How to Create Subreports in Microsoft Access

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Combine multiple elements in your Microsoft Access reports to show exactly the information you want to communicate. Adding subreports allows you to display related information within the same window of the primary report. Subreports use relationships to display a snapshot of a large amount of information or details of a certain record. If your basic report doesn't provide enough information, subreports can display that information in the form of a graph, datasheet or report.

  • Open the report you want to modify by right-clicking on the title in the "Navigation Pane" and selecting "Design View." If minimized, right-click on the ribbon at the top of the page and deselect "Minimize Ribbon." The Microsoft ribbon provides the tools for modifying objects in Access.

  • Click on the drop-down box in the "Controls" section of the "Design" tab of the ribbon and select the "Subform/subreport" button. Under the "Detail" section of the report, drag your cursor around the area you want to view the subreport. The "Subreport Wizard" appears and walks you through options for setting up your subreport.

  • Select a table or query that contains the data for your subreport. Or select an existing report if you have already defined the information elsewhere. Selecting data from a table or query allows you to create a subreport from scratch, but selecting an existing report allows you to use that object in several places.

  • Choose the fields from your table or query that you want to display in the new subreport. Define which fields link the current report to the new subreport by selecting a suggestion or defining your own. Instead of viewing all records in the subreport, this option filters the subreport to only display related material.

  • Name the subreport for ease of access. Make changes within the subreport window or by right-clicking the subreport in the "Navigation Pane" and selecting "Design View." Click on the "View" button of the "Home" tab of the ribbon and select "Report View" to see the completed subreport.

Tips & Warnings

  • If you select an existing form or report, any changes you make will be reflected in other reports using that object.
  • If you select data from a table or query, you can add fields from more than object, but they should be directly related.

References

  • Photo Credit Jupiterimages/Comstock/Getty Images
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