In the office environment, without a doubt, one of the best programs out there is . Well, through numerous tools and options, the software allows its users to manage documents of for carry out an optimal management of any type of information. So, indeed, they can search, organize and present your data at a technical level.
For its part, Access is also a program that is characterized by guaranteeing data collection, agile and intuitivelyin order to offer a great user experience to provide the best possible databases. Added to this, offers , , and .
In the case of reports, they are estimated as special profits in order to be able to summarize information from a database, easily. Therefore, in order for you to take advantage of this excellent solution, here we will let you know what a report is for in a database, what are the tools used for it and how is the procedure to follow to create it.
What is a report and what is it for in a Microsoft Access database?
In general terms, a report is defined as the detailed description of the characteristics, peculiarities and circumstances of a certain matter. So, mainly, it deals with collecting the results and findings of a process of investigation and observation, in a concise and orderly manner. That way, will present such information to some specific viewers (a general public, a specialized audience or a higher instance).
Now in Microsoft Accessa report consists of a database object that allows exposing the information of said document for different purposes and, especially, to summarize the information to be presented. Therefore, they are elements that serve to display or distribute a summary of the dataprovide details about a particular record, archive snapshots of the information, and create labels.
Among other details, it should be noted that the design of an Access report It is made up of several sections that are commonly displayed in the Design View of the program.. Whereas, in order to optimally create reports, it is valuable to know how each section works.
Therefore, here we name what they are:
- report header: Used to display information that appears on a cover page, be it a title, date, or logo. Well, it’s at the beginning of the report.
- Page Header: Basically, it is used to repeat the report title on all existing pages. Thus, it is located at the beginning of each page.
- group header: This is used to print the name of the group and operates based on the number of grouping levels that have been added. Which, can be achieved at the beginning of each new record group.
- Detail: It is a section that is observed once for each row of the record source and in it, the controls that are part of the main body of the report are shown in Access.
- group footer: It is located at the end of each group of records and allows you to print the summary information of a certain group.
- Footer: In general, it is a section that is used to print information about each page or, failing that, their numbers. Thus, it is observed at the end of each page.
- Report Footer: It is at the conclusion of the report and is used to display any summary information about the entire report in the program.
What are the Access tools to create a report on a database?
To create a report in an Access database, the software offers some tools with which it is possible to create them. One of them, consists of the Report Wizard which is a utility used as a guide during report creation. In view of that, is in charge of guiding you step by step during this process.
In addition to this, another of the tools that you can use to create a report is a blank report which basically allows you to open a report from scratch via the view Presentation, for so prepare a “self-report”. Additionally, you have on hand the report design as another tool for add the different objects that you want to be displayed in the document.
Also, you can use the tool Reportto produce a simple report and tabulate the data contained in the fields in the source. This program even offers the utility of tags which displays a wizard that offers the ability to select standard or custom label sizes, as well as choose the storage mode and the fields to display.
Among all these utilities, without a doubt, the best alternative refers to the Report Wizard. Since it is a feature of the program Microsoft that facilitates the creation process, based on a series of questions with which will generate the report based on all answers provided.
Learn step by step how to create a basic report in Microsoft Access from scratch
Now if you want create a report when your database contains a well-designed table structure and relationshipsit is necessary that you know each of the steps to carry out in order to execute the procedure correctly.
As a consequence, below, we explain what you must do in Access to do this:
Select a log source
While it is true, the record source of a report in Access can be a named query, an embedded query, or a table. So these elements must have all the rows and columns of data to be displayed in the report, later.
It should be noted that, if the source of records for this does not yet exist, it will be necessary for use the Blank Report tool. Although, you can also choose build the tables or query, selecting any of these utilities in the navigation panel. On the other hand, if the data to be used comes from an existing query or table, only you have to choose the query or table in the navigation panel and continue to the next step.
Choose a reporting tool
Next, it’s time to choose a reporting tool, according to the option you prefer to create your form and summarize the information from your database. To do this, go to the program options bar and click on the “Create” tab to locate the Reports group there and make that choice. In this sense, you simply have to click on the solution you want to use. Either: Report, Report Layout, Blank Report, Report Wizard, or Labels.
Create the report in question
Once you select the tool you want to use to create your report, Access will display the item in Layout view. In case a wizard appears in the software, you just have to follow the indicated steps and click on “Finish” from the last page.
After that, through the Presentation view, you have the possibility of doing the following, according to your requirements to visualize the desired aspect:
- Change the size of fields and labelsjust select them and drag the borders until they are the size you want.
- move a fieldjust select it and drag it to the new location.
- Merge or split cells, select or delete fields; this, from the commands that appear in the contextual menu when you right-click on a certain field.
Get a print preview
Finally, to see a print preview of your report and make sure that everything is in perfect condition before obtaining the physical document, you have to do the following:
- go to program navigation panel.
- Now, exactly where your report is located, right click.
- Next, among the available options, select “Print preview”.
- At this point, you will be able to adjust the layout or size of the page, update the data in the report, and zoom in, zoom out, or view multiple pages at once. Like, print the file.
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