Chapter 18 Creating a Database Report In This Chapter Creating a report with the Report Wizard Displaying and printing reports Modifying the appearance of a report Erasing a report Data is useless if you can’t understand what it means, so that’s why Access lets you create reports. A report simply provides a printed version of your data arranged in some useful way. A report could dig through your data and print a list of your top ten salespeople. Another report may print out the top ten products you sold last year. Reports simply provide a way to make sense of your data and print it so you can examine your data on paper. Using the Report Wizard The easiest way to create a report is to use the Report Wizard, which guides you step by step through arranging and selecting which data to print on a report along with sorting your data at the same time. To use the Report Wizard, follow these steps: 1. Click the Create tab. 2. Click the Report Wizard icon in the Reports group. The Report Wizard dialog box appears, as shown in Figure 18-1. 3. Click in the Tables/Queries list box and choose the table or query that contains the data you want to print in a report. 4. Click a field in the Available Fields box and then click the > button. Repeat this step for each additional field you want to display in your report.
354 Part VI: Storing Stuff in Access Figure 18-1: The Report Wizard lets you choose where to retrieve your data for your report. 5. Click Next. Another dialog box appears, asking whether you want to group your data by a specific filed, such as by Last Name or Employee Number, as shown in Figure 18-2. Figure 18-2: A report can group data under categories so you can see all your data arranged by a specific field. 6. Click a field name displayed in the box and then click the > button. Repeat this step for each additional field you want to use to group your data on the report. 7. Click Next. Another dialog box appears, asking you to choose up to four fields to use for sorting your data in your report, as shown in Figure 18-3.