Create a report with Access

The reports allow you to organize and process the contents of tables and queries generally in order to make a printout of results.

In this article I will try to guide you, step by step in the procedure necessary to create a report using MS Access 2007, the steps, however, can be considered valid for earlier versions of Office datababse package.

After opening the database, then select the Create tab in the Reports group, click Report Wizard:

In the window that appears, we must select from a drop down menu, the data source, which can be either a query table.
In my case I decided to create a report for my table "employees". If we had entered a query (which you must create the following procedeura necessary) the result would have been the same.

Now that have appeared in the fields that make up the table, you must choose who we want to include in our report.
To do this, simply click on the arrows> and <, which enable you to add or remove a field at a time, you can click on the arrows in aletrnativa>> and <<to add or delete all the fields.

The tab order of fields in the right column determines the default order in which appear in the report.

Clicking on "Finish" the wizard will produce the report. However, you can refine the process further by setting preferences. In this case click on "Next". The next steps the wizard will allow us to:

• Select the grouping levels
  This option allows you to set up groups of records (for example, you can group on the basis of the hypothetical diepndenti the "Employment status"), improving the display order, this choice is particularly effective in the presence of large amounts of data.
• Choose a sort order field
  The report can be ordered on the basis of choosing "growing" or "descending" for up to four fields. In the event that one of the selected fields is a field of numeric type, appear on the Summary Options button. Clicking a further window will appear from which you can set of mathematical operations (Sum, Average, Min and Max) on the selected field.
• Set the desired layout (vertical, tabular or justified)
• Choose the graphical style for printing

• save the report created.

At this point we can preview the report.

If the result was not satisfactory, you can edit the report created by setting the mode view.

In this way, our report is presented as a page to which you can insert titles, text fields, change the look and feel by choosing from a variety of templates in MS Office, or by setting the new parameters.

In addition to possible changes already described, it is important to note that in the tree view you can edit existing fields in the report, such as adding new ones from the source table.

Just click on the Design tab and, in the Tools group, click Add existing fields.
Looks like this (right) a list of fields available for viewing in the table.
Clicking on each of the fields and dragging on the page of the report we have added new fields, sort and edit freely, in content and form.

After making any necessary changes to the report, you can preview it, and possibly to print the report.