How to Create Reports Using Microsoft Office Access 2003

Creating Reports Using Microsoft Office Access

What is a Report In Access?

Reports are printable summaries of the information you want from your tables or queries. The Reports offer the user a unique way of viewing, formatting, and summarizing the information in your Microsoft Access database. For instance, you can create a simple report of Email addresses for all your contacts, or a summary report on the total sales across different regions and time periods. Using the design view method makes it possible for you to improve on the final report output as opposed to the use of the report wizard. Before you proceed, make sure you have created your database, table and query.

Design View Method of Making a Report

Designing a report using the design view method
Designing a report using the design view method | Source

How to Create Reports

  • With your database open under the objects click on reports
  • Click on new and select design view method. Other methods you can use are the Report Wizard, AutoReport – Columnar, AutoReport – Tabular, Chart Wizard and Label Wizard.
  • Choose where the table or query object’s data comes from and click okay.
  • The report design window opens. Locate the field list which contains the fields you need. If you cannot see it, go to View menu and click on Field list.
  • Double click at the blue bar of your field list to select all the fields. Then click inside the fields and drag and drop them under the detail band.
  • Hover your mouse over them till you get the hand pointer; use it to move the fields to the desired area.
  • Go to view menu and select print preview option to view the complete details of your report ready for printing.
  • To go back to design view mode, go to View menu and select Design View.

Formatting and making changes to the report

Changes and any formatting can be applied to a report when in design view mode. You can make use of auto-format feature found on Format menu to apply an automatic formatting to your report. The other way is to highlight the text boxes and giving them the format you want. You can change the text colour, font and size. The report and text box background is also changeable.

Performing Calculations In A Report

It is possible to perform different types of calculations in a report that you create. This can be done in a similar way to performing calculations in a form.

You can try to create reports using the other methods which is much easy.

The report waiting to be print previewed
The report waiting to be print previewed | Source

Can You Be Able To Create Reports In Access?

  • Yes
  • No
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© 2013 Patrick Kamau

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Comments 4 comments

Patkay profile image

Patkay 3 years ago from Nairobi, Kenya Author

Emmanuel Kariuki, Access is a very good management program. You should try it and see it for yourself. The introduction tutorials to Access will definately give you a good jump start. Thanks for your comment.


Emmanuel Kariuki profile image

Emmanuel Kariuki 3 years ago from Nairobi, Kenya

Thanks for this hub Patkay. You have given me a good reson not to ignore Access again (like ronhi, I have never attempted it).


Patkay profile image

Patkay 3 years ago from Nairobi, Kenya Author

ronhi, welcome back. Access is not that difficult especially if you make use of my step by step guides. It is a good database management program one can make use of. Thanks for reading and commenting.


ronhi profile image

ronhi 3 years ago from Kenya

Hey buddy! Am back after the long french leave! As always, i enjoyed reading your step by step guide. I have used Microsoft office for as long as i can remember but i never open access...not because i never need it but because i find it too complicated...but thanks for making it look like a walk in the park

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