To use the Report button:

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1. Open the Navigation pane.
2. Click the table on which you want to base your report.
3. Activate the Create tab.
4. Click the Report button in the Reports group. Access creates your report and displays your report in Layout view. You can modify the report.

Tip: After you create a report, you can save it.

1. Click the Save button on the Quick Access toolbar. Access saves the report unless you are saving for the first time. If you are saving for the first time, the Save As dialog box appears.
2. Type the name Report.
3. Click OK. Access saves the report. You can now access the report by using the Navigation pane.

As with other objects, you can also save a report by right-clicking the reports tab and selecting Save. Saved reports appear in the Navigation pane.

Tip: Access reports created simply by using the Report button have several sections. They are detailed in the following table.

Sections of a Report
Report Header	Appears at the top of the first page and displays the report title.
Page Header	Appears at the top of every page and displays the headings (field labels) for each column.
Page Footer	Appears at the bottom of every page and displays the page number and total number of pages.
Detail Section	Appears between the page header and page footer and displays the records from the table or query.
Report Footer	This section is optional. Appears on the last page of the report and displays summary information such as grand totals.

Report Footer

Page Footer

Detail Section

Page Header

Report Header

Use the Report Wizard

You can also use the Report Wizard to create a report. The Report Wizard provides you with more flexibility than you get by using the Report button. You can choose the tables and fields, group the data, sort the data, summarize the data, choose a layout and orientation, apply a style, and title your report. Follow the steps shown here to create a report by using the Report Wizard:

To create a report by using the Report Wizard:

Open the Report Wizard

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1. Activate the Create tab.
2. Click Report Wizard in the Reports group. The Report Wizard appears.

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30. Click the down-arrow next to the Table/Queries field and then click the table from which you want to select fields.

1. Click a field and then click the single-right arrow to select a single field, click the double-right arrows to select all fields, click a field and then click the single-left arrow to deselect a single field, or click the double-left arrow to deselect all fields.
2. Repeat steps 3 and 4 for moving fields: E-mail from table Customer and Book ID, title, Author first, Price from table Books.

1. Click Next. The Report Wizard moves to the next page.

When using the Report Wizard, you can group data. Grouping puts all of the values in a field into a group based on the field’s value. For example, if your data is grouped by the Department field and the records in the Department field have values such as Administration, Computer Science, and English. Access will group all of the data for the Administration department together, all of the data for the Computer Science department together, and all of the data for the English department together.

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1. Click to select the field by which you want to group your data. You may not see this page of the wizard if you are selecting data from a single table.
2. Click Next. The Report Wizard moves to the next page.

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1. Click a field you want to group by.
2. Click the right-arrow to select a field; click a field and then click the left arrow to deselect a field. Use the up- and down-arrows to change the order of the groupings. If you are only using one table, this may be your first opportunity to select a field to group by.
3. Repeat steps 3 and 4 for each field you want to group by.
4. Click Next. The Report Wizard moves to the next page.

Sort and summarize

By using the Report Wizard, you can create up to four levels of sort. Access sorts the first level, and then sorts the second level within that sort, and so on. If you have grouped your data, you can summarize it by displaying the sum, average, and minimum or maximum value for each numeric field. You can choose to have your report display just the summary data or each detail line and the summary data. There is also an option that allows you to display the percent the sum of each group is of the grand total. All of the fields in your report may not fit on a single page. You can have Access automatically adjust the size of the font so that every field fits.

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1. Click the down-arrow and then select the field you want to sort by.
2. Click the button to choose ascending or descending order. Clicking the button toggles between Ascending and Descending. You can sort up to four levels.
3. Click the Summary Options button. The Summary Options window appears.

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1. Click to select the summary data you want.
2. Click to select whether you want detail and summary data or if you want summary data only.
3. Click if you want to calculate the percent to the total for sums.
4. Click OK. The Summary Options window closes.
5. Click Next. The Report Wizard moves to the next page.

Layout and orientation

You can choose the layout and orientation of your report. The layout determines where each field appears on the page. Access provides three options to choose from: Stepped, Block, and Outline. When you choose an option, the left side of the window displays a graphic of the layout.

Orientation determines whether Access creates the report in portrait or landscape. Most paper, such as paper sized 8 1/2 by 11, is longer on one edge than it is on the other. If you print in Portrait, the shortest edge of the paper becomes the top of the page. Portrait is the default option. If you print Landscape, the longest edge of the paper becomes the top of the page.

1. Click to select a layout.
2. Click to select a page orientation.
3. Choose the Adjust The Field Width So All Fields Fit On A Page option if you want all fields to fit on a single page.
4. Click Next. The Report Wizard moves to the next page.

Create a title

On the final page of the Report Wizard, you can title your report. The title appears at the top of the report and on the Navigation pane.

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1. Type the title you want to give the report.
2. Click Finish. Access creates, saves, and opens your report in Layout view.

Tip: Reports created with the Report Wizard may have the following two sections in addition to the sections found in reports created by using the Report button.

Sections of a Report
Group Header	Appears before a group and displays information about the group.
Group Footer	Appears after a group and summarizes the group data.

Modify a Report

After you create a report, you can modify it. You can add groups or sorts, add fields, change labels, and perform many other tasks.

You can view a report in Report view, Layout view, Design view, and Print Preview. You can modify a report in Layout view or Design view. In Layout view, you can see your data, and the report you see closely resembles how your report will look when you print it. You can make most, but not all, changes to your report in Layout view. Design view displays the structure of your report. In this view you cannot see the underlying data, but you can perform some tasks in Design view that you cannot perform in Layout view. This tutorial focuses on Layout view.

To change to Layout view:

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