MS Access Notes - Reports

Objectives: MS Access Notes - Reports

MS Access Notes - Reports

Microsoft Access Components - Reports

1. What is a Report?

A Report in MS Access is used to present data in a structured and printable format. Reports are often used to summarize, analyze, or share data with others.

Key Points:

  • Reports can pull data from a table or query.
  • They allow grouping, sorting, and calculations.
  • Reports can include headers, footers, and graphics.
  • Used for printing or creating professional-looking output.

2. Real-Life Example

For a Students table:
  • Print a list of all students in Form 1.
  • Summarize the total number of students per class.
  • Create a school report showing student details and averages.

3. Practical Steps to Create a Report

Step 1: Open Reports

Go to Create > Report Wizard for guided creation or Blank Report for custom design.

Step 2: Select Table or Query

Choose the data source (e.g., Students table or a query that filters Form 1 students).

Step 3: Select Fields

Choose which fields to display in the report. Example:

  • StudentID
  • FirstName
  • LastName
  • Class
  • DateOfBirth

Step 4: Grouping and Sorting

You can group data by fields. Example:

  • Group by Class to show students of each class together.
  • Sort by LastName to arrange alphabetically.

Step 5: Choose Layout

Layout options include:

  • Columnar: Fields stacked vertically.
  • Tabular: Fields arranged in rows and columns (like a table).
  • Justified: Stretch data to fill the page width.

Step 6: Add Totals or Calculations

Click Grouping & Totals to add:

  • Count of students per class
  • Average age or other calculations

Step 7: Design Enhancements (Optional)

You can customize:

  • Headers & Footers: Add school name, date, or page numbers.
  • Fonts and colors: Make it readable and professional.
  • Images: Add logos or watermarks.

Step 8: Preview and Save

Switch to Print Preview to see the final report. Save it with a meaningful name (e.g., Form1_StudentReport).

4. Real-Life Scenario

In a library:
  • Create a report showing all books borrowed last month.
  • Group by category and show total quantity.
  • Print and share with the library manager.

5. Practical Tips

  • Use queries as the source for reports to show filtered or calculated data.
  • Always preview before printing.
  • Include page numbers, date, and titles for clarity.
  • Group and sort data to make reports readable and professional.
  • Reports can also be exported to PDF or Excel for sharing.

6. Example: Report Layout

Form1_StudentReport:
  • Report Header: "Form 1 Student List", School Logo, Date
  • Group: Class
  • Fields: StudentID, FirstName, LastName, DateOfBirth
  • Footer: Total Students in Form 1, Page Number

Reference Book: N/A

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