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CS1100: Access ReportsMicrosoft Access Report Construction

Created ByMartin Schedlbauerm.schedlbauer@neu.edu

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Reports

• Reports are formatted output of the results of queries.

• Access has two ways to create reports:– Custom Reports– Report Wizard

• In both cases, you need a query that contains the information you want to put into the report.

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Reports

• You can format and print tables and queries in Datasheet view, but reports have two advantages over other methods:– Reports can compare, summarize, subtotal and

total large sets of data– Reports can be created to produce attractive

invoices, presentation materials, purchase orders, etc.

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Reports

• Can define up to 10 grouping criteria to separate levels of detail

• Can define separate headers and footers for each group

• Perform calculations within a group or across groups

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The OrderInvoice Report

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The Query for the Report

• What fields do we need for this report?

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Parameterized Query

• To allow user input for a query value:– specify a variable that has a name different from

any of the field names

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Report Wizard

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Grouping Data in Reports

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Summary OptionsClick Summary Options to display summary values in the group footers for any numeric fields in the Detail section

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Report Design

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Rearranging the Report

• Move items to where you want them.• Each item is a field plus a label.• May need to “disconnect” label from field, so

that label can be deleted.• Fields can contain “expressions”:

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The OrderInvoice Report

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Text vs. Controls

• Note that there are two icons for adding “text” – they are NOT the same:

• The Text Box allows you to add a field from the query; must be bound to a field

• The Label allows you to add free-form text

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Adding Section Footers

• To add (or remove) a footer (or header) for a section:

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Create a Pivot Chart from an Access Table in Access or Excel

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In Excel, From the Data Menu, choose “From Access”

Find your Access file and choose the table or query to use in your pivot table.

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Summary

• Reports allow information technology professionals to provide data in a more readable format to users.

• The Access Wizard creates reports based on queries.

• Queries can have parameters.• The Report Designer allows reports to be

designed using simple “drag-and-drop”.

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