All about Reports in MS Access

Reports in MS Access

What is a report ?

A report is an object in Microsoft Access that is used to display and print your data in a summarized, user-friendly and organized manner. It is commonly used to "not" confuse the individuals and make it easier for them to view such information.

Benefits of using Reports

  • Easy to use. To design a report in Microsoft Access, all a user has to do is point and click. By selecting data for the report and choosing among many options of style features, the user can create a fully functional report.
  • Design. With more recent versions of Access (Access 2007), the user is able to view how the report will look while creating the report.
  • Data presentation. Reports can be created with data grouped together by category. This contains subtotals, counts and other powerful formulas that save time and provide greater analysis.
  • Updating reports. If the user updates information in the database, a report can be recreated to contain the new information. The prior version will remain consistent, allowing the user to compare versions.
  • Time efficiency

Ways to Create a Report in MS Access

There are many ways to create a report in MS Access. Such as simple reports , by using report wizard, by using blank reports.

Creating Simple Report
  • Open the Navigation Pane
  • Click the table ore query on which you want to base your report
  • Click Create Tab
  • Click the Report button in the Reports group. Access creates your report and displays your report in Layout view. You can modify the report.
  • Don't forget to save it 

Creating Report using Report Wizard

  • Click the Create Tab 
  • Find the Report Wizard in the reports group. Then the wizard appears.
  • Select queries, tables, or fields. When using the Report Wizard, you can use fields from multiple tables and/or queries if the tables/queries have a relationship.

  • Group. When using the Report Wizard, you can group data. Grouping puts all of the values in a field into a group based on the field’s value. For example, if your data is grouped by the Department field and the records in the Department field have values such as Administration, Computer Science, and English. Access will group all of the data for the Administration department together, all of the data for the Computer Science department together, and all of the data for the English department together.

  • Sort & Summarize. By using the Report Wizard, you can create up to four levels of sort. Access sorts the first level, and then sorts the second level within that sort, and so on. If you have grouped your data, you can summarize it by displaying the sum, average, and minimum or maximum value for each numeric field. You can choose to have your report display just the summary data or each detail line and the summary data. There is also an option that allows you to display the percent the sum of each group is of the grand total. All of the fields in your report may not fit on a single page. You can have Access automatically adjust the size of the font so that every field fits.


  • Layout & Orientation. You can choose the layout and orientation of your report. The layout determines where each field appears on the page. 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. Most paper, such as paper sized 8 1/2 by 11, is longer on one edge than it is on the other. If you print in Portrait, the shortest edge of the paper becomes the top of the page. Portrait is the default option. If you print Landscape, the longest edge of the paper becomes the top of the page

  • Style. A style is a set of formats consisting of such things as background colors, fonts, font colors, and font sizes. Access supplies predesigned styles that format titles, labels, and more. When you choose a style, the left side of the window displays a preview.

  • Create a Title. On the final page of the Report Wizard, you can title your report. The title appears at the top of the report and on the Navigation pane.
  • and then, click Finish , after that your report will be created and displayed in Layout View. 

Creating Report by Blank Reports

  • Open your database. After that, go to Create Tab and locate the Reports group.
  • Click Blank Report. The Object window will appear like a blank paper in Layout View.

  • It will be displayed like that (look at the picture above) . You will notice 4 extra tabs that were created such as : Design , Arrange, Format, and Page Setup . They are called Report Layout Tools.
  • Go to Design Tab. Locate the Add Existing Fields and then click the Show All Tables from the Field List.
  • After you've clicked it, the tables from your database will be displayed.
  • Select the fields you want to add in your report.
  • Use the 4 tabs ( Report Layout Tools ) to design your blank report. 
  • In Design Tab , you can select the Theme, controls, add buttons , add pictures, add header & footer, etc...
  • In Arrange Tab , you can modify the organization of the table. Such as : tabular or stacked. 
  • In Format Tab , you can edit there the Font, Number, Background, and Control Formatting.
  • In Page Setup Tab , you can edit the page size, margins, and Page Layout.

Modify a Report
After you create a report, you can modify it. You can add groups or sorts, add fields, change labels, and perform many other tasks.
You can view a report in Report view, Layout view, Design view, and Print Preview. You can modify a report in Layout view or Design view. In Layout view, you can see your data, and the report you see closely resembles how your report will look when you print it. You can make most, but not all, changes to your report in Layout view. Design view displays the structure of your report. In this view you cannot see the underlying data, but you can perform some tasks in Design view that you cannot perform in Layout view.


Thanks for viewing my blog and I hope it helped you out guys.
Note:Some of the ideas in this blog are not mine. Some are from other websites.
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http://www.baycongroup.com/access2007/07_access.html

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