Reports allow you
to lay out your data in various ways to produce printouts of the
contents of tables and the results of queries. We are going
to create a report using the Report Wizard.
create a report using the Report Wizard, double click on Create report
by using wizard in the Reports section of the database window as shown
appears as shown below from which you can choose fields from tables
and/or queries to use as the basis for your report. We are
using the Employees table in this case, the window below shows the
selected fields on the right hand side.
Next button and you will be given the opportunity to
group your output, you do not have to choose a grouping field if
you do not want to. We are going to group our report by Department and
the window below shows the grouping being selected.
click on the Grouping
Options button you
will be able to change the interval for the grouping fields, for
instance, you may want the report to look at the first 2 letters
of a field (e.g. AP123, AP285, AP35 would all group together under
the AP group using the first 2 letters) and group by that rather
than the whole field as we have done.
you click Next after choosing any grouping you will
be given an opportunity to sort your output, we are sorting by Surname and then by First name as shown below.
Again, you do
not have to sort if you do not want to.
Next button and you can choose a layout
for your report as below. If you report is likely to be wide,
you might like to change the page orientation to landscape at this
you click Next to go to the next window, you will
be able to choose a style for your report, we have chosen the Corporate
style as shown below.
Click Next and you will be able to name your report as shown
below. We have also chosen to Modify
the report's design as we are now going to add an extra
calculated field to our report.
click the Finish button you will see the form design
if you have selected the options above or the finished report if
you have chosen to preview it. The window below shows our
you can re-size the text and field boxes to ensure that all your
data can be seen. Notice how we have dragged down the Page Header section and made the Date of Birth label deeper so that the column title goes on to two
lines. We are now going to add a new Text Box field using
the Text Box control from the tool box. When you have clicked on the
Text Box control, drag out a suitable box anywhere in the Detail section of your report. When you have done this
you will probably want to move the label part of the text box to
the Page Header section of the report. To do
this, click on the label part so that it is marked by black boxes
on the corners and then use the Edit menu and Cut
or press CTRL+X to cut the label onto the clipboard.
Click your cursor in the Page
Header section of
the report and choose Copy
from the Edit menu or press CTRL+V.
have positioned your new text box, click your right mouse button
on the data part of the box in the Detail
section and choose Properties
from the menu which
appears. Click on the Data tab of the window which appears and
then click in the Control
Source box. You
will see a box containing three dots appear at the side of this
box when you enter it, click on this and you will see the Expression Builder window appear as shown below. The
window below shows the properties for our text box and the expression
builder being used to enter a formula to calculate the age of the
have finished building your expression, click OK
and your new text box calculated field will be shown on your report
you are happy with the layout and then save the report by clicking
the floppy disk icon. To view your report, choose the report
from the Reports section of the database window and
click the Preview button. Our finished report output
is shown below.
you have completed your report, you can change its design by clicking
on the Reports section of the database window, choosing
your report and clicking the Design button. If you click on the Insert
drop-down menu you will see that there are options for inserting
page numbers or current date and time. Any information entered
in the Page Header and Page Footer
sections will print on every page of the report.
You can edit
the existing report title by double-clicking on the title to bring
up the flashing cursor, you may then delete text and enter extra
text as you require.
typeface and size of font can be changed for any of the items in
the report by clicking once on the box you want to change and selecting
a new font and/or size from the boxes just below the icons at the
top of the screen. You may also embolden, italicise or underline items
using the appropriate icons to the right of the typeface settings.
Remember that you may need to re-size the field boxes if you
make the font face larger.
you are in Design View you can change the sorting and grouping settings
for your report by clicking on the Sorting and Grouping icon at
the top of the screen . This will bring up a window showing the sorting and
grouping settings as below.
the symbol to the left of the line that is set as the grouping field.
This symbol can
be placed on another line by changing the value in the Group Header
box at the bottom of the window to Yes
for that field. Note
that the Group Interval can also be changed, this can be useful
when you are grouping by numeric values and want to change the size
of the groups.
to save your report if you make any changes to its design.
Click here to
return to the Access index.