How to Create a Report in Microsoft Access

There are different application software in the Microsoft Office suite that are extremely helpful in creating organized data. By creating a Microsoft Access report, you can organize your data for printing. There are three different ways of generating reports in this application – by designing the report yourself, by using a Report Wizard or by using the AutoReport function.

By using one of the methods of AutoReport and the Report Wizard, getting your report started saves a lot of time. You would, however, definitely want to edit the reports created with either of the methods as they are not efficient as such in using the space on the page.

Instructions to create report through AutoReport

There is a button for New Objects on the toolbar, but it is not available unless you have something open or selected in the Database window, which you can use as the source for a report. Access immediately creates a report based on the selected report when you open the drop down menu of objects and select AutoReport.

The AutoReport option creates a set of pages, with at least one page for every record. In a column that goes down the page, the fields would be listed. For saving paper, you are definitely recommended to edit such a report.

Here are the instructions that you can follow for creating a report using AutoReport:

Step 1: First of all, you need to open the database window by pressing the F11 key. When the window opens, click on the ‘Report’ tab.

Step 2: Click on ‘New’, which opens a new dialog box. From there, choose between ‘Tabular’ and ‘Columnar’.

Step 3: The query or table that you want to use for your report has to be selected; click on OK after that.

Creating report through Wizard

For creating a report by using wizard, the particular link can be accessed through the Database window, in the report list. This method enables you to go through a number of choices, where you can choose the source for the data, the fields to show, whether to group data, the page orientation, one of the 6 layouts and to sort on up to 4 fields. The result is a report that may look better than the AutoReport; however, would still require adjustments.

The steps which are followed in the regard of creating a report through Report Wizard are:

Step 1: Press the F11 key to open the database window and then click on the ‘Report’ tab.

Step 2: Select ‘New’ that opens up a dialog box. Click on ‘Design View’ when the dialog box appears, and then click the wizard you want to use for the report.

Step 3: The table or query that you want to use is to be selected and then click OK.

Step 4: Follow the instructions provided by the wizard.

Apart from the above instructions, you can also create your own report by opening the database window, clicking on the Report tab and selecting ‘Design View’ when the dialog box appears. The table or query intended to be used has to be selected after that.

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