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CS1100: Access Reports. Microsoft Access Report Construction Created By Martin Schedlbauer m.schedlbauer@neu.edu. Reports. Reports are formatted output of the results of queries. Access has two ways to create reports: Custom Reports Report Wizard

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CS1100: Access Reports

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Cs1100 access reports

CS1100: Access Reports

Microsoft Access Report Construction

Created By

Martin Schedlbauer


Microsoft Access



  • 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.

Microsoft Access



  • 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.

Microsoft Access



  • 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

Microsoft Access

The orderinvoice report

The OrderInvoice Report

Microsoft Access

The query for the report

The Query for the Report

  • What fields do we need for this report?

Microsoft Access

Parameterized query

Parameterized Query

  • To allow user input for a query value:

    • specify a variable that has a name different from any of the field names

Microsoft Access

Report wizard

Report Wizard

Microsoft Access

Grouping data in reports

Grouping Data in Reports

Microsoft Access

Summary options

Summary Options

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

Microsoft Access

Report design

Report Design

Microsoft Access

Rearranging the report

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”:

Microsoft Access

The orderinvoice report1

The OrderInvoice Report

Microsoft Access

Text vs controls

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

Microsoft Access

Adding section footers

Adding Section Footers

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

Microsoft Access

Create a pivot chart from an access table in access or excel

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

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.

Pivot tables and charts



  • 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”.

Microsoft Access

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