A Tutorial for Access 2007 Reports

Microsoft Access 2007 uses reports to convert data into visual results. The data is retrieved from one or more tables or queries in your database. You can customize how reports are sorted and displayed. Access reports include a header, footer and detail section. The detail section includes the body of your report (content that changes from page to page). As the data in your table or query is updated, the report is updated as well each time you run it.

Create Report

• 1

  Load the database you want to use to create a report in Access 2007. Select "Reports" from "Objects" in the navigation pane.

• 2

  Go to the "Create" tab and select "Report Wizard" from the "Reports" group. The Report Wizard opens.

• 3

  Click the "Tables/Queries" drop-down menu and select the table/query you want to use to generate the report.

• 4

  Go to the "Available Fields" section and select the fields you want to add to the report. Click the ">" button to move a selected field under "Selected Fields." Click the ">>" button to move all the fields at once. To remove a field from the report, click the "<" button. To remove all fields, click the "<<" button.

• 5

  Repeat steps four and five to add fields from additional tables or queries to your report.

• 6

  Click the "Next" button to customize the grouping level for your report. Highlight the first field (by priority order) for the grouping level and click the ">" button. Highlight the next field for the grouping level and click the ">" button. Continue this pattern until the levels are set.

• 7

  Click "Next" to sort the fields in your report. You can sort up to four fields in ascending or descending order. Click the drop-down list to select the fields (by sort preference). To change the sort order from ascending to descending, click the "Ascending" button.

• 8

  Click "Next" to customize the layout, orientation and field width of your report.

• 9

  Click "Next" to customize the theme or style of your report. Highlight the style you want to apply. A sample displays in the preview.

• 10

  Click "Next" to name and finalize your report. Type in a report name under "What title do you want for your report?"

• 11

  Click "Preview the report" to display the report in print preview or "Modify the report's design" to load it in "Design" view and customize its design even more. Click "Finish."

Modify Report

• 1

  Click "Reports" from "Objects" in the Access navigation pane. Right-click on the report and choose "Design View." The report loads on your page.

• 2

  Go to the "Report Header" section. The report's name displays in the header. To add a picture in the header, select the "Design" tab and click the "Logo" button. The "Insert Picture" dialog box opens. Double-click the image you want to insert.

• 3

  Click the "Design" tab to add a page number to the footer. Click the "Insert Page Number" button (beside the "Logo") in the "Controls" group. The "Page Numbers" dialog box appears. Choose the format and alignment for your page number and if you want to add it to the header or footer. To display the page number on the first page, check "Show Number on First Page" and click "OK."

• 4

  Click the label box (text container) for any text you want to format. Select the "Design" tab and pick a font, size or color for the text from the "Font" group.

• 5

  Go to the "Home" tab. Choose "View" and "Print Preview" from the "Views" group. Click the "Print" button to print the report.