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Access Reports

Having all your data stored in Access is great for maintaining a database, but it isn't the best when you want to share the data or view it away from a computer. The solution to this problem is to create an Access report that will let you design a ready-to-print document of your desired database information.

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Sticking with our example of business owner Bob, CEO of Bob's Shoe Store, let's explore how he would go about printing out a sales report that he can peruse on his flight to the annual Shoe Owner's of the World Convention (SOWC).

Creating an Access Report

Bob wants a report to show the sales for each product, as well as the total sales for his company. Luckily, because he has all his sales information in an Access database, he can create this report in about a minute!

Let's explore how you would create this basic sales report in Access.

  1. Navigate to the Reports section in Access

  2. Double-click "Create report by using wizard"
  3. Select the query we created in the Access Query lesson qry_ProdSales and add both fields to the report.

  4. Click Next
  5. At the grouping step, add the Product field by clicking the right arrow and click Next

  6. At the sorting step, select Price from the drop-down-box then click Summary Options ...

  7. Check the Sum box, so the report will include totals for the Price field and click OK

    and click Finish
  8. Click Next to advance to the layout options
  9. Choose a Stepped layout and a Portrait orientation, then click Next
  10. At the Style screen choose Bold and click Next
  11. Name the report rpt_Sales and click finish

    and click Finish

Open up your report and check it out!

Bob can now print out this handy report and review his sales in an easy-to-read fashion, while away from his computer. If you would like to make any changes to the report just right-click rpt_Sales and choose the "Design View" option from the popup menu.

The Basics of Access

Congratulations of completing the basics section of Access. Already you know how to make a database, tables, queries, forms and reports. However, there is still a great deal more to learn about Access and the following lessons will be covering some of these advanced topics. If you are ready to move on to the intermediate section, please continue!

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