Front Range Data Management Services, Inc.

Access Reports

Access Reports

  Microsoft Excel
  Microsoft Access
  Custom Reports
  SQL Server
  Visual Basic
The Microsoft Access report designer is the easiest database reporting tool on the market. It is so much easier to use than even the Visual Basic reporting engine, one wonders why Microsoft did not duplicate it in their full programming languages. Nonetheless, the power and the ease of use of the report designer in Access is so good that we have, on several occasions, simply attached an Access database to other database system tables to take advantage of the Access report writer.

As with forms Access has two methods to create a report, either by the report wizard or by going to report design. The wizard creates a basic report, which you can them modify. To create a Customer report using the Access report wizard, first click on the Customers table, then choose the Create tab on the ribbon, and choose Report Wizard.

Access report wizard step 1

The desired table or query can be changed in the combo box at the top of the form if necessary. To include all fields on the form, choose the two right arrows button    Two right arrows button    then choose Next.

Step two of the report wizard allows for the grouping levels:

Access report wizard step 2

An example of grouping for this report might be grouping by city, where customers would be grouped together by city. In this case, however, no grouping is desired, so choose next.

The third step in the report wizard asks about sorting the report. Typically, a customer report would be sorted by last name, then first name as illustrated. Beware that, if a sorting order is not specified, Access generally sorts according to the table's primary key. Since this is an Autonumber field, the customers would be sorted in the order entered, which is not very useful. The sorting screen appears like this:

Select sort fields

After selecting the desired sort order, choose Next. The next step of the report wizard offers three different styles of reports. The most common form of report is the columnar report. Leave that option selected, and choose next.

Select sort fields

The last report wizard form provides an text box to name the report (with the default name "Customers" entered) and offers the option to either view the report with data, or open the report in design view to modify it:

Final step of the report wizard

Choosing Finish will present the newly created Report:

Finished customers report

This is a very basic Access report. Reports can be made much more useful by adding sub reports, or basing them on queries that combine data from more than one table.

We develop Access databases from our Denver office that make working with data easy, and it is cheaper than you think! Call us at (303) 403-0386 or request Access assistance by e-mail.

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