Sort and summarize By using the Report Wizard, you can create up to four levels of sort. Access sorts the first level, and then sorts the second level within that sort, and so on. If you have grouped your data, you can summarize it by displaying the sum, average, and minimum or maximum value for each numeric field.
You can choose to have your report display just the summary data or each detail line and the summary data. There is also an option that allows you to display the percent the sum of each group is of the grand total.
All of the fields in your report may not fit on a single page. You can have Access automatically adjust the size of the font so that every field fits. Click the down-arrow and then select the field you want to sort by. Click the button to choose ascending or descending order. Clicking the button toggles between Ascending and Descending. You can sort up to four levels.
Click the Summary Options button. The Summary Options window appears. Click to select the summary data you want. Click to select whether you want detail and summary data or if you want summary data only.
Click if you want to calculate the percent to the total for sums. Click OK. The Summary Options window closes. Once you've satisfied your curiosity, click the New button and we'll begin the process of creating a report from scratch.
The next screen that appears will ask you to select the method you wish to use to create the report. We're going to use the Report Wizard which will walk us through the creation process step-by-step. After you've mastered the wizard, you might want to return to this step and explore the flexibility provided by the other creation methods. Before leaving this screen, we want to choose the source of data for our report.
If you want to retrieve information from a single table, you can select it from the drop-down box. Use the report header for information that might normally appear on a cover page, such as a logo, a title, or a date. When you place a calculated control that uses the Sum aggregate function in the report header, the sum calculated is for the entire report.
The report header is printed before the page header. Page Header At the top of every page. Use a page header to repeat the report title on every page.
Group Header At the beginning of each new group of records. Use the group header to print the group name. For example, in a report that is grouped by product, use the group header to print the product name. When you place a calculated control that uses the Sum aggregate function in the group header, the sum is for the current group. You can have multiple group header sections on a report, depending on how many grouping levels you have added.
For more information about creating group headers and footers, see the section Add grouping, sorting, or totals. Detail Appears once for every row in the record source. This is where you place the controls that make up the main body of the report.
Group Footer At the end of each group of records. Use a group footer to print summary information for a group. You can have multiple group footer sections on a report, depending on how many grouping levels you have added.
Page Footer At the end of every page. Use a page footer to print page numbers or per-page information. Just like forms, a report is made up of a variety of different sections. You have the detail section, which is where all of your data lives for the most part.
You also will see a page header and a page footer section; these appear at the top and at the bottom of every single page in your report. Let us now change the Title of the report and give it another name.
Click on the save icon to save your report. You will get the above dialog box. Enter a name for your report and click Ok. If you want to view what this report will actually look like, in Print Preview, you can go back to the View button and click on Print Preview to see what this report would look like when printed either on paper or as a PDF.
Using the tools on the lower right-hand corner, you can zoom in or zoom out. You also have some buttons on the Print Preview tab that appear automatically when you switch to Print Preview. In the zoom section, you've got a view for one page, two pages; or if you have a longer report, you can view four pages at once, eight pages or twelve pages.
You can also adjust simple things such as the size of the paper that you are using to print, the margins for your report, the orientation, the number of columns, page set up, etc.
Navigate to the image, and click Open.
A report can have header sections used for titles or images that summarize what a column represents, and every report requires a detail section that holds the visible data from the database. On the Design tab in the Tools group, select the Property Sheet. Select the query or table in the Navigation Pane, and then continue to Step 2. Repeat steps 1 and 2 for each table from which you want to select fields.
Tip: Reports created with the Report Wizard may have the following two sections in addition to the sections found in reports created by using the Report button. Microsoft Access For this tutorial relevant only to MS Access , we're going to use the Northwind sample database. If you want, double-click on a few of these and get a feel for what reports look like and the various types of information that they contain. Just like forms, a report is made up of a variety of different sections.
Tip: Incidentally, if you want to change the height of records, click the top or bottom of a field border and drag upward or downward. You also will see a page header and a page footer section; these appear at the top and at the bottom of every single page in your report. Updated June 27, A database table is where your actual information is stored.
The Summary Options window appears. The design of a report is divided into sections that you can view in the Design view. The next screen that appears will ask you to select the method you wish to use to create the report. Sections of a Report Appears before a group and displays information about the group. Click a field you want to group by.
Drag the fields to you report as in the above screenshot. Access adds the image to the report. Format: Includes regular word processor formatting tools like bold, italic, underline, text and background color, number and date formatting, conditional formatting, etc. You can add groups or sorts, add fields, change labels, and perform many other tasks. Click to select a page orientation.
You can sort up to four levels. Print a report To print a report without previewing it: Right-click the report in the Navigation Pane and click Print.
If you want to retrieve information from a single table, you can select it from the drop-down box. Open a report in Layout view by right-clicking it in the Navigation Pane and then clicking Layout View. Group When using the Report Wizard, you can group data. Click the right-arrow to select a field; click a field and then click the left arrow to deselect a field.
Let us select the tabular layout. Tip: Reports created with the Report Wizard may have the following two sections in addition to the sections found in reports created by using the Report button. Click a field you want to group by.
Using the tools on the lower right-hand corner, you can zoom in or zoom out. To create an additional rule for the same control or set of controls, repeat this procedure from step 4.
When you place a calculated control that uses the Sum aggregate function in the report header, the sum calculated is for the entire report. From the Report Layout Tools options, on the Design tab, click Themes and point the cursor over the various themes in the gallery to preview the effects.