Be able to use appropriate headers and footers within a database report including report header, report footer, page header, page footer

Published by Patrick Mutisya · 14 days ago

ICT 0417 – Databases: Using Headers and Footers in Reports

Topic 18 – Databases

Objective

Be able to use appropriate headers and footers within a database report, including report header, report footer, page header and page footer.

What are Report Headers and Footers?

A report header appears once at the beginning of the report and usually contains the report title, date, author or any introductory information. A report footer appears once at the end of the report and often contains summary totals, conclusions or a closing statement.

What are Page Headers and Footers?

A page header is printed at the top of every page of the report. It typically holds column headings, a logo or a short title that helps the reader identify the content on each page. A page footer is printed at the bottom of every page and commonly includes the page number, confidentiality notice or other repetitive information.

Setting Up Headers and Footers in a Database Report

  1. Open the report in Design \cdot iew.

  2. Insert a Report Header section if it is not already present.

  3. Insert a Page Header section and place the column headings inside it.

  4. Insert a Page Footer section and add a page‑number field (for example “Page 1 of 5”).

  5. Insert a Report Footer section and place any summary calculations or concluding text.

  6. Switch to Print Preview to verify that the sections appear as expected.

Typical Layout of a Report

SectionPurpose
Report HeaderTitle, date, author – appears once at the start of the report.
Page HeaderColumn headings or logo – appears at the top of every printed page.
Detail SectionData rows from the underlying query or table.
Page FooterPage number, confidentiality notice – appears at the bottom of every page.
Report FooterSummary totals, conclusions – appears once at the end of the report.

Example: Simple Sales Report

Below is a mock‑up of how the sections might be arranged.

Suggested diagram: Layout of a sales report showing the placement of each header and footer section.

Key Points to Remember

  • Report Header and Report Footer appear only once.

  • Page Header and Page Footer repeat on every printed page.

  • Use consistent fonts and alignment for a professional look.

  • Page numbers are usually placed in the Page Footer using a “Page n of m” format.

Practice Activity

Create a report in your chosen database application that includes all four sections. Use the following data set:

ProductUnits SoldUnit Price
Widget A120$5.00
Widget B85$7.50
Widget C60$9.20

  1. Insert a Report Header with the title “Monthly Sales Report”.

  2. Add a Page Header that shows the column headings.

  3. Place a Page Footer that displays “Page n of m”.

  4. Insert a Report Footer that calculates the total sales value using \$ \sum (Units\ Sold \times Unit\ Price) \$.

Common Mistakes

  • Placing the report title in the Page Header – it will repeat on every page.

  • Forgetting to enable “Print on All Pages” for the Page Footer.

  • Using different fonts for headers and footers, which looks unprofessional.

Summary

Understanding the distinction between report‑level and page‑level sections allows you to produce clear, well‑structured reports that meet examination requirements and real‑world business standards.