Create a Report

You can use the Report Wizard to be selective about what fields appear on your report. You can also specify how the data is grouped and sorted, and you can use fields from more than one table or query, provided you have specified the relationships between the tables and queries beforehand.

• On the Create tab, in the Reports group, click Report Wizard.
• Click on the pull down arrow to select the table or query you want to use to build your report.

• Click Next
• Move the fields you want to appear in your report by clicking on them and clicking on the move-right arrow . If you want to move all of the fields, click on the move-all arrow.

• Click Next.
• If you want your data grouped by a particular data point, select it on this screen. I selected to have the data grouped by company for this example.

• Click Next
• If you wish to sort the entries, select the field you want to sort on and either ascending or descending. For this example I have chosen to sort on last name in ascending order.

• This is where you select the style you want your report to appear in. You can scroll through the various styles and access will give you a preview of the style.

• Click Next
• Click Finish
• When you preview the report, you see the report as it will appear in print.

Understand the report sections

In Access, the design of a report is divided into sections. You can view your report in Design view to see its sections. To create useful reports, you need to understand how each section works. 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:

• Report Header.   This section is printed just once, at the beginning of the report. Use the report header for information that might normally appear on a cover page, such as a logo, a title, or a date. When you place a calculated control that uses the Sum aggregate function in the report header, the sum calculated is for the entire report. The report header is printed before the page header.
• Page Header.   This section is printed at the top of every page. For example, use a page header to repeat the report title on every page.
• Group Header.   This section is printed at the beginning of each new group of records. 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.
• Detail.   This section is printed once for every row in the record source. This is where you place the controls that make up the main body of the report.
• Group Footer.   This section is printed at the end of each group of records. Use a group footer to print summary information for a group.
• Page Footer.   This section is printed at the end of every page. Use a page footer to print page numbers or per-page information.
• Report Footer.   This section is printed just once, at the end of the report. Use the report footer to print report totals or other summary information for the entire report.