Present data Revision Notes

A report must contain all relevant data and clear labels to ensure the reader understands the information presented. Omitting data or labels can cause confusion or misinterpretation. For example, a sales report should include product names, quantities sold, and sales figures, each clearly labelled.

Labels act as headings or descriptors for data columns or fields, guiding the reader through the report. Always double-check that every data field has an appropriate label and that no data is missing before finalising the report.

• Verify all required data fields are present.
• Ensure each data column or field has a clear, descriptive label.
• Avoid leaving any data unlabeled or ambiguous.

Headers and footers organise report content and provide contextual information on each page. There are four common types: report header, report footer, page header, and page footer.

The report header appears once at the beginning of the report and often contains the report title and date. The report footer appears once at the end and can include summary information or disclaimers.

Page headers and footers appear on every page, typically showing page numbers, the report title, or the date. Using these consistently helps readers navigate multi-page reports easily.

• Use report header for the main title and introductory information.
• Use report footer for summaries or notes at the end.
• Include page headers and footers for page numbers and repeated titles.
• Maintain consistent formatting for all headers and footers.

Data can be displayed in different formats depending on the report’s purpose and the nature of the data. The two common styles are tabular and columnar.

Tabular style arranges data in rows and columns, similar to a spreadsheet. This is effective for comparing multiple records across several fields. For example, a student grades report listing names, subjects, and marks in a table.

Columnar style presents data vertically, with each record’s fields stacked one below the other, often used for detailed reports on individual records. For example, a customer profile report showing name, address, and purchase history in separate lines per customer.

• Use tabular style for summarising multiple records.
• Use columnar style for detailed, record-by-record reports.
• Select the style that improves readability and suits the report’s purpose.

Proper alignment improves readability and professionalism. Text data and labels are usually left-aligned to maintain a clean left margin.

Numeric data should be right-aligned so that digits line up vertically, making it easier to compare values. For numbers with decimals, decimal alignment is preferred, where decimal points line up vertically.

For example, in a financial report, aligning currency amounts by the decimal point helps readers quickly scan and compare figures.

• Left-align text and labels for clarity.
• Right-align numeric data to line up digits.
• Use decimal alignment for numbers with decimal places.
• Check alignment consistency throughout the report.

Numeric data should be formatted to enhance understanding. This includes specifying the number of decimal places, adding currency symbols, and formatting percentages.

For example, monetary values should display the currency symbol (£, $, €) and two decimal places for pence or cents (e.g., £123.45). Percentages should include the % symbol and be rounded appropriately (e.g., 12.5%).

Consistent formatting avoids confusion and presents data professionally. Most database software allows setting these formats in the report design stage.

• Specify decimal places to suit the data type.
• Include currency symbols for monetary values.
• Format percentages with the % symbol and suitable precision.
• Apply consistent numeric formatting throughout the report.