Creating a Simple Microsoft Access 2007 Report

Open the Access database that you want to create a report in.

Go to the Create tab on the top ribbon.

From here, you have a couple of different options available to you to create an Access 2007 report. One is to create the report with the help of a wizard and the other is to create it by hand yourself.

Using the wizard makes it very simple but you are limited to standard layouts options. If you have a specific layout of where you want the fields to be and the order you want them to be in, you will be better off creating the report by hand yourself. If you are not as concerned with the exact layout, the wizard will be easier and quicker to use.

Wizard
Click on Report Wizard under the Reports area on the ribbon.

On the screen that pops up, you will have several options. On the Tables/Queries dropdown, select the table or query where you want the record data to come from. In the Available Fields section, select the field that you want to bring over first and then select the > button. The field should show up in the Selected Fields section. If you want to bring over all of the fields from the table or query, select the >> button. Click Next.

The next screen that comes up allows you to select grouping levels. This allows you to group records by type. For example, if you wanted to group all of the records for 2010, you could select your year field as a grouping level. You can add multiple grouping levels to the report. Click Next.

On the next screen, you can sort the records. For example, if you wanted to sort your customers by last name, you would select the last name field from the dropdown. You can also add summary options here. Summary options will only work for numeric fields. Click Next.

The layout of your Access 2007 report is the next thing you will select. You are limited to stepped, block, and outline layouts. Click Next.

Selecting the style for your report comes next. There are several styles available to choose from. Click Next.

The last thing you do is create a name for your report. Click finish when you are done naming it.


By Hand

Select Report Design from under the Reports area on the ribbon.

A blank Access 2007 report in design view will show up that you can add fields to. A Field List should show up on the right side of the screen. It should list all of the tables in your database.

To add fields to your report, select the field from the Field List and drag it over to where you want to place it on the report. Repeat this process for all of the fields you want to add. You can select multiple fields by holding down the Ctrl key on your keyboard as you select different fields.

To add grouping levels, select Group & Sort from the Grouping & Totals section. Select Add a Group to add grouping levels or Add a Sort to add sorting levels. Adding a grouping level will automatically add a Group Header to your report. For example, if your grouping level was year, it will add a header called Year Header to your report.

You can add summaries to your report by clicking on the Totals field under the Grouping & Totals section. Select the appropriate option from the dropdown that comes up. It will add a total field for any groups you have and also an overall report total field.

Go to the Arrange tab on the ribbon. The AutoFormat and Control Layout sections allow you to change the layout and style of your report.

Save and close the report.


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