How to Generate Reports in Access

Generate Access report by using the reports button on the ribbon.

Access reports let you get data out of your databases. The reports can be quickly created by using the following buttons on the ribbon: report wizard, report, or blank report. The report button lets you create a report based on the table or query you currently have selected. The blank report button lets you create a report in the layout view. You can drag fields to this blank report and format them later. The report wizard button is a combination of these two features. You can add tables and query with the query interface and format them in the wizard.

Instructions

Report Button

1. Open Access 2007 and select a database to work with. Select the "Office" button and select "Open." Locate the database on your computer and click on the "Open" button. The database opens.

2. Click on one of the tables or queries in your database. Click on the "Create" tab in your ribbon and select "Report" in the Reports group. Access quickly creates a report based on the table or query selected. The report is displayed in the layout view.

3. Save the report by clicking on the "Save" icon on the Quick Access Toolbar. You will be prompted to name your report. Type a name and click "OK."

Blank Report

1. Click on the "Blank Report" button on the "Create" tab of the ribbon. You are presented with a blank interface for your report.

2. Click on the "Field List" to add fields to your report. Drag fields to the report by clicking on them and manually dragging them to the report. As you drag the fields to the report, resize the columns to completely display the data.

3. Point to the divider between columns when you cursor points east and west or north and south, you can manually drag the columns to make them vertically or horizontally.

4. Use the "AutoFormat" button to add a color format to your report. Click on the button and the format is instantly applied to your report.

5. Save your changes by clicking on the "Save" icon on the Quick Access Toolbar.

Report Wizard

1. Click on the report wizard button on the "Create" tab of the ribbon. Select a table or query from the "Table/Queries" option. Add fields to your report by clicking on the fields and clicking on the single right arrow. If you need all of the fields, click on the double right arrow. Click "Next."

2. Add grouping to your report by clicking on a field that your want the grouping based on. You can have group by multiple fields. Click on "Next."

3. Select a sorting criteria for your report by clicking on the field you want the report sorted by. Once the field is selected, select "Ascending" or "Descending" for the sort. You can sort by multiple fields. Click "Next."

4. Pick your report layout and page orientation. Click "Next." Select your report format by selecting one from the "AutoFormat" list. Click "Next."

5. Type a name for your report and click "Finish." View your report display. The report is displayed in a print preview. Save your report by clicking on the "Save" icon on the Quick Access Toolbar.

References

• Microsoft: Create a simple report