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Introduction to reports in Access
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, or a summary report on the total sales across different regions and time periods.
Note: The information in this article is intended for use only with Access desktop databases. Access web apps don't support reports. Overview of reports in Access. Create a report in Access. Add grouping, sorting, or totals.
Custom made book reports data with conditional formatting. Customizing color and fonts. Add a logo or background image.
Preview and print a report. A report is a database object that comes in handy when you want to present the information in your database for any of the following uses:. The design of a report is divided into sections that you can view in the Design view.
Understanding how each section works can helps you create better reports. For example, the section in which you choose to place a calculated control determines how Access calculates the results. The following list is a summary of the section types and their uses:. Use the report header for information that might normally appear on a cover page, such as a logo, a title, custom made book reports, or a date.
When custom made book reports place a calculated control that uses the Sum aggregate function in the report header, the sum calculated is for the entire report, custom made book reports. The report header is printed before the page header. Use the group header to print the group name. For example, in a report that is grouped by product, use the group header to print the product name. When you place a calculated control that uses the Sum aggregate function in the group header, the sum is for the current group.
You can have multiple group header sections on a report, depending on how many grouping levels you have added. For more information about creating group headers and footers, custom made book reports, see the section Add grouping, custom made book reports, sorting, or totals.
Use a group footer to print summary information for a group. You can have multiple group footer sections on a report, depending on how many grouping levels you have added, custom made book reports. Note: In Design view, the report footer appears below the page footer. However, in all other views Layout view, for example, or when the report is printed or previewedthe report footer appears above the page footer, just after the last group footer or detail line on the final page.
For an introduction to planning and designing a database, see the article Database design basics. The record source of a report can be a table, a named query, or an embedded query. The record source must contain all of the rows and columns of data you want display custom made book reports the report. If the data is from an existing table or query, select the table or query in the Navigation Pane, and then continue to Step 2. Continue to Step 2 and use the Blank Report tool. Create the table s or query that contains the required data.
Select the query or table in the Navigation Pane, and then continue to Step 2. The report tools are located on the Create tab of the ribbon, in the Reports group. The following table describes the options:. Creates a simple, tabular report containing all of the fields in the record source you selected in the Navigation Pane. Opens a blank report in Layout view, and displays the Field List from where you can add fields to the report.
Displays a wizard that lets you select standard or custom label sizes, as well as which fields you want to display, and how you want them sorted. Click the button for the tool you want to use. If a wizard appears, follow the steps in the wizard and click Finish on the last page. Access displays the report in Layout view. Resize fields and labels by selecting them and then custom made book reports the edges until they are the size you want.
Move a field by selecting it and its label, if presentand then dragging it to the new location. Right-click a field and use the commands on custom made book reports shortcut menu to merge or split cells, delete or select fields, and perform other formatting tasks.
In addition, you can use the features described in the following sections to make your report more attractive and readable. The fastest way to add grouping, sorting, or totals to a desktop database report is to right-click the field to which you want to apply the group, sort, or total, and then click the desired command on the shortcut menu. You can also add grouping, sorting, or totals by using the Group, Sort, and Total pane while the report is open in Layout view or Design view:.
Click Add a group or Add a sortand then select the field on which you want to group or sort. Click More on a grouping or sorting line to set more options and to add totals. For more detailed information about grouping, sorting, and totals, custom made book reports, see the article Create a grouped or summary report. Access includes tools for highlighting data on a report. You can add conditional formatting rules for each control or group of controls, and in client reports, you can also add data bars to compare data.
Select the required controls and on the Format tab, in the Control Formatting group, click Conditional Formatting. Tip: To select multiple controls, custom made book reports, hold down the CTRL key and click the controls. In the Conditional Formatting Rules Manager dialog box, click New Rule. In the New Formatting Rule dialog custom made book reports, select a value under Select a rule type :.
To create a rule that is evaluated for each record individually, select Check values in the current record or use an expression. To create a rule that compares records to each other by using data bars, click Compare to other records. Under Edit the rule descriptionspecify the rule for when the formatting would be applied as well as what formatting should be applied, and then click OK.
To create an additional rule for the same control or set of controls, repeat this procedure from step 4, custom made book reports. Open a report in Layout view by right-clicking it in the Navigation Pane and then clicking Layout V iew. From the Report Layout Tools options, on the Design tab, click Themes and point the cursor over the various themes in the gallery to preview the effects. Click on a theme to select it, and then save your report. Use the Colors or Fonts galleries to set colors or fonts independently.
You can add a logo or background image to a report and If you update the image, the update is automatically made wherever the image is used in the database. On the Format custom made book reports, in the Background group, click Background Image. Select an image from the Image Gallery list or click Browseselect an image, and then click OK. Right-click the report in the Navigation Pane and click Print Preview.
You can use the commands on the Print Preview tab to do any of the following:. Right-click the report in the Navigation Pane and click Print. The report is sent to your default printer. Note: If you select the report in the Navigation Pane and select Print from the File tab, you can select additional printing options such as number of pages and copies and specify a printer.
To open a dialog box where you can select a printer, specify the number of copies, and so on, click Print. Forms and reports. Introduction to reports in Access. Access for Microsoft Access Access Access Access Access Access More Need more help? Expand your skills, custom made book reports. Get new features first. Was this information helpful?
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Introducing Unique Book Report Templates
, time: 9:09What Are Accounting Reports?
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