How to Query a Record in a Report in Access

Microsoft Access objects work in concert with each other to manipulate information. All information is stored in the table. Queries pull specific information based on set criteria, and reports are generated based on the information in a table or a query. To query a record for an Access report, you need to create a query with parameters, and then a report is made based on that query. When the report is opened, the query box appears requesting the criteria to search for. That information is pulled and displayed in your report.

Create a Query

• 1

  Open your Microsoft Access database. Click the table that you want to base your query on. Click "Create" on the top ribbon. Choose "Query Wizard."

• 2

  Click "Simple Query Wizard" from the list of options and click "OK." Add the fields from your table you want represented in your query. Move fields over by clicking the ">" button. Click "Next." Name your query. Click the radio button next to "Modify query design."

• 3

  Place your cursor in the box marked "Criteria" underneath the field you want to search. Type in a phrase you want to appear on the query prompt. Make sure to put your phrase between square brackets. For example:

  [Enter a last name:]

• 4

  Click "Run" on the top ribbon. Your parameter box will appear. Enter your search information and click "OK." The query will generate your results.

Create a Report

• 1

  Click "Create" on the top menu bar. Choose "Report Wizard" from the "Reports" group.

• 2

  Click your query with the parameter from the drop-down list. Add fields to your report. Click ">" to add a field. Click "Next."

• 3

  Add grouping levels if you desire. Click "Next." Choose fields that you want sorted. Click "Next." Choose a layout and orientation. Click "Next."

• 4

  Name your query. Click "Finish."

• 5

  Fill out the query prompt to search records in your report. Records that match your query will be displayed in your report.