4_Reports_method_l2_v1

Create a simple report

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

You can create a variety of different reports in Access, ranging from the simple to the complex. Begin by thinking about your report's record source. Whether your report is a simple listing of records or a grouped summary of sales by region, you must first determine which fields contain the data you want to see in your report, and in which tables or queries they reside.

After you choose your record source, you will usually find it is easiest to create your report by using the Report Wizard. The Report Wizard is a feature in Access that guides you through a series of questions and then generates a report based on your answers.

What do you want to do?

Choose a record source

Create a report by using the Report tool

Create a report by using the Report Wizard

Create labels by using the Label Wizard

Create a report by using the Blank Report tool

Understand the report sections

Understand controls

Fine-tune your report in Layout view

Fine-tune your report in Design view

Add controls to the report

Save your work

View, print, or send your report as an e-mail message

View your report

Print your report

Send your report as an e-mail message

Choose a record source

A report consists of information that is pulled from tables or queries, as well as information that is stored with the report design, such as labels, headings, and graphics. The tables or queries that provide the underlying data are also known as the report's record source. If the fields that you want to include all exist in a single table, use that table as the record source. If the fields are contained in more than one table, you need to use one or more queries as the record source. Those queries may already exist in your database, or you may need to create new queries specifically to fit the needs of your report.

Create a report by using the Report tool

The Report tool provides the fastest way for you to create a report, because it generates a report immediately without prompting you for information. The report displays all the fields from the underlying table or query. The Report tool may not create the final, polished product that you ultimately want, but it is quite useful as a means to quickly look at the underlying data. You can then save the report and modify it in Layout view or Design view so that it better serves your purposes.

1.  In the Navigation Pane, click the table or query on which you want to base the report.

2.  On the Create tab, in the Reports group, click Report.

Access builds the report and displays it in Layout view.

3.  For more about viewing and printing your report, see the section View, print, or send your report as an e-mail message.

After viewing the report, you can save it and then close both the report and the underlying table or query that you used as a record source. The next time that you open the report, Access will display the most recent data from your record source.

Create a report by using the Report Wizard

You can use the Report Wizard to be more selective about what fields appear on your report. You can also specify how the data is grouped and sorted, and you can use fields from more than one table or query, provided you have specified the relationships between the tables and queries beforehand.

·         On the Create tab, in the Reports group, click Report Wizard.

·         Follow the directions on the Report Wizard pages. On the last page, click Finish.

When you preview the report, you see the report as it will appear in print. You can also increase the magnification to zoom in on details. For more about viewing and printing your report, see the section View, print, or send your report as an e-mail message.

Note: If you want to include fields from multiple tables and queries in your report, do not click Next or Finishafter you select the fields from the first table or query on the first page of the Report Wizard. Instead, repeat the steps to select a table or query, and click any additional fields that you want to include in the report. Then, click Next or Finish to continue.

Create labels by using the Label Wizard

Use the Label Wizard to easily create labels for a wide variety of standard label sizes.

1.  In the Navigation Pane, open the table or query that will be the record source for your labels by double-clicking it.

2.  On the Create tab, in the Reports group, click Labels.

3.  Follow the directions on the pages of the Label Wizard. On the last page, click Finish.

Access displays your labels in Print Preview so that you can see them as they will appear when they are printed. You can use the slider control on the Access status bar to zoom in on details. For more information about viewing and printing your report, see the section View, print, or send your report as an e-mail message.

Note: Print Preview is the only view you can use to see multiple columns — the other views show the data in a single column.

Create a report by using the Blank Report tool

If you aren't interested in using the Report tool or the Report Wizard, you can use the Blank Report tool to build a report from scratch. This can be a very quick way to build a report, especially if you plan to put only a few fields on your report. The following procedure explains how to use the Blank Report tool:

·         On the Create tab, in the Reports group, click Blank Report.

A blank report is displayed in Layout view, and the Field List pane is displayed on the right side of the Access window.

·         In the Field List pane, click the plus sign next to the table or tables containing the fields that you want to see on the report.

·         Drag each field onto the report one at a time, or hold down CTRL and select several fields, and then drag them onto the report at the same time.

·         Use the tools in the Header/Footer group on the Design tab to add a logo, title, page numbers, or the date and time to the report.

Understand the report sections

In Access, the design of a report is divided into sections. You can view your report in Design view to see its sections. To create useful reports, you need to understand how each section works. 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:

·         Report Header     This section is printed just once, at the beginning of the report. Use the report header for information that might normally appear on a cover page, such as a logo, a title, or a date. When you place a calculated control that uses the Sum aggregate function in the report header, the sum calculated is for the entire report. The report header is printed before the page header.

·         Page Header     This section is printed at the top of every page. For example, use a page header to repeat the report title on every page.

·         Group Header     This section is printed at the beginning of each new group of records. Use the group header to print the group name. For example, in a report that is grouped by product, use the group header to print the product name. When you place a calculated control that uses the Sum aggregate function in the group header, the sum is for the current group.

·         Detail     This section is printed once for every row in the record source. This is where you place the controls that make up the main body of the report.

·         Group Footer     This section is printed at the end of each group of records. Use a group footer to print summary information for a group.

·         Page Footer     This section is printed at the end of every page. Use a page footer to print page numbers or per-page information.

·         Report Footer     This section is printed just once, at the end of the report. Use the report footer to print report totals or other summary information for the entire report.

Note: In Design view, the report footer appears below the page footer. However, when the report is printed or previewed, the report footer appears above the page footer, just after the last group footer or detail line on the final page.

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