Microsoft Office Tutorials and References
In Depth Information
Chapter 5: Presenting Data in a Report
✦ Available Fields and Selected Fields: Select the fields whose data you
want in the report by selecting the fields one at a time and clicking the >
button. Doing so moves field names from the Available Fields box to the
Selected Fields box. Add all the fields by clicking the >> button.
✦ How Do You Want to View Your Data?: Choose a field to define the
grouping level. A grouping level is like a report subheading. For example,
if you make Last Name the grouping level, information in the report is
presented under people’s last names.
✦ Do You Want to Add Any Grouping Levels?: Include subheadings in
your report by selecting a field name and clicking the > button to make
it a subheading. If you’re building your report on a query that includes
related tables, the Report Wizard automatically adds subheadings.
✦ What Sort Order and Summary Information Do You Want?: Select up
to four fields to sort the data in your report. Even if you sort the fields in
a query, the report handles sorting on its own. If you include grouping
levels, the report already sorts on these fields.
✦ How Would You Like to Lay Out Your Report?: Experiment with the
options, and watch the Preview box, to choose a layout for your report.
If your report has a lot of fields, you may want to print it in Landscape
✦ What Title Do You Want for Your Report?: Enter a descriptive title. The
name you choose appears in the Reports group in the Navigation pane.
From there, you double-click the name when you want to see the report.
✦ Preview the Report: Select this option button and click Finish.
The report appears in the Preview window. How do you like it? Later in
this chapter, “Tweaking a Report” offers some tips for making a report look
of a report.