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Formatting data
At this point in creating a report, you may want to do some basic formatting.
Perhaps you would like to change the font size and style of a text object used
as a title. Or, if you have a number field, such as a sales figure, you might
want to place a dollar sign before the number or change the number of
decimal places displayed.
Record selection
Record selection, the task of paring down the data to include only the data
required for your report, is a crucial step in report creation. You will rarely
want a listing of all the information in a database. Most often you will be
interested in only the sales in a given time period or for a certain product,
and so on. For example, a sales report may be designed to only include
sales from one product line for the last calendar month.
Grouping, sorting, and summarizing data
Once a basic report is created, you will want to organize the data by grouping
related information, sorting individual records, summarizing, subtotaling, and
grand totaling.
Grouping records
To organize the data, you may want to group related data together. For
example, after grouping a customer list by region, you might divide the list
into regional groups. That way, a sales manager for one region could quickly
locate the appropriate region group and focus exclusively on the customers
within that region. See Grouping data.
Sorting records
Crystal Reports allows you to specify the order in which you want the records
on your report displayed. For example, after grouping by region, you might
Crystal Reports 2008 SP3 User's Guide 131
6
Introduction to Reporting
Creating a new report
- Crystal Reports 2008 1
- Contents 26
- About Crystal Reports 28
- Locate information quickly 29
- Sample Reports 29
- What's New in Crystal 31
- Reports 2008 SP3 31
- Introduction 32
- Example: 34
- Installing Crystal Reports 35
- 2008 SP3 35
- Installation requirements 37
- Customizing your installation 43
- Running a silent installation 45
- Setting custom banners 51
- Quick Start 53
- Sample data - Xtreme.mdb 54
- Quick start for new users 56
- Before you begin 57
- Creating the report 57
- Selecting a database to use 58
- Report sections 60
- Inserting a field 60
- To insert a field 61
- Understanding fields 62
- Adding additional fields 63
- Selecting fields 63
- Resizing fields 64
- Reviewing your work 64
- Adding a title 68
- Adding a field heading 70
- Saving the report 70
- To enter selection criteria 72
- Deleting a field 74
- Balancing field spacing 75
- Grouping and sorting 76
- Completing the report 80
- Basic report design 90
- Report Design Concepts 91
- Details area 97
- Group Footer 97
- Report Footer 97
- Page Footer 97
- To design a paper prototype 98
- Report creation options 100
- New report 101
- Report Creation Wizards 101
- Another report 101
- The Database Expert 102
- Data tab 103
- Introduction to Reporting 104
- Design tab 108
- Design tab areas 109
- Preview tab 112
- Standard view 113
- Preview Panel 113
- Group Tree 114
- The Parameter Panel 115
- Creating a new report 118
- Adding tables 119
- Linking multiple tables 120
- Formula fields 123
- SQL Expression fields 123
- Parameter fields 124
- Running total fields 125
- Special fields 125
- Text objects 126
- Picture fields 127
- Hyperlink fields 128
- To create a hyperlink field 129
- Drill-down cursor 132
- Using the zoom feature 133
- To add a report title 134
- Shortcut Menus 139
- The Dependency Checker 140
- Shortcut Menu 141
- Opening and docking explorers 142
- Beyond basic reports 143
- Repository? 146
- Repository 148
- Adding a custom function 153
- Adding a command 153
- Adding a command to a report 155
- To modify a repository object 157
- To set the update option 158
- Using Undo in the repository 159
- Overview 162
- BusinessObjects Enterprise 165
- Using faster report formats 166
- Live data 167
- Saved data 168
- Designing summary reports 169
- Using subreports carefully 170
- Using linked subreports 171
- For more information 172
- Using table indexes 174
- To link tables effectively 175
- PC Databases 179
- SQL Databases 180
- Consideration 1 180
- Consideration 2 181
- Consideration 3 181
- Consideration 4 182
- Consideration 5 182
- Performing grouping on server 186
- Record Selection 191
- Selecting records 192
- Using the Select Expert 193
- Single values 200
- Range of values 200
- Selecting records using dates 201
- Sorting data 210
- To sort your data 213
- Group and sort direction 218
- Grouping data 219
- Creating custom groups 220
- Sorting groups conditionally 221
- To sort a group conditionally 222
- Sorting records within groups 223
- Group selection 224
- Using selection formulas 226
- Grouping data in intervals 229
- 5. Click the New button 230
- Grouping data hierarchically 233
- To summarize grouped data 242
- Related Topics 243
- Summarizing grouped data 244
- Subtotaling 248
- Percentages 252
- Live headers 254
- Group name with text 255
- Headers for custom groups 256
- Suppressing group headers 257
- Running Totals 259
- Understanding running totals 260
- Creating running totals 263
- About sections 274
- Working with sections 274
- Inserting a section 275
- Deleting a section 275
- Merging two related sections 276
- Moving a section 276
- Multiple Section Reports 277
- Form letters 282
- Working with text objects 283
- Creating a salutation 288
- Creating the letter body 289
- Formatting 293
- Formatting concepts 294
- Using a template 294
- Applying a template 295
- Removing an applied template 296
- Using Template Field Objects 297
- Section characteristics 302
- To create a basic report 303
- Hiding report sections 306
- Hiding report objects 307
- Suppress If Zero (Number tab) 308
- Suppress (Common tab) 309
- Placing text-based objects 310
- Using the grid 315
- Selecting the grid 316
- Designing with guidelines 317
- Viewing guidelines 317
- Inserting guidelines 317
- Overflow Field Representation 322
- Selecting multiple objects 323
- Vertical placement 324
- Setting fractional font sizes 325
- TrueType fonts 328
- Printer drivers 328
- Formatting properties 330
- Adding and editing lines 335
- Adding and editing boxes 336
- To edit boxes on a report 337
- Crystal syntax example 350
- Basic syntax example 350
- Changing fonts conditionally 352
- Margins based on page number 353
- Using the Highlighting Expert 356
- Undo/Redo activities 360
- Using the Format Painter 361
- To copy and apply formatting 362
- Working with barcodes 363
- To add a barcode 364
- Removing a barcode 365
- Charting concepts 368
- Chart layouts 369
- Chart types 370
- Charting 371
- Where to place a chart 373
- Creating charts 374
- To chart on an OLAP cube 380
- Working with charts 381
- To change chart formatting 382
- To change chart titles 382
- To apply a new template 382
- To change series options 383
- To format Gridlines 383
- Mapping concepts 390
- Map types 391
- Dot Density 392
- Graduated 393
- Pie Chart 393
- Where to place a map 394
- Creating maps 395
- To map on a details field 396
- To map on a group 399
- To map on a Cross-Tab summary 400
- To map on an OLAP cube 401
- Changing the map type 404
- Changing map layers 404
- To change map layers 405
- Resolving data mismatches 406
- Changing the geographic map 407
- Zooming in and out on a map 407
- Panning a map 408
- Centering a map 408
- To hide the Map Navigator 409
- To show the Map Navigator 409
- Formatting Maps 410
- 4. Click OK 411
- Working with maps 412
- OLE overview 414
- Types of OLE objects 415
- General OLE considerations 416
- To copy and paste OLE objects 417
- In-place editing 418
- Dynamic OLE menu commands 418
- Inserting a static OLE object 420
- Embedded objects 422
- Linked objects 423
- To link a bitmap image object 424
- To bind data to a cross-tab 428
- Cross-Tab Objects 429
- What is a Cross-Tab object? 430
- Cross-Tab example 431
- Creating a Cross-Tab report 438
- Working with Cross-Tabs 445
- To total down columns 448
- To total across rows 448
- To repeat row labels 449
- Formatting Cross-Tabs 450
- Suppressing Cross-Tab data 451
- Calculated Members 454
- Calculation Formulas 455
- Header Formulas 456
- Value Formulas 457
- Insertion Formulas 457
- Embedded Summaries 458
- Advanced Cross-Tab features 459
- Connecting to a universe 462
- To build a simple query 463
- To create a combined query 464
- Quick reference to objects 465
- Editing an existing query 466
- To edit an existing query 467
- Query filters and prompts 468
- Building prompts 469
- Building Queries 471
- To edit a query filter 475
- What is a subquery? 476
- Building a subquery 477
- Subquery parameters 478
- What is a database ranking? 480
- Creating a database ranking 480
- To create a database ranking 481
- Ranking parameters 481
- OLAP grid objects 486
- Creating an OLAP report 487
- To specify a slice 491
- To add a page 491
- To add a parameter 491
- Applying a predefined style 492
- Updating an OLAP report 493
- Formatting grid lines 498
- Labelling dimensions 498
- To add totals to an OLAP grid 499
- Sorting data in an OLAP grid 501
- To sort data in the OLAP grid 503
- To add a filter 503
- Printing, Exporting, and 505
- Viewing Reports 505
- Distributing reports 506
- Exporting a report 507
- Crystal Reports (RPT) 508
- HTML 3.2 and HTML 4.0 508
- Microsoft Excel (97-2003) 509
- Microsoft Word (97-2003) 509
- Destination 512
- Exporting to an application 512
- To export to an application 513
- Exporting to a disk file 514
- Exporting to HTML 519
- To open your report 522
- To save your report 522
- Viewing reports 525
- What are Report Parts? 526
- What is navigation? 526
- Setting up navigation 527
- Work flow 534
- Data context formats 539
- Using smart tags 544
- About Report Alerts 546
- Working with Report Alerts 546
- Report Alerts 547
- Editing Report Alerts 549
- Deleting Report Alerts 550
- Viewing Report Alerts 550
- Using Formulas 553
- Formulas overview 554
- Formula components and syntax 555
- Formula components 556
- Formula syntax 557
- Specifying formulas 559
- Search formulas 560
- Alerting formulas 560
- Workshop Tree 561
- Formula Workshop buttons 562
- Choosing the syntax 567
- Entering formula components 568
- Formula Editor buttons 568
- Formula Editor Key Controls 569
- Copying formulas 576
- Debugging formulas 579
- Debugging tutorial 580
- About this tutorial 581
- Formula1 581
- Formula2 582
- Formula3 583
- Formula4 584
- Formula1+2 584
- FinalFormula 585
- Parameter and prompt overview 588
- Parameter Fields and Prompts 589
- Prompt considerations 590
- Data and non-data parameters 590
- Optional parameters 591
- Understanding dynamic prompts 592
- Understanding lists of values 595
- List-of-values types 596
- Working with lists of values 613
- Long lists of values 618
- Best practices for prompting 619
- Deleting parameter fields 622
- Refreshing report data 624
- Advanced parameter features 625
- What are subreports? 640
- Unlinked 641
- How subreport linking works 642
- Subreports 643
- Previewing subreports 645
- Updating subreports 646
- To add a caption 654
- Understanding Databases 657
- Databases overview 658
- Indexed tables 662
- Linking tables 665
- One-to-one relationships 666
- One-to-many relationships 666
- Data file considerations 670
- SQL database considerations 673
- The Database Expert Links tab 676
- Linking indexed tables 676
- Link processing order 677
- Linking options 678
- Inner join 679
- Left Outer join 680
- Not Enforced 685
- Enforced From 685
- Enforced To 686
- Enforced Both 686
- Equal [=] link 686
- Not Equal [!=] link 694
- Client/server architecture 697
- Using SQL and SQL databases 698
- Stored procedures 700
- The SQL language 701
- Server-side processing 704
- Mapping database fields 707
- Remapping processes 708
- How Report Indexing works 712
- Indexing the right field(s) 713
- For additional information 714
- Accessing Data Sources 715
- Direct access database files 717
- Disadvantages 718
- Three layers 718
- Common database formats 719
- Microsoft Access 720
- Exchange 723
- DB2 Server 728
- Active Data 728
- Local file system 729
- NT Event Log 729
- Advantages 731
- Five layers 732
- Crystal Reports layer 733
- ODBC translation layer 733
- ODBC layer 733
- ODBC data sources 734
- Common ODBC database formats 736
- Informix 737
- JDBC data sources 740
- Database layer 742
- Business Objects universes 743
- Business Views 744
- Crystal SQL Designer files 745
- Crystal Dictionary files 746
- Report Processing Model 749
- Pre-pass 2 751
- Drive:\filename.extension 754
- Drive:\test.rpt 754
- Resolution 755
- Creating Accessible Reports 759
- About accessibility 760
- Formatting text 769
- Contrasting colors 771
- Navigation 772
- Designing for flexibility 773
- Accessibility and subreports 776
- Enterprise 784
- Resources 788
- More Information 791
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