Previous page Previous     TOC Contents     Next pageNext

MS Access - Writing reports

Using reports

Reports are printed documents showing information from the database.

Like forms, reports can be based on tables or queries. However, unlike forms, reports are for output only. Obviously, since they are output to the printer, reports cannot accept input from the user.

Creating the report

Before you launch the report editor, know where the information for the report is coming from.

Actually it would be helpful to draw a draft on paper (with a pencil!) to show where to put the columns, how to align them, where to put totals, etc.

If the data is in several tables, you will first create a query to get everything together.

Using the Report wizard is the easiest way of building the report.

The normal form is called tabular, meaning that the information will appear as a table with headings at the top of the page.

For the first example we will print a simple list of customers.

Editing the report

In design mode you can edit the layout of the report.

The first draft, created by the Wizard, needs some work. To fit all the columns on the page, some has to be shortened, etc.

Note that the important section is Detail. That's where the data is printed. Headers and footers contain headings and summaries.

The height of each section can be adjusted by clicking on the lower margin of the section.

You edit the contents of the headings, titles, etc. like on the form editor.