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Introduction to reports in Access

Access for Office 365 Access 2019 Access 2016 Access 2013 Access 2010 Access 2007

Reports offer a way to view, format, and summarize the information in your Microsoft Access database. For example, you can create a simple report of phone numbers for all your contacts, or a summary report on the total sales across different regions and time periods.

From this article, you’ll get an overview of reports in Access. You’ll also learn the basics of creating a report, and using options like sorting, grouping, and summarizing the data, and how to preview and print the report.

Note:  The information in this article is intended for use only with Access desktop databases. Access web apps don't support reports.

In this article

Overview of reports in Access

Create a report in Access

Add grouping, sorting, or totals

Highlight data with conditional formatting

Customizing color and fonts

Add a logo or background image

Preview and print a report

Overview of reports in Access

What can you do with a report?

A report is a database object that comes in handy when you want to present the information in your database for any of the following uses:

·         Display or distribute a summary of data.

·         Archive snapshots of the data.

·         Provide details about individual records.

·         Create labels.

Parts of a report

While it is possible to create “unbound” reports that do not display data, but for the purposes of this article, we’ll assume that a report is bound to a data source such as a table or query. The design of a report is divided into sections that you can view in the Design view. Understanding how each section works can helps you create better reports. For example, the section in which you choose to place a calculated control determines how Access calculates the results. The following list is a summary of the section types and their uses:

You’ll find that it’s much easier to create meaningful reports when your database has a well-designed table structure and relationships. For an introduction to planning and designing a database, see the article Database design basics.

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Create a report in Access

You can create reports for you Access desktop database by following the steps below:

Step 1: Choose a record source

The record source of a report can be a table, a named query, or an embedded query. The record source must contain all of the rows and columns of data you want display on the report.

·         If the data is from an existing table or query, select the table or query in the Navigation Pane, and then continue to Step 2.

·         If the record source does not yet exist, do one of the following:

o    Continue to Step 2 and use the Blank Report tool,

Or

o    Create the table(s) or query that contains the required data. Select the query or table in the Navigation Pane, and then continue to Step 2.

Step 2: Choose a report tool

The report tools are located on the Create tab of the ribbon, in the Reports group. The following table describes the options:

Step 3: Create the report

1.  Click the button for the tool you want to use. If a wizard appears, follow the steps in the wizard and click Finish on the last page.
Access displays the report in Layout view.

2.  Format the report to achieve the looks that you want:

o    Resize fields and labels by selecting them and then dragging the edges until they are the size you want.

o    Move a field by selecting it (and its label, if present), and then dragging it to the new location.

o    Right-click a field and use the commands on the shortcut menu to merge or split cells, delete or select fields, and perform other formatting tasks.

In addition, you can use the features described in the following sections to make your report more attractive and readable.

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Add grouping, sorting, or totals

The fastest way to add grouping, sorting, or totals to a desktop database report is to right-click the field to which you want to apply the group, sort, or total, and then click the desired command on the shortcut menu.

You can also add grouping, sorting, or totals by using the Group, Sort, and Total pane while the report is open in Layout view or Design view:

1.  If the Group, Sort, and Total pane is not already open, on the Design tab, in the Grouping and Totalsgroup, click Group & Sort.

2.  Click Add a group or Add a sort, and then select the field on which you want to group or sort.

3.  Click More on a grouping or sorting line to set more options and to add totals.

For more detailed information about grouping, sorting, and totals, see the article Create a grouped or summary report.

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