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MS Access Reports Basics

The document provides an overview of creating and formatting reports in Microsoft Access, detailing the process of generating a report from tables or queries. It explains how to create a simple report, adjust its layout, and use the Print Preview feature for visualizing the final output. Additionally, it covers using the Report Design view for more customized report creation, including setting record sources and arranging fields.

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Roman Christopher Concepcion
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34 views19 pages

MS Access Reports Basics

The document provides an overview of creating and formatting reports in Microsoft Access, detailing the process of generating a report from tables or queries. It explains how to create a simple report, adjust its layout, and use the Print Preview feature for visualizing the final output. Additionally, it covers using the Report Design view for more customized report creation, including setting record sources and arranging fields.

Uploaded by

Roman Christopher Concepcion
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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MS Access -

Reports Basics
Reports
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.
•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.
Creating a Simple Report
We will now take a simple example to understand the process of creating a
very simple report. For this, we need to go to the Create tab.
Before clicking on the Report
button to create a basic
report, make sure the proper
query is selected. In this
case, qryCurrentProjects is
selected in your navigation
pane. Now click on the
Report button, which will
generate a report based on
that query.
You will see that the report
is open in Layout view.
This provides a quick way
to adjust the size or width
of any of your fields that
you see on the report. Let
us now adjust the column
widths to make everything
fit in a better way.
Scroll down and
adjust the page
control at the
bottom.
This was a very quick way
to create a very simple
report. You could also
make minor changes and
adjustments from the
report design view.
• Just like forms, a report is made up of
a variety of different sections.
• You have the detail section, which is
where all of your data lives for the
most part.
• You also will see a page header and a
page footer section; these appear at
the top and at the bottom of every
single page in your report.
Let us now change the Title of the
report and give it another name.
Click on the save icon to save your
report.
If you want to view what
this report will actually look
like, in Print Preview, you
can go back to the View
button and click on Print
Preview to see what this
report would look like when
printed either on paper or
as a PDF.
Using the tools on the lower right-
hand corner, you can zoom in or zoom
out. You also have some buttons on
the Print Preview tab that appear
automatically when you switch to Print
Preview. In the zoom section, you've
got a view for one page, two pages; or
if you have a longer report, you can
view four pages at once, eight pages
or twelve pages. You can also adjust
simple things such as the size of the
paper that you are using to print, the
margins for your report, the
orientation, the number of columns,
page set up, etc. And that is how you
can create a very quick simple report
using the Report button on the Create
tab.
Create a Report Using Report
Design
Report Design is another method
for creating a quick report in
Access. For this, we need to use
the Report Design View button,
which is like the Form Design
button. This will create a blank
report and open it directly to the
Design View, allowing you to
change the control source and
add fields directly to the Design
View of the report.
Let us now go to the Create tab
and click on the Report Design
button.
It will open a blank
report or an unbound
report, meaning this
report is connected to
no other object in our
database.
On the Design tab in the
Tools group, select the
Property Sheet. This will
open up the Property pane.
On the Data tab,
assign a record source
to this report, to
connect it to a
database object as in
the following
screenshot.
Select qryLateProjects fro
m the drop-down and now,
the next step is to go
through and add some fields
to this report by clicking on
Add Existing Fields list
button on the Design tab.
Select the fields as in the
above screenshot.
Drag the fields to you
report as in the above
screenshot. Go the
Arrange tab, and in the
Table group, you have a
couple of options to
choose from.
There is a stacked layout
and a tabular layout,
which is a layout that is
very similar to a
spreadsheet. Let us
select the tabular layout.
You can see that it moves
all of the labels up to the
page header area. These
labels will appear only
once at the top of every
page and the data query
will repeat for every record
in the Details section.
Now, you can go through
and make some
adjustments to make your
ProjectName field wider.
As you can see in the above
screenshot, there is a lot of
space between Detail
section and Page Footer.
Let us drag the Page Footer
up to reduce the space as
in the following screenshot.
We will now go to the
Design tab and click on the
View button and choose
Report View.

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