Microsoft Office Tutorials and References
In Depth Information
Creating a Report Using the Report Wizard
As you learned in Tutorial 1, a report is a formatted printout of the contents of one or more
tables or queries in a database. In Access, you can create your own reports or use the Report
Wizard to create them for you. Like the Form Wizard, the Report Wizard asks you a series of
questions and then creates a report based on your answers. Whether you use the Report
Wizard or design your own report, you can change the report’s design after you create it.
InSight
| Creating a Report Based on a Query
You can create a report based on one or more tables or queries. When you use a query as
the basis for a report, you can use criteria and other query tools to retrieve only the informa-
tion you want to examine in the report. Experienced Access users often create a query just
so they can create a report based on that query. When thinking about the type of report you
want to create, consider creating a query first and basing the report on the query, to pro-
duce the exact results you want to see in the report.
Taylor wants you to create a report that includes selected data from the Customer
table and all the data from the Contract table for each customer. Taylor has sketched a
design of the report she wants (Figure 4-19). Like the Customer Contracts form you just
created, which includes a main form and a subform, the report will be based on both
tables, which are joined in a one-to-many relationship through the common Customer ID
field. As shown in the sketch in Figure 4-19, the selected customer data from the primary
Customer table includes the customer ID, company, first name, last name, city, and
phone number. Below the data for each customer, the report will include the signing
date, contract number, contract amount, and contract type from the related Contract
table. The set of field values for each contract is called a detail record .
Figure 4-19
Report sketch for the Customers and Contracts report
Customers and Contracts
fields from
the related
Contract table
Customer ID
XXXXX
X
City
X
X
X
Company
X
Phone
X
First Name
Last Name
X
X
X
X
fields from
the primary
Customer table
Signing Date
Contract Num
Contract Amt
Contract Type
XXXX
XXXX
XXXX
X
X
X
X
XX/XX/XXXX
XX/XX/XXXX
XX/XX/XXXX
X
X
X
X
detail records
X
X
X
X
(Repeat next customer and contracts here)
(Repeat next customer and contracts here)
date
Page X of X
You’ll use the Report Wizard to create the report according to Taylor’s sketch.
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