Did you want: Working with Databases: Access 2007, 2010, 2013, 2016
A report organizes and groups your data for printing. You have more control over the content, arrangement and look of a report than you do for a datasheet or even a form.
Examples below are from starwars.mdb.
Advantages of a Report
A report is designed for primarily for printing. It has advantages over a form or a datasheet for this purpose:
A well-designed report can be a complex thing. Happily, Access provides some quick methods for getting your report started.
Project 2: Access Basics
Since a report is meant for printing, the Report View is actually a print preview.
The example at the right started as an AutoReport but has been modified. This report can show two records per page.
The number of records that can fit on a page depends on the number of fields in each record and the space needed to show the data. There may be several records on a page or only one. It may even take two pages (or more!) per record. You really want to avoid that!
How many pages in the report? Access does not tell you directly. There are two ways to see how many pages it will take to print the report:
The Report View shows the Print Preview toolbar, which has many of the
same buttons as other Office programs, like Zoom and Setup.
Report Design View
The Report Design View is very similar to the Form Design View.
The fields for the report are displayed in controls with labels.
The page header and footer can hold a title or other information that you want to see on each page.
The report header and footer can hold totals and summaries that you want to see at the beginning or end of all of the records.
The Detail section contains the fields for one record.
Access provides two quick methods for creating a report: AutoReport and the Report Wizard. Using one of these quick methods to get your report started can be a real time-saver. You definitely will want to edit a report created with these methods. They are not particularly efficient in using the space on the page.
On the toolbar is a button for New Objects. This button is not available unless you have a something open or selected in the Database Window that you can use as the source for a report. If you open the drop list of objects and choose AutoReport, then Access immediately creates a report based on the selected object.
AutoReport creates a simple set of pages with at least one page per record. The fields will be listed in a column going down the page. You will definitely want to edit such a report to save paper.
The illustration shows the first record in an AutoReport. Because there was not enough room at the bottom of the first page, the last field (a photo) is on a second page.
Report By Wizard
The link to the Report Wizard is in the Database Window, in the Reports list.
The wizard walks you through a number of choices for your form. You can choose:
This produces a report that may look better than the AutoReport, but it will still need adjustments.
In this lesson we will use the AutoReport. You will work with the Report Wizard later.
Start with: mytrips.mdb from previous lesson
Create a Report with AutoReport
A simple report is very easy to create with AutoReport. There are a number of things you could do to improve the layout, but for this lesson we mostly will settle for what Access provides. Later you will learn how to change all the characteristics of a report.
of order or missing:
Report View: Navigate Pages
Print Preview shows one page at a time by default. You can use the buttons a the top of the window to show 2 or more pages at a time. You can zoom in or out as you wish.
The Navigation bar and the navigation keys on your keyboard can all help you get around in the preview of your report. You cannot use the scroll bars or mouse wheel to change to pages that are not already in the display.
For the memo type fields you can dig into the Properties to make the controls behave intelligently. So cool! You will fix this shortly.
Also, in Report Design View, you can resize and move the controls for a report just like in the Form Design View. You can experiment with that when you have finished the steps below.
Report View: Zoom
Sometimes you need to see a whole page at a time. Sometimes you need to read the text. Access lets you adjust the size to suit your task using the Zoom box or using the mouse.
Report Design View: Change Control's Properties
The Diary control is not tall enough to show the longer entries. But some records do not have much text so setting a really tall height would waste space for most records. You do not know how much space a future trip diary might need.
Happily, you can set two of the properties for the control to allow it to shrink and grow as needed. Such a smart idea!
In Print Preview, there is no Save button, but the File menu has the usual Save and Save As commands.
Report Design View: Resize/Move Controls
~~ 1 Cor. 10:31 ...whatever you do, do it all for the glory of God. ~~