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Lesson 3: Formatting a Report (Report Builder 2.0)

After you add a table by using the wizard, you might want to change the default format for data. In this lesson, you will format the currency and date fields and the column headers.

Format the Currency

The summary data for the LineTotal field displays a general number. Format it to display the number as currency.

To format a currency field

  1. Click Design to switch to design view.

  2. Click the cell in the second row (under the column headings row) in the Line Total column and drag down to select all cells that contain [Sum(LineTotal)].

  3. On the Home tab, in the Number group, click the Currency button. The cells change to show the formatted currency.

    If your regional setting is English (United States), the default sample text is [$12,345.00].

  4. Click Run to preview your report. The summary value for LineTotal displays as currency.

Next, you will learn to change the date format to use the default format.

Format the Date

The OrderDate field displays date and time information by default. You can format it to display only the date.

To format a date field as the default format

  1. Click Design to return to design view.

  2. Click the cell that contains [OrderDate].

  3. On the Ribbon, on the Home tab, in the Number group, from the drop-down list, select Date.

    The cell displays the example date [1/31/2000].

  4. Click Run to preview the report.

    The OrderDate value displays in the default Date format. If your regional setting is English (United States), the format is 1/31/2000.

    Next, you will learn to change the date format to a custom format.

To change the date format to a custom format

  1. Click Design to return to design view.

  2. Click the cell that contains [OrderDate].

  3. On the Home tab, in the Number group, click the dialog box launcher. The Text Box Properties dialog box opens.

  4. In the Category pane, verify that Date is selected.

  5. In the Type pane, select January 31, 2000.

  6. Click OK. 

    The cell displays the example date [January 31, 2000].

  7. Click Run to preview your report.

    The OrderDate value displays with the name of the month instead of the number for the month.

    Next, you will learn to change the column widths.

Change Column Widths

To change the width of table columns

  1. Click Design to return to design view.

  2. Click the table so that column and row handles appear above and next to the table.

    The gray bars along the top and side of the table are the column and row handles.

  3. Point to the line between column handles so that the cursor changes into a double arrow. Drag the columns to the size you want. For example, expand the column for Product so that the product name displays on one line.

  4. Click Run to preview your report.