(a) What are "Reports" in a database system? (b) List four (4) ways in which Reports can be viewed in database management system. (c) Outline the steps to p...

Answer Details

(a) What are "Reports" in a database system?

A report is a database object used to organise, summarise and present data from one or more tables or queries in a formatted, printable layout. Reports are designed mainly for output: they allow the user to arrange records neatly, group and sort them, perform calculations such as totals and averages, and produce professional printed documents such as invoices, result sheets or mailing lists.

(b) Four ways in which reports can be viewed in a database management system (MS Access):

1. Report View - shows the finished report on screen as a continuous view.
2. Print Preview - shows exactly how the report will look when printed, page by page.
3. Layout View - shows the report with live data while allowing you to adjust the design and column widths.
4. Design View - shows the underlying structure (sections such as header, detail and footer) for detailed editing of the report.

(c) Steps to print a report in MS Access:

1. Open the database and, in the Navigation Pane, locate and open (or select) the report you want to print.
2. Switch to Print Preview to confirm the layout, page size and orientation are correct.
3. Click the File tab (or the Office/Backstage button) and choose Print.
4. In the Print dialog box, select the correct printer and set the options (number of copies, page range).
5. Click OK (or Print) to send the report to the printer, then collect the printout.