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Microsoft Access 2010 Training
Create reports for a new database
Course contents
• Overview: The end product
• Lesson: Includes eight sections
• Suggested practice tasks
• Test
• Quick Reference Card
Create reports for a new database
Overview: The end product
In this course, you’ll learn how to create
reports. Reports present information
visually, help others understand your
data, and answer critical business
questions.
This is the sixth and final course in a
series that teaches beginners how to
use Access 2010.
Create reports for a new database
Course goals
• Create basic reports.
• Group and sort the data in a report.
• Add subtotals and other sums to a report.
• Create reports manually and with a wizard.
• Use Layout and Design views to change a
report.
Create reports for a new database
Reports, the easy way
The parts of a report: Page Header, Group Header,
Detail, and Footer.
Create reports for a new database
Your boss likes what
you’ve done with the
asset-tracking database,
but she needs to
present some
information at a
meeting, and she needs
it in a hurry. It’s time to
build reports.
Reports are the end
product of your
database. They combine
the raw facts in your
database with enough
information to give
those facts meaning,
and they present the
results visually.
Reports, the easy way
In Access, a report is
made up of sections.
The parts of a report: Page Header, Group Header,
Detail, and Footer.
Create reports for a new database
1 Header sections can
appear at the top of a
report, or in the case of
Page Header sections, at
the top of each page in
the report. Report
headers usually contain
titles, and images such
as company logos. Page
headers usually contain
column headings.
Reports, the easy way
2 If you want to group the
data in a report, you’ll
see a Group Header. The
section will list the fields
on which you group your
data. For example, if you
need to see who repairs
a given computer, you
can group your data by
repair technician.
The parts of a report: Page Header, Group Header,
Detail, and Footer.
Create reports for a new database
3 The Detail section is the
body of your report, the
data your users need to
see. All reports must
have a detail section.
Reports, the easy way
4 Footer sections can
appear in several places.
For example, you can
create group footers that
display sums, counts, or
averages for a group of
data. You can also create
page footers that appear
at the bottom of each
report page and display
elements such as page
numbers.
The parts of a report: Page Header, Group Header,
Detail, and Footer.
Create reports for a new database
Reports, the easy way
The parts of a report: Page Header, Group Header,
Detail, and Footer.
Create reports for a new database
The header and footer
sections are optional.
For example, if you
don’t want to group
your data, you don’t
need group headers or
footers. However, make
sure your reports
contain enough
information to make
them meaningful and
easy to understand.
Start with a design
Examples of basic form designs.
Create reports for a new database
So how do you make
your reports meaningful
and easy to understand?
With a design.
Start by deciding on the
data you need to
include in the report,
and then on the sections
you want in the report.
For example, all reports
need a detail section,
but do you need a
header? How about
grouping? From there,
you decide on a layout.
Start with a design
Access provides two
basic layouts – tabular
and stacked – but you
can arrange your data in
almost any way you
want.
Examples of basic form designs.
Create reports for a new database
1 Tabular layouts resemble
spreadsheets. Use them
when you need to
present your data in a
simple list format.
2 Stacked layouts resemble
the forms you fill out at
a bank or when you buy
something online. Use a
stacked layout when
your report contains too
many fields to display in
tabular form.
Start with a design
3 Mixed layouts use
elements from tabular
and stacked layouts. For
example, you can place
some of the fields in a
record on the same row,
and stack other fields
from the same record. In
Access 2010, you create
mixed layouts manually,
using either Layout view
or Design view.
Examples of basic form designs.
Create reports for a new database
After you finish your
design, you have several
options for creating the
report. We’ll start with
the Report tool.
Create a basic report
The Report tool is the
easiest way to create a
report. Like the Form
tool that you saw in an
earlier course, the
Report tool
automatically creates a
report that is bound, or
connected, to a single
data source, either a
table or query.
The steps for creating a basic report.
Create reports for a new database
Create a basic report
1 In the Navigation Pane,
select the table or query
that you want to use as
the data source for the
report.
The steps for creating a basic report.
Create reports for a new database
2 Click the Create tab, and
in the Reports group,
click Report. Access
creates a report that
includes all the fields in
your data source. The
report automatically uses
the tabular layout, and if
your data source
contains enough fields,
Access creates the report
in landscape format.
Create a basic report
3 The report opens in
Layout view, which gives
you a chance to change
it.
The steps for creating a basic report.
Create reports for a new database
Group and sort data
One of the more
powerful things you can
do in a report is group
and sort your data.
Grouping and sorting data in a report.
Create reports for a new database
For example, if you want
to know which supplier
provided a given set of
computers, then
grouping your assets by
supplier can give you
that information quickly
and easily.
Group and sort data
You can group tabular
or stacked reports.
1 Open your report in
Layout view, and on the
Design tab, in the
Grouping & Totals
group, click Group &
Sort. The Group, Sort,
and Total pane appears
below your report.
Grouping and sorting data in a report.
Create reports for a new database
2 In the pane, click Add a
group, and then select
the field by which you
want to group your data.
Access groups your data
to reflect your choice.
Group and sort data
3 If you want to sort your
data, click Add a sort,
select a field, and again
Layout view shows you
your changes.
You can add 10
grouping levels to a
report, and you can sort
each level, if you need
to.
Grouping and sorting data in a report.
Create reports for a new database
Add sums to your report
In addition to grouping
and sorting, you can
add subtotals, grand
totals, and other
calculations to your
reports.
The process for adding sums to a report.
Create reports for a new database
1 With your report still
open in Layout view,
start the Group, Sort,
and Total pane, click a
grouping level, and then
click More.
2 Locate the “totaled” field
and click the arrow next
to it.
Add sums to your report
3 Use the Totals dialog
box to select the field
you want to calculate,
the type of calculation
you want to use, such as
a sum or average, and to
set options such as
subtotals and grand
totals.
4 When you finish, your
report displays the
calculations.
The process for adding sums to a report.
Create reports for a new database
Create a report from scratch
Using Layout view to change a report.
Create reports for a new database
If you don’t like the
results you get with the
Report tool, you can use
Layout view to build a
report manually, a
process that gives you
more control.
You drag fields from a
list, arrange them to
your liking, and group
them.
Create a report from scratch
1 On the Create tab, in the
Reports group, click
Blank Report. Access
creates a blank report
and displays the Field
List task pane.
Using Layout view to change a report.
Create reports for a new database
2 In the Field List task
pane, open the table you
want to use as a data
source, then drag fields
to the report. Access
automatically uses the
tabular layout..
Create a report from scratch
3 If you want to use a
different layout,
highlight the fields in the
report by clicking the
Layout Selector, the
cross in the upper-left
corner of the layout, and
then....
4 On the Arrange tab, in
the Table group, click
Stacked. Access
rearranges the fields.
Using Layout view to change a report.
Create reports for a new database
Create a report with the Report Wizard
The Report Wizard is a
fast way to create a
report with a large
number of fields and a
complex layout.
1 Click the Create tab, and
in the Reports group,
click Report Wizard.
The steps for using the Report Wizard.
Create reports for a new database
2 Complete the wizard. As
part of that, you select a
data source, and then ...
3 Select the fields you
want to use, grouping
options, a style, and
more.
Ways to change a report
You can use Layout view
or Design view to
change a report. Layout
view works best when
you need to change the
look and feel of a
report. For example, you
can rearrange fields,
change their sizes, or
apply a pre-made style.
Changing a report in Layout and Design views.
Create reports for a new database
In contrast, Design view
gives you control over
every facet of your
report. For example, you
can add text boxes that
display the date and
time that you ran a
report.
Ways to change a report
1 To open a report in
Layout view, go to the
Navigation Pane, rightclick the report, and click
Layout View.
Changing a report in Layout and Design views.
Create reports for a new database
2 Use the commands in
the Design, Arrange,
Format, or Page Setup
tabs. For example, on the
Design tab, in the
Themes group, click a
visual theme to apply it
to the report.
Ways to change a report
3 Follow the same steps to
open a report in Design
view.
4 Once you’re there, you
can insert a number of
controls, such as check
boxes or date-and-time
controls.
Changing a report in Layout and Design views.
Create reports for a new database
Suggestions for practice
1. Create a report with the Report tool.
2. Group and sort the report.
3. Add subtotals and grand totals to the report.
4. Use Design view to label your subtotals.
5. Add labels in Layout view.
6. Create a report from scratch.
7. Use the Report Wizard.
Online practice (requires Access 2010)
Create reports for a new database
Test question 1
You can add as many as _____ levels of grouping to a report.
(Pick one answer.)
1. Seven.
2. Five.
3. Ten.
Create reports for a new database
Test question 1
You can add as many as _____ levels of grouping to a
report.
Answer:
3. Ten.
You can also specify sums, counts, and sort orders for each
group.
Create reports for a new database
Test question 2
All reports must contain which of the following? (Pick one
answer.)
1. A title section.
2. A date/time section.
3. A detail section.
4. A footnote section.
Create reports for a new database
Test question 2
All reports must contain which of the following?
Answer:
3. A detail section.
All reports must have a detail section. They’re meaningless,
otherwise.
Create reports for a new database
Test question 3
You can add controls to a report when working in Design view.
(Pick one answer.)
1. True.
2. False.
Create reports for a new database
Test question 3
You can add controls to a report when working in Design
view.
Answer:
1. True.
You can add dates and times, logos, check boxes, and more.
Create reports for a new database
Test question 4
The important thing to remember when designing reports is:
(Pick one answer.)
1. They must be clear and easy to understand.
2. They must contain a date and time.
3. They must group data in some way.
4. They must use all the available report sections.
Create reports for a new database
Test question 4
The important thing to remember when designing
reports is:
Answer:
1. They must be clear and easy to understand.
You can include as few or as many elements as you need to
make the information clear.
Create reports for a new database
Quick Reference Card
For a summary of the tasks covered in this course, view the
Quick Reference Card.
Create reports for a new database