Creating a Report with the Report Wizard

Table of Contents

This Book

Sams Teach Yourself Microsoft Access 2000 in 10 Minutes

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About the Author

Acknowledgments

Tell Us What You Think!

Introduction

Lesson 1. What Is a Database?

Lesson 2. Planning your Database

Lesson 3. Starting and Exiting Access

Lesson 4. Using the Help System

Lesson 5. Creating a New Database

Lesson 6. Saving, Closing, and Opening a Database

Lesson 7. Creating a Table with the Table Wizard

Lesson 8. Creating a Table Without a Wizard

Lesson 9. Modifying a Table

Lesson 10. Creating Relationships Between Tables

Lesson 11. Entering Data into a Table

Lesson 12. Editing Data in a Table

Lesson 13. Formatting a Table

Lesson 14. Creating a Simple Form

Lesson 15. Modifying a Form

Lesson 16. Creating Special Data-Entry Fields on a Form

Lesson 17. Adding Graphics to Forms

Lesson 18. Searching for Data

Lesson 19. Sorting, Indexing, and Filtering Data

Lesson 20. Creating a Simple Query

Lesson 21. Designing Your Own Query

Lesson 22. Customizing a Query

Lesson 23. Creating a Simple Report

Why Create Reports?

Using AutoReport to Create a Report

Creating a Report with the Report Wizard

Viewing and Printing Reports in Print Preview

Lesson 24. Customizing a Report

Lesson 25. Working with Related Tables

Lesson 26. Creating a Chart

Lesson 27. Using Access on the Internet

Lesson 28. Sharing Your Database With Others

Lesson 29. Importing and Exporting Data

Lesson 30. Backing Up Your Data

Index

Creating a Report with the Report Wizard

The Report Wizard offers a good compromise between ease-of-use and flexibility. With the Report Wizard, you can use multiple tables and queries and choose a layout and format for your report. Follow these steps to create a report with Report Wizard:

Open the database containing the table or query on which you want to report.
Click the Reports tab in the Database window.
Double-click Create report by using wizard to start the Report Wizard (see Figure 23.2).
Figure 23.2. The first Report Wizard dialog box.
From the Tables/Queries drop-down list, select a table or query from which you want to include fields.
Click a field in the Available Fields list, and then click the > button to move it to the Selected Fields list. Repeat this step to select all the fields you want, or click to move all the fields over at once.
If desired, select another table or query from the Tables/Queries list and repeat step 5. The tables you choose should have relationships between them, so your data will match up on the report. When you finish selecting fields, click Next. The wizard's next dialog box appears (see Figure 23.3).
Figure 23.3. Set your report's grouping.
If you want the records grouped by any of the fields you selected, click the field, and then click the button. You can select several grouping levels in the order you want them. Then click Next to move on.
Caution

Grouping? By default, there are no groups. You have to select a field and click the > button to create a group. Grouping sets off each group on the report. If you use a field to group, the Grouping Options button becomes active, and you can click it to specify precise grouping settings.
You're asked what sort order you want to use (see Figure 23.4). If you want sorted records, open the top drop-down list and select a field to sort by. Select up to four sorts from the drop-down lists; then click Next.
Figure 23.4. Set the sort order.

Tip

Ascending or Descending? By default, the sort is in ascending order (A–Z). Click the AZ button next to the box to change the sort order to descending (Z–A) if you like.
In the next dialog box (see Figure 23.5), choose a layout option from the Layout section. When you click an option button, the sample in the box changes to show your selection.
Figure 23.5. Choose the layout of your report.

Caution

Where Are All the Layouts? If you don't choose any groupings in your report, your layout choices are limited to three: Columnar, Tabular, and Justified. The layouts shown in Figure 23.5 are unique to grouped reports.
Choose which orientation your printed report will have: Portrait (across the narrow edge of the paper) or Landscape (across the wide edge of the paper). Then click Next to continue.
In the next wizard dialog box, you're asked to choose a report style. Several are listed; click one to see a sample of it, and then click Next when you're satisfied with your choice.
You're asked for a report title. Enter one in the Report text box, and click Finish to see your report in Print Preview (see Figure 23.6).
Figure 23.6. Here's a simple report with no grouping.