Access reports prepare your data for printed output. They gather input records from tables and queries and then add formatting and page layout capabilities in order to organize the data and make it more legible. In this video, get started building a report with a simple one-click option.
- [Instructor] Reports prepare your data for printed output. They gather input records from tables and queries and then add formatting and page layout capabilities in order to organize the data and make it more legible. As you can see on the Create tab, there are lots of different ways to create a report. They share many of the same design principals that we've already seen when creating forms, including the same use of control objects and very similar design and layout views. The easiest way to get started creating a basic report is to use the one-click method that uses the button that simply says Report.
First, though, you need to click on the table or query that you'd like to build the report off of. I'll choose the CheckInDetails query that we created earlier in the course, and then come up and press the button that says Report. Access creates the report and places us in Layout view. Just like with Forms, we can use the Layout view to alter the spacing and position of the report's fields. The dash line around the outside edge here represents the printable edge of our piece of paper. You can see that we have some fields spilling over into the adjacent pages. We can click on each of these columns here and reduce their width until everything fits on the screen.
Let's go ahead and make the first name column a little bit narrower, and we'll do the same thing with all these other fields. We can also make design changes here in the Layout view of our report. I'm gonna click on this column that has our Room IDs and over on the Format tab, I'll click on the button over here that will align the text on the right side of the cell. We'll do the same thing with the label that sits above it. I'll make that right-aligned so that it stays in line with the data below. Next, I'm gonna go through all of my labels and I'm gonna add a space where they have two names. It'll make them a little bit easier to read.
Let's go ahead and click on it, and then double-click to get your cursor in there, and then we'll just add that space. We'll do the same thing with Check In Date, Rate Code, and Room ID. Then I'll go ahead and just click off of it. Access also likes to surround every field with a box. Now, I find this to be pretty distracting, and we can remove these boxes by selecting each of these columns. Hold down the Shift key to select all of them. Then, we'll come over here in the Format tab to Shape/Outline and come down and select Transparent.
Once again, I'll select off of it and you can see that those boxes are removed and the data is much easier to read now. Finally, there's one element in the footer of our report that's actually locking it open so that it takes up two page widths still. Let's go ahead and scroll all the way down to the very bottom of our report. And here we can see, we have a page number field. Let's go ahead and click on it and then drag it up and drop it into this pink box right up above. That'll keep that element from spilling over onto a second page and now our report correctly takes up just a single page in width. If you want to see what this would look like printed out on a piece of paper, go ahead and switch over to the Design tab, and then on the View button, click on the bottom portion of it, and switch our view into Print Preview.
Now we can click on the page here with the magnifying glass to zoom out and get a feel for what it would look like printed out on a piece of paper. We can page through our report using these buttons down here on the bottom. And if I press this Last Page button, it will jump to the end of the report, which is actually 67 pages in length. Let's go ahead and close Print Preview and then I'll press Control Last or the Save icon on the quick access toolbar to save our report. We'll just call it CheckInDetails. That'll add in a new group here in our navigation pane called Reports and the new CheckInDetails report is right there.
So this is what access created for us without asking for any input. It's just a basic design that'll get you started and we can use it to build off of using the tools available to us in the Layout and Design views.
- Determine the essential uses for the Trust Center.
- Explore the functions of the database Navigation pane.
- Recognize the fundamentals of entering data when using Access.
- Identify the necessary steps when importing a table when using Access.
- Break down the fundamentals of filtering and sorting table data in Access.
- Identify the method utilized when building queries in Design view.
- Determine the role of forms in Access.
- Examine all of the elements involved in maintaining a database in Access.
- Explore how to properly protect an Access database with a password.