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. Show
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 sourceA 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 toolThe 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.
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 WizardYou 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.
Note: If you want to include fields from multiple tables and queries in your report, do not click Next or Finish after 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 WizardUse the Label Wizard to easily create labels for a wide variety of standard label sizes.
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 toolIf 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:
Understand the report sectionsIn 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:
Top of Page Understand controlsControls are objects that display data, perform actions, and let you view and work with information that enhances the user interface, such as labels and images. Access supports three types of controls: bound, unbound, and calculated:
When you create a report, it is probably most efficient to add and arrange all the bound controls first, especially if they make up the majority of the controls on the report. You can then add the unbound and calculated controls that complete the design by using the tools in the Controls group on the Design tab. You bind a control to a field by identifying the field from which the control gets its data. You can create a control that is bound to the selected field by dragging the field from the Field List pane to the report. The Field List pane displays the fields of the report's underlying table or query. To display the Field List pane, on the Design tab, in the Controls group, click Add Existing Field. Alternatively, you can bind a field to a control by typing the field name in the control itself or in the box for the ControlSource value in the control's property sheet. The property sheet defines the characteristics of the control, such as its name, the source of its data, and its format. Using the Field List pane is the best way to create a control for two reasons:
If you already created an unbound control and want to bind it to a field, set the control's ControlSource property to the name of the field. For details about the ControlSource property, search Help for "ControlSource." Top of Page Fine-tune your report in Layout viewAfter you create a report, you can easily fine-tune its design by working in Layout view. Using the actual report data as your guide, you can adjust the column widths, rearrange the columns, and add grouping levels and totals. You can place new fields on the report design and set the properties for the report and its controls. To switch to Layout view, right-click the report name in the Navigation Pane and then click Layout View. Access shows the report in Layout view. You can use the property sheet to modify the properties for the report and its controls and sections. To display the property sheet, press F4. You can use the Field List pane to add fields from the underlying table or query to your report design. To display the Field List pane, do one of the following:
You can then add fields by dragging them from the Field List pane to the report. Top of Page Fine-tune your report in Design viewYou can also fine-tune your report's design by working in Design view. You can add new controls and fields to the report by adding them to the design grid. The property sheet gives you access to a large number of properties that you can set to customize your report. To switch to Design view, right-click the report name in the Navigation Pane and then click Design View. Access shows the report in Design view. You can use the property sheet to modify the properties for the report itself and the controls and sections it contains. To display the property sheet, press F4. You can use the Field List pane to add fields from the underlying table or query to your report design. To display the Field List pane, do one of the following:
You can then add fields by dragging them from the Field List pane to the report. Top of Page Add fields from the Field List pane
When you drop the fields onto a report section, Access creates a bound text box control for each field and automatically places a label control beside each field. Top of Page Add controls to the reportSome controls are created automatically, such as the bound text box control that is created when you add a field from the Field List pane to your report. Many other controls can be created in Design view by using the tools in the Controls group on the Design tab. Determine the name of a tool
Create a control by using the tools in the Controls group
This procedure creates an "unbound" control. If the control is the type that can display data (a text box or check box, for example), you need to enter a field name or expression in the ControlSource property for the control before it will display any data. See the Understand controls section in this topic for more information. Display the property sheetTo display the property sheet in Design view, do one of the following:
Top of Page Save your workAfter you save your report design, you can run the report as often as you need to. The report's design stays the same, but you get current data every time you print or view the report. If your reporting needs change, you can modify the report design or create a new, similar report based on the original. Save your report design
Save your report design under a new name
Top of Page View, print, or send your report as an e-mail messageAfter you save your report design, you can use it over and over again. The report's design stays the same, but you get current data every time you view or print the report. If your reporting needs change, you can modify the report design or create a new, similar report based on the original. View your reportThere are several ways to view your report. Which method you choose depends on what you want to do with the report and its data:
Note: If your report is formatted with multiple columns, you can only see the column layout in Print Preview. Layout view and Report view display the report as a single column. View your report in Report viewReport view is the default view that is used when you double-click a report in the Navigation Pane. If the report is not open, double-click the report in the Navigation Pane to see it in Report view. If the report is already open, right-click the report name in the Navigation Pane and then click Report View. Work with your data in Report viewIn Report view, you can select text and copy it to the clipboard. To select entire rows, click and drag in the margin next to the rows that you want to select. You can then copy these rows to the clipboard by doing one of the following:
Show only the rows you want by using filtersYou can apply filters directly to your report without leaving Report view. For example, if you have a "Country/region" column and you want to see only those rows where the country/region is "Canada", do the following:
Access creates and applies the filter. Toggle a filter on and offYou can switch between a filtered and non-filtered display by clicking Toggle Filter in the Sort & Filter group of the Home tab. This does not remove the filter — it just turns it on and off. Remove a filter
Once a filter has been removed, you cannot switch it back on by using the Toggle Filter command. You must first re-create the filter. Note: If you apply a filter to a report and then save and close the report, the filter will be saved. However, the next time you open the report, Access will not apply the filter. To reapply the filter, on the Home tab, in the Sort & Filter group, click Toggle Filter. Preview your report by using Print PreviewRight-click the report in the Navigation Pane, and then click Print Preview on the shortcut menu. You can use the navigation buttons to view the pages of a report sequentially or to jump to any page in the report.
1. Click to display the first page. 2. Click to display the previous page. 3. Click to display the next page. 4. Click to display the last page. 5. Type a page number in this box and then press ENTER to jump to a specific page. In Print Preview, you can zoom in to see details or zoom out to see how well the data is positioned on the page. With the cursor positioned over the report, click once. To reverse the effect of the zoom, click again. You can also use the zoom control on the Access status bar to zoom further in or out. To close Print Preview, do one of the following:
Tip: After previewing your report, you can export the results to Microsoft Word, Microsoft Excel, or several other Office programs. On the External Data tab, in the Export group, click the button for the format that you want and follow the instructions. Top of Page Print your reportYou can print a report while it is open in any view, or even while it is closed. Before you print, be sure to double-check the page settings, such as the margins or page orientation. Access saves the page settings with the report, so you need to set them only once. You can set them again later, if your printing needs change. Change the page settings
Send your report to a printer
Top of Page Send your report as an e-mail messageYou can send your report to recipients as an e-mail message instead of printing a paper copy:
Top of Page How many modes create report in MS Access?Access provides three options to choose from: Stepped, Block, and Outline. When you choose an option, the left side of the window displays a graphic of the layout. Orientation determines whether Access creates the report in portrait or landscape.
Which of the following views shows how the report will look when printed?Print view will show exactly how the report will look when printed. Report view applies to the data in the report. Layout view is for changing the design of the report. Design view shows the controls on the report.
What can be used as the record source for a report?You can use a named query as a record source for multiple forms or reports. However, changes to the query design will affect all forms and reports that use it as a record source.
When modifying a report on which tab would you find the commands for changing the margins of the report?To change margins, click on the Margins button, found on the Page Layout tab. Word lists a number of pre-formatted options, but you can also make your own margins by selecting “Custom Margins,” found at the bottom of the Margins list. You can change each of the four margins in the dialog box that appears.
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