Access Lesson 5
Creating and Modifying Reports
Microsoft Office 2007:
Introductory
1
Pasewark & Pasewark
Objectives
Access – Lesson 5
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2
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Create a report using the Report tool, the
Label Wizard, and the Report Wizard.
Modify a report in Layout view.
Modify a report in Design view.
Add a line, label, and picture to a report.
Move a control in a report.
Set a report’s properties.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Access – Lesson 5
Vocabulary
3
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Grouping level - organizes data based on one or more fields.
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Label Wizard - lets you create a report that you can use to print standard or
custom labels
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Line tool - lets you add a line to a report to make it easier for users to identify
the report sections and to add visual interest
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Print Preview – the way the report opens when you use a wizard to create a
report
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Read-only
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Access – Lesson 5
Vocabulary
4
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Report - a database object that displays data from one or more tables or
queries in a format similar to a printed report.
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Report selector - set a report’s properties, click the report selector to select
the report and set report properties then click the Property Sheet button in
the Tools group on the Design tab
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Report tool - creates a simple report that includes all the fields in the
selected table or query, uses a simple columnar format, and includes a title
with the same name as the record source
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Report Wizard - which asks you about the report you want to create and
lets you select options in dialog boxes to specify the report’s record source,
layout, and style.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Creating a Report Using the Report
Tool
Access – Lesson 5
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5
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A report is a database object that displays data from
one or more tables or queries in a format similar to a
printed report.
The tables or queries that contain the data used in a
report are called the record source. You can use a
report to create a formatted list of information or to
summarize information in different ways.
The Report tool creates a simple report that includes
all the fields in the selected table or query, uses a
simple columnar format, and includes a title with the
same name as the record source. Access adds the
current date and time at the top of the report and a
page number at the bottom of the report.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Creating a Report Using the Label
Wizard
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Access – Lesson 5
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6
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The Label Wizard lets you create a report that you
can use to print standard or custom labels.
You use the Label Wizard dialog boxes to select the
label you are using; the font name, style, size, and
color; to select the fields to include from the record
source and their arrangement when printed on the
label; to select an optional sort order; and to choose
a name for the report.
When you use a wizard to create a report, the report
opens in Print Preview.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Creating a Report Using the Report
Wizard
Access – Lesson 5

7
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When you need to create a report quickly,
you can use the Report Wizard, which asks
you about the report you want to create and
lets you select options in dialog boxes to
specify the report’s record source, layout,
and style.
Another option for reports is to select a
grouping level. A grouping level organizes
data based on one or more fields.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Modifying a Report in Layout View
Access – Lesson 5
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If the Report Wizard doesn’t create the exact report
that you need, you can use Layout view to make
adjustments.
When the controls in a report exceed the page width
that you selected for the report, you can usually
resize the fields to make them fit on the page.
Controls in reports are grouped in control layouts,
just like they are in forms.
To change directly to Layout view, click the Layout
View button on the status bar.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Modifying a Report in Design View
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Access – Lesson 5
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There are certain types of changes for reports that
you must make in Design view.
In Design view, you can see the different sections of
the report. You can adjust the height of a section by
dragging its bottom edge up or down, and you can
select a section in a report by clicking its section bar.
Adding a Line to a Report: The Line tool lets you
add a line to a report to make it easier for users to
identify the report sections and to add visual interest.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Modifying a Report in Design View
(continued)
Access – Lesson 5
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10
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Adding a Label Control to a Report: You can add
new controls to a report by using the tools in the
Controls group. You can add text to a report by
adding it in the label control.
Moving a Control in Design View: If a report’s
control, such as the Page Footer section, does not fit
on a page, you can drag the control to the left so it
fits on the printed page. When you have controls that
scroll off the page, additional pages are added to the
report, causing blank pages or pages with very little
content.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Modifying a Report in Design View
(continued)
Access – Lesson 5
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11
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Setting a Report Property: To change the report’s
width, you use the Property Sheet for the report.
When you click the Property Sheet button in the
Tools group on the Design tab, you’ll see the report’s
properties.
Adding a Picture to a Report: To add a picture to a
report, click the Logo button in the Controls group on
the Design tab. After selecting the file, an image
control is added on the left side of the Report Header
section by default. You can then move or resize the
image using the image control.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Summary
Access – Lesson 5
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A report is a database object that displays data from
one or more tables or queries in a format that has an
appearance similar to a printed report.
You can use the Report tool or the Report Wizard to
create a report. You can also use the Label Wizard to
create a report that is used to print labels.
When used in a report, a field that is used as a
grouping level organizes data into groups. You can
also choose to sort data within the groups based on a
field.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Summary (continued)
Access – Lesson 5
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13
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When working in Layout view, you can resize the
controls in a control layout by selecting the control and
dragging its edge to increase or decrease its width.
You can use Design view to change the height of a
report section. You can also add a line, label, or picture
to a report.
You can change the location of a control in a report by
dragging it to a new location.
To set a report’s properties, click the report selector to
select the report, then click the Property Sheet button
in the Tools group on the Design tab.
Pasewark & Pasewark
Microsoft Office 2007: Introductory