Microsoft Office Tutorials and References
In Depth Information
Chapter 5: Presenting Data in a Report
Chapter 5: Presenting Data
in a Report
In This Chapter
✓ Creating a new report
✓ Opening a report
✓ Changing the look of a report
The prettiest way to present data in a database table or query is to present
it in a report. Even people who are allergic to databases can put up with
database material in a report. Reports are easy to read and understand. They
succinctly present the data so that you and others can interpret it. This brief
chapter explains how to create reports, open them, and edit them.
Creating a Report
Access comes with all kinds of complicated tools for fashioning your own
report — for laying out the pages in different ways and making data fields
show up in different parts of the page. If ever a task called for relying on a
wizard, creating a report is it. You can save yourself a lot of trouble, and
fashion sophisticated-looking reports as well, by dispensing with the fancy
report-making tools and letting the wizard do the job.
What’s more, the easiest and best way to make a report is to base your
report on a query. As part of fashioning a report with a wizard, you can tell
Access which database tables and which fields to get the data from — in
other words, you can query your database from inside the Report Wizard.
However, doing that requires turning somersaults and cartwheels. It’s far
easier to run a query to produce the results you want in your report, save
your query, and then fashion a report from the query results. Chapter 4 in
this mini-book explains how to create a query.
Figure 5-1 shows a report created with the Report Wizard. To create a report
with the Report Wizard, go to the Create tab and click the Report Wizard
button. You see the first of several Report Wizard dialog boxes. Negotiate the
dialog boxes as follows, clicking the Next button as you go along:
✦ Tables/Queries: Open this drop-down list and choose the query where
the information in the report will come from. A list of fields in the query
appears in the Available Fields box.