Access 2013
Creating Reports
Introduction
If you need to share information from your database with someone but don't want that person actually working with your database, consider creating a report. Reports allow you to organize and present your data in a reader-friendly, visually appealing format. Access makes it easy to create and customize a report using data from any query or table in your database.
In this lesson, you will learn how to create, modify, and print reports.
Throughout this course, we will be using a sample database. If you would like to follow along, you'll need to download our Access 2013 sample database. You will need to have Access 2013 installed on your computer in order to open the example.
To create a report:
Reports give you the ability to present components of your database in an easy-to-read, printable format. Access lets you create reports from both tables and queries.
- Open the table or query you would like to use in your report. We want to print a list of cookies we've sold, so we'll open the Cookies Sold query.
The Cookies Sold query - Select the Create tab on the Ribbon. Locate the Reports group, then click the Report command.
Clicking the Report command - Access will create a new report based on your object.
- It's likely that some of your data will be located on the other side of the page break. To fix this, resize your fields. Simply select a field, then click and drag its edge until the field is the desired size. Repeat with additional fields until all of your fields fit.
Resizing fields in the report - To save your report, click the Save command on the Quick Access Toolbar. When prompted, type a name for your report, then click OK.
Saving and naming the report
Just like tables and queries, reports can be sorted and filtered. Simply right-click the field you wish to sort or filter, then select the desired option from the menu.
Deleting fields
You might find that your report contains some fields you don't really need to view. For instance, our report contains the Zip Code field, which isn't necessary in a list of orders. Fortunately, you can delete fields in reports without affecting the table or query where you grabbed your data.
To delete a field in a report:
- Click any cell in the field you would like to delete, then press the Delete key on your keyboard.
Deleting a field - The field will be deleted.
When you delete a field, be sure to delete its header as well. Simply select the header and press the Delete key.
Deleting a field header after deleting the related field
