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Understanding Databases – Modify Reports
Change arrangement of data fields and headings in a report




7 Change arrangement of data fields
Click ‘Reports’ from the Database area of the main window and right click the report you want to change in the Reports area.

Click ‘Edit’ from the drop down menu.

8 Change Fields
To move fields and labels, simply click and drag individually to move them around the report page.

Alternatively, use the ‘Select’ arrow icon to drag a selection of fields and move them as a group.
Use the alignment icons in the Report Controls toolbar to modify alignment.

To edit the page layout, drag the bars between Header, Detail and Footer up and down.

9 Edit Appearance
To edit the appearance or position of text fields, click the field to highlight it. Then click the Properties icon, or right click and select properties.

The properties window allows you to change position, font, alignment, formatting, etc.

10 Edit Footers and headers
To edit headers and footers in a report, click the Label Field icon on the Report Controls toolbar.

Then click and drag inside the ‘Page Header’ area of the report to create a text box.

Click the Properties icon and enter desired text into the Label box.

To run the report, click the ‘Execute Report’ icon on the toolbar.

11 Text Output
The report will be generated as a text document.

The text box entered into the Page Header section will be repeated at the top of each page.

We could also add text to the Page Footer section to repeat text or fields at the bottom of each page.

Advanced Spreadsheets – Database Functions

Use database functions: dsum, dmin, dmax, dcount, daverage.

In the same ‘Function Wizard’, under the ‘Database’ category, we have some database functions. One of these functions is ‘DSUM’. This function adds all the cells of a data range where the contents match the search criteria. This function takes 3 arguments, ‘Database’, ‘Database field’, and ‘Search criteria’. ‘Database’ gives the range of cells containing the data. ‘Database field’ gives the database column which needs to be used for the search criteria. ‘Search criteria’ defines the cell range containing the search criteria.

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Let us take an example; let the ‘Database’ contains some fields as have been shown below.

FruitWeightCostProfitApple564Pear483Pineapple821Mango293

Also, let the ‘Search criteria’ be defined as given below.

FruitWeightCostProfit=Apple=Pear

So, when these inputs are used, and the ‘Database field’ is set as ‘Profit, the result will come out to be ‘7’. This is because the entire database is evaluated and it is found that only two rows satisfy the criteria, row 2 and row 3. So after this the sum of the values of ‘Profit’ column is taken for these two rows, which comes out to be 4+3 = 7. This is how ‘DSUM’ works.

We also have the ‘DMIN’ and ‘DMAX’ functions in the same category. ‘DMIN’ returns the minimum of all the cells of a data range where the contents correspond to the search criteria. ‘DMAX’ does the same thing but it returns the maximum value. Both these functions use the same three arguments which have been described above.

Let us take an example, using the same data; we will get the result of ‘DMIN’ to be ‘3’ and for ‘DMAX’ to be ‘4’.
‘DCOUNT’ counts the cells of a data range whose contents match the search criteria. This function also uses the same three arguments and the working of this function is also exactly similar to the ‘DSUM’ or the ‘DMIN’ or the ‘DMAX’ functions.

‘DAVERAGE’ returns the average value of all the cells of a data range whose contents match the search criteria. This function also uses the same three arguments and the working of this function is also exactly similar to the ‘DSUM’ or the ‘DMIN’ or the ‘DMAX’ functions.

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