Creating and Saving a Report


Concept


Steps:

  1. Begin by accessing Crystal Reports 9 application using the Start, Programs, Crystal Reports 9 path.

     

    Click the Start button.

    Step 1
  2. Click the Programs list item.

    Step 2
  3. Click the Crystal Reports 9 list item.

    Step 3
  4. Use Crystal Reports application with your database to analyze and interpret important information.

     

    Crystal Reports make it easy to create simple reports, and, it also has the comprehensive tools you need to produce complex or specialized reports.

    Step 4
  5. Use the New button to create a new report.

     

    Alternatively, select File, New on the menu bar.

    Step 5
  6. In this example, you will create a new report using the File, New menu.

     

    Click the File menu.

    Step 6
  7. Click the New list item.

    Step 7
  8. Use the Crystal Reports Gallery dialog box to select a Report Creation Wizard for step-by-step help in creating a report, or create a report from scratch.

    Step 8
  9. In this example, you will create a new blank report.

     

    Click the As a Blank Report option.

    Step 9
  10. Click the OK button.

    Step 10
  11. Use the Database Expert dialog box to view a list of databases that are available for you to use when creating reports for query data or other applications.

     

    You can select the folder that has the appropriate database.

    Step 11
  12. In this example, you will create a new database connection.

     

    Double-click the Create New Connection list item.

    Step 12
  13. Double-click the ODBD (RDO) list item.

    Step 13
  14. Use the ODBC (RDO) login dialog box to define security to only those users who have access to the database.

     

    Note that this dialog box appears after you select the database.

    Step 14
  15. Click the PeopleSoft PeopleTools list item.

    Step 15
  16. Click the Next button.

    Step 16
  17. Click in the User ID field.

    Step 17
  18. In this example, enter PTRPTG as user ID.

     

    Enter the desired information into the User ID field. Enter

     "PTRPTG"
    .

    Step 18
  19. Click in the Password field.

    Step 19
  20. In this example, enter PTRPTG as password.

     

    Enter the desired information into the Password field. Enter

     "PTRPTG"
    .

    Step 20
  21. Click in the Database field.

    Step 21
  22. In this example, enter MICROSFT/T1B84901 as database.

     

    Enter the desired information into the Microsoft Word Document field. Enter

     "MICROSFT/T1B84901"
    .

    Step 22
  23. Step 23

  24. Click the Finish button.

    Step 24
  25. After you sign in to the database, the Database Expert dialog box displays the list of available queries on the left side and the selected query on the right side.

    Step 25
  26. You can select the query that you need for the report.

     

    The arrows indicate the direction in which you are moving the query:

    •  Use the single arrows (> and <) to move one query.

    •  Use the double arrows (>> and <<) to move multiple queries.

    Step 26
  27. In this example, you will select the TRAINING query under the PeopleSoft PeopleTools folder.

     

    Double-click the PeopleSoft PeopleTools list item.

    Step 27
  28. Double-click the QUERY list item.

    Step 28
  29. Press the left mouse button and drag the mouse to select the desired text.

    Step 29
  30. Release the mouse button.

    Step 30
  31. Double-click the TRAINING list item.

    Step 31
  32. Click the OK button.

    Step 32
  33. Use the Design window to create professional looking reports.

    Step 33
  34. Use the Field Explorer button from the toolbar to open Field Explorer.

     

    Alternatively, select View, Field Explorer on the menu bar.

    Step 34
  35. In this example, you open the Field Explorer using the Field Explorer button.

     

    Click the Field Explorer button.

    Step 35
  36. Use the Field Explorer to insert, modify, or delete fields on the Design and Preview windows of Crystal Reports.

    Step 36
  37. Use the Database Fields branch of the tree to add database fields to your report. Fields are listed by table.

    Step 37
  38. Double-click the Database Fields list item.

    Step 38
  39. Double-click the TRAINING list item.

    Step 39
  40. In this example, you will click and drag all four fields of the TRAINING query to the Details section of the report.

     

    Click in the CUSTOMER_ID field.

    Step 40
  41. Release the mouse button.

    Step 41
  42. Click in the CUSTOMER_TYPE field.

    Step 42
  43. Release the mouse button.

    Step 43
  44. Click in the DESCR field.

    Step 44
  45. Release the mouse button.

    Step 45
  46. Click in the CONTRACT_DT field.

    Step 46
  47. Release the mouse button.

    Step 47
  48. Alternately, use these methods to insert multiple fields into a report:

    •  SHIFT + Click.

        Use this combination to select a continuous range of adjacent fields.

    •  CTRL + Click.

        Use this combination to select multiple fields from the database field listing that are not adjacent to one another.

     

    When you place the fields in the report, the fields will be in the order in which they appear in the Insert Fields dialog box.

    Step 48
  49. Use the Save button to save reports.

     

    Alternatively, select File, Save As on the menu bar.

    Step 49
  50. In this example, you will save the report using the File, Save As menu.

     

    Click the File menu.

    Step 50
  51. The first type of report saving is Save.

     

    The Save option enables you to:

    •  Enter the report's initial file name and its initial location.

    •  Save any changes to the report without prompting for another filename or location.

    Step 51
  52. The second type of report saving is Save As.

     

    The Save As option enables you to copy the report as another filename and in another location.

    Step 52
  53. The third type of report saving is Save Data with Report.

     

    The Save Data with Report option enables you to save the currently displayed data with the report definition.

    Step 53
  54. Click the Save As list item.

    Step 54
  55. Use the Save As dialog box to name the report and to navigate to the folder where you want to store the report.

    Step 55
  56. Click in the File name field.

    Step 56
  57. In this example, you will save the report as CUSTOMER_INFORMATION.rpt.

     

    Enter the desired information into the File name field. Enter

     "CUSTOMER_INFORMATION"
    .

    Step 57
  58. Click the Save button.

    Step 58
  59. Use the Print Preview button to displays a preview of the report on the Preview window.

     

    Alternatively, select File, Print Preview on the menu bar.

    Step 59
  60. In this example, you will preview the report using the File, Print Preview menu.

     

    Click the File menu.

    Step 60
  61. Click the Print Preview list item.

    Step 61
  62. Use the Preview window to preview the results of reports.

    Step 62

You have successfully created and saved a report.

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