Office 2010 - Access

Lesson 55: Reports Design

55/76 Lessons 

Report Design

Another way to create a “Report” is with the “Report Design” button.

We find this button also under the “Create” tab in the “Ribbon”.

When we click on it, it opens a blank “Report”, divided into three sections:

  1. The “Page Header” section
  2. The “Details” section
  3. The “Page Footer” section

In the “Details” section, we place the fields from the “Table” or “Query”.
The first thing you should do is to click the “Report Design” button in the “Ribbon”. “Access” needs to know on which “Table” or “Query” you want to create a “Report”.
Select “Report” in the upper section of the “Properties window” and select the “Data” tab.
Click the downward pointing arrow next to the “Record Source” box and choose the “Table” or “Query” you want to create a “Report” for, in the drop-down list.

Click the “Add Existing Fields” button in the “Ribbon”.

Double-click the fields you want to add in the list.
“Access” will automatically add them to the “Details” section.
By default, each field is added as a label and a text box .
The text box contains the value from that field, the label provides a description of that field.

As I told you before, to move a field, select the field and the label together, place your mouse pointer over the edge and when it changes into a four-way arrow, drag it to the desired location.

To move only the label or text box, click and drag with the blocks at the top left corner.
A second way to arrange fields is, by using the buttons in the “Arrange” tab. Select the field or fields you want and confirm.

To change the size of the “Details” section, place your cursor over the edge, on the left or bottom and when it changes into a two-way arrow, click and drag the mouse until the desired width or height is reached.

Click the “Report View” button in the “Ribbon” to see the “Report”.

Page Headers and Page Footers

If these sections in your form are not visible, right-click anywhere on the les55_image003_enform and click the “Page Header / Footer”.

The “Page Header / Footer” is a toggle button.
If you do not know what a toggle button is, its a button which when you click once these sections are visible and when you click again, these sections disappear.

The “Page Headers” and “Page Footers” appear on every page of your “Report”.

An example for the “Page Headers” is the labels of the different fields that you use in this section.
Another example for the “Page Footer” is the page numbers.
To quickly place the labels of all the fields automatically in the “Page Header”, select all the fields you’ve added in the “Report”.
Then click the “Tabular” button in the “Ribbon” under the “Arrange” contextual tab.

This places all labels in the “Page Header” (1).
To make any changes to the text on the labels, click the “Home” (2) tab on the “Ribbon” (3) and choose the options to change.


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