on the main report. You usually place the SubForm/SubReport control in the report’s Detail section. When you place the SubForm/SubReport control on the report, the SubReport Wizard is invoked (see Figure 8).

Figure 8. Adding a SubForm/SubReport control invokes the SubReport Wizard.

3.
Indicate whether you want to base the subreport on an existing form or report or whether you want to build a new subreport based on a query or table. Click Next.

4.
If you select Table or Query, you have to select the table or query on which you will base the subreport. You can then select the fields you want to include on the subreport. You can even select fields from more than one table or query. When you have finished making selections, click Next.

5.
The next step of the SubReport Wizard suggests a relationship between the main report and the subreport (see Figure 9). You can accept the selected relationship, or you can define your own. When you have finished, click Next.

Figure 9. The SubReport Wizard: identifying the relationship.

6.
The final step of the SubReport Wizard asks you to name the subreport. Click Finish when you’re done.

To follow standards, the name should begin with the prefix rsub.


As you can see in Figure 9, the one-to-many relationship between two tables is clearly highlighted by this type of report. In the example in Figure 10, each order is listed. All the detail records reflecting the order details for each order are listed immediately following each order’s data.

Figure 10. A one-to-many report created with the Subreport Wizard.
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