How to Design an Excel Report Output

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					                  How to Design an Excel Report Output

Applicable to SIMS .net version
7.78 onwards.

Permissions required
You will need to be a member of any of the following User Groups in System Manager to design reports:
Assessment Coordinator, Class Teacher, Pastoral Manager, School Administrator, Senior Management
Team, System Manager, Teachers’ Desktop User.

Introduction
This help sheet describes how to design and produce a simple Excel report output which should be used to
produce a list report in Microsoft® Excel enabling the data to be further manipulated as required. This output
is also useful when you wish to produce a list report that does not easily fit onto a single page.
An example report is referenced throughout this help sheet designed as follows:
Fields:         Surname, Legal Forename, Gender, Reg Group and Ethnicity
Sort Order:     Ethnicity
Filters:        Year Group select at run-time (Year 4 selected by default)
This help sheet assumes that you are familiar with designing simple reports. If this is not the case, please
refer to the How to Design a Simple Report help sheet (SupportNet Resource Number 10196).

Designing an Excel report output
    1. Select Reports | Design to display the Report Designer.




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2. Click the Create a New Report hyperlink to display the Report Wizard and Report Summary,
   choose the fields to be included in the report together with any filters and sort order. For information
   on designing a report, please see the How to Design a Simple Report help sheet (SupportNet
   Resource Number 10196).




3. Click the Default Output hyperlink in the Report Summary panel to display the Define
   Presentations page of the Report Wizard.




4. Select Excel from the Presentation list to display the Excel Settings panel.




5. Enter a title for the report in the Report Title field, if required.
6. Deselect the Suppress duplicates check box only if you want any duplicate records to appear in the
   report.
7. Choose the template to use for the report by selecting either the Standard Portrait or Standard
   Landscape radio buttons.


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    The following example shows a Standard Portrait report (in Excel’s preview mode) which includes
    Surname, Forename, Gender, Reg Group and Ethnicity on A4 paper in portrait orientation.




    The following example shows the same report (in Excel’s preview mode) using the Standard
    Landscape template on A4 paper in landscape orientation:




8. Select the allow this template selection to be made at run-time if you want the user running the
   report to be able to choose either portrait or landscape templates when the report is run.
9. The following additional options are available:
        Specify the Divider Frequency which defines the number of records/rows that will be grouped
        and separated by a horizontal line. The previous example shows the divider frequency set to 5
        rows.
        Specify the Number of Fixed Columns which indicates the number of columns that will be
        repeated on printed continuation pages if there is insufficient room to fit all columns on a single
        page.
        Select the Go straight to Print Preview check box if you want the report to open in Excel’s print
        preview mode.
        Select the Group into Separate Sheets check box if you want the data in the report to be listed
        in groups (based on the sort order). Where a report has a sort order (Ethnicity in the example
        report used in this help sheet), selecting this check box will produce a separate worksheet for
        each group (e.g. for each Ethnicity) which, when printed, will appear as a separate page.

        NOTE: The field on which you wish to group MUST also be the last field in the fields to include in
        the report. If necessary, this will need to be amended in the report design.

        Select the Record Count check box to insert the number of records in the top left of the report,
        preceded by the text entered in the adjacent field (defaults to Records:).




10. Once the required options have been chosen click the Next button on the Report Wizard to move to
    the Design complete page.




11. Either run, preview or save the report as required by clicking the applicable hyperlink.
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For more information, please refer to:
       Reporting in SIMS .net handbook (double-click Reporting on the SIMS Help shortcuts panel in
       SIMS .net).
       How to Design a Simple Report help sheet (SupportNet Resource Number 10196).
       How to Preview Reports help sheet (SupportNet Resource Number 10043).
       How to Run Reports help sheet (SupportNet Resource Number 10045).
       How to Save or Delete Reports help sheet (SupportNet Resource Number 10206).
       How to Edit the Quick Letter Template (SupportNet Resource Number 11047).
       How to Design a Word Mailmerge Report Output help sheet (SupportNet Resource Number 10217).
       How to Design a Form Report (RTF) Output help sheet (SupportNet Resource Number 10208).
       How to Design a Letter Report help sheet (SupportNet Resource Number 10243).
       How to Design a Word List Report help sheet (SupportNet Resource Number 11169).
       How to Design a Text Report Output help sheet (SupportNet Resource Number 10207).
       How to Design a Web Page Report Output help sheet (SupportNet Resource Number 10206).
For access to all available help sheets, please select Documentation from the Resources drop-down list on
the SupportNet home page (http://support.capitaes.co.uk), then select Help Sheets from the Categories
drop-down list.

Training courses
For information on training courses, please contact your SIMS Support Provider.

Providing feedback on this help sheet
If you have any suggestions or comments about this or any of our other help sheets, please email
helpsheets@capita.co.uk.

Help sheet revision history
 Doc. Version          Change Description                                                     Date
 1071-001              Initial Release                                                        20/02/06
 0171-002              Updated to reflect SIMS .net new looked released with 7.78 plus some   02/08/06
                       general improvements to text.




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