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Reports summarize and present data stored on tables. A report can be executed at any time and it will always reflect the updated data of the data base. The information usually has a format that allows printing, but it's possible to be consulted in the screen, to be exported to another program or also to be sent by electronic mail. You can create a wide variety of reports in Microsoft Office Access 2007, from simplest to most complex.

Later to choose the record's data source, a report wizard will assist you creating reports.

Data source

A report consists on extracted information of a table or consults, as well as of the information stored in the design of the report, as labels, header and graphics. The table or query that provides the underlying data is knows as report's data source..

Create a report

1) In the exploration panel, clicks in the table or query that contains the data that wish to see in the report.

Illustration 1: Select the Files tables.

2) In the Create tab, in the group Reports, clicks in Report.

Illustration 2: Select the Report command.

3) Access creates the form and shows it in the Presentation View. Inside this view, changes of form's design can be made while it shows data.

Illustration 3: Report in presentation view. Click here to view larger image.

Create a report with the wizard

In order to select with better criteria the fields that are going to appear in a report, you can use the report's Wizard instead of the previously mentioned tool.

4) In the exploration panel, clicks in the table or query that contains the data that wish to see in the form.

5) In the Create, in the group Reports, clicks in Report Wizard.

6) Select the Query or table and fields to use in the report creation. Press the NEXT button.

Illustration 5: Query / table and fields selection.

7) Select the Field that will act as a grouping level. Press the NEXT button.

Illustration 6: Grouping level.

8) Select the sort order. Press the NEXT button.

Illustration 7: Sort Order.

9) Select the form Layout. Press the NEXT button.

Illustration 8: Report Layout.

Illustration 4: Report Wizard tool. Click here to view larger image

10) Select the form Style. Press the NEXT button.

Illustration 9: Report Style.

11) Select the form Title. Live activated the Preview the Report option. Press the FINISH button.

Illustration 10: Report Title.

12) The report will be opened at design view.

Illustration 11: Finished Report. Click here to view larger image.

Create a Report from blank template

You can use the tool Blank Report to create a blank report and customize it to feet your needs.

13) In the exploration panel, clicks in the table or query that contains the data that wish to see in the form.

14) In the Create, in the group Forms, click on the Blank Report command.

Illustration 12: Blank Report command.

15) Access opens a report in Presentation view and shows the List of Fields.

Illustration 13: Field List panel.

16) Drag a field from the List of Fields to the Design area.

Illustration 14: Drag the desired fields. Click here to view larger image.

Illustration 15: Fields manipulation. Click here to view larger image.

17) From the Field List, select the related fields from related tables.

Illustration 16: Add related fields to the report. Click here to view larger image.

18) With the tools of the group Controls in the Format tab, you can add images, logos, title, numbers of pages or the date and the hour to the report.

Illustration 17: Additional report Controls.

19) Add a Title to the Report..

Illustration 18: Additional Report Controls. Click here to view larger image.

20) Add the date to the form.

Illustration 19: Additional report Controls. Click here to view larger image.

Set up report properties

In Access, the report design is divided in sections. You can see the report sections in the Design View. In order to create useful information, you must understand how each section works. For example, the section in which chose to place a calculated control determines how Access calculates the results.

Report Header: this section is printed once at the beginning of the report. The header is used to offer information that normally would appear in a cover page, like logotype or a title and a date.

Page Header: This section is printed at the beginning of each page.

Group Header: This section it is printed at the beginning of each group of records and it is used to print the name of the group. For example, in a report whose data are grouped by products, the group header is used to print the product name. When a calculated control (like SUME) is used in the group header, the resulting amount of the sum corresponds to the present group.

Detail: This section is printed once by each record.

Group Footer: This section is printed at the end of each group of records. The group feet are used to print summary information for a group.

Page Footer: This section is printed at the end of each page. The footers are used to print page numbers or summary information on each page.

Report Footer: This section is printed once at the end of the report. The report footer are used to print information totals or another summary information for all the report.

21) Right click on the report and select the Properties menu item.