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About this lesson
Create a basic report using the Report Wizard and explore Print Preview.
Exercise files
Download this lesson’s related exercise files.
11.01 basic-reports - Exercise.docx52.9 KB 11.01 basic-reports - Exercise solution.docx
67.8 KB TechGurusTicketing26.accdb
924 KB TechGurusTicketing26 - Complete.accdb
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Quick reference
Basic Reports
Create a basic report using the Report Wizard.
When to use
We create a report when we want to view or print out the results of a query, statistics, or analysis.
Instructions
Let's create a basic report using the Report Wizard.
- From the Create tab, in the Reports group, click Report Wizard.
- Select ‘tblCompany’ from the drop-down list.
- Click on the ‘Company’ field and click the chevron to add it to the Selected Fields area.
- Click Next.
- In the Sort drop-down, select ‘Company’ and ‘Ascending’.
- Click Next.
- Select Tabular Layout and Portrait Orientation.
- Click Next.
- Name the report ‘rptCompanyList’.
- Click Next.
- Preview the report.
- Click Finish.
- Switch to Report View to review the report.
The Print Preview Ribbon
When we switch to Report View, the Print Preview contextual ribbon appears. From here we can perform many tasks related to printing the report.
- Print: Print the Report
- Size: Adjust the Paper Size
- Margins: Set the Page Margins
- Portrait/Landscape: Set the Orientation of the page
- Columns: Print in Column Layout
- Page Setup: Additional Page Setup Options
- Zoom: Zoom in and out of the report
- One Page/Multiple Pages: View/print more than one page
- 00:04 In this section of the course,
- 00:05 we're going to take a look at how we can run reports in Access.
- 00:09 Now, before we get on to reports, just a couple of things to note
- 00:13 about the form that we were working on in the last lesson.
- 00:16 I've just gone ahead and
- 00:18 I've made a couple of adjustments to the way these related tickets were laid out.
- 00:24 So, I've actually changed it to Related Ticket not related ticket number just to
- 00:28 give it a bit more room.
- 00:29 And I've moved all of the fields a bit closer together, so
- 00:32 we don't have to scroll as much in order to see that end date.
- 00:36 The final little change I'm going to make here is just to
- 00:39 give my form a meaningful name.
- 00:41 So, we're going to right-click and go into Design View.
- 00:44 So, we're going to change the caption over in the Property Sheet to
- 00:48 Ticket, Maintenance.
- 00:52 And if I wanted to, I could go down to Font Weight, and
- 00:57 I'm actually going to make this Bold or like so.
- 01:01 Let's just get this form one final view.
- 01:04 I think that's starting to look pretty good.
- 01:06 So, let's close down a Ticket Maintenance form and talk about reports.
- 01:11 Now it might be from time to time, or maybe even on a regular basis,
- 01:15 you want to run off a report for your database, and
- 01:18 you can set up reports to contain information that's most useful to you.
- 01:23 So, all the time when it comes to your report creation,
- 01:26 it really is very bespoke.
- 01:28 For example, I might want to run off a weekly report that shows me all of
- 01:32 the high priority calls from the week.
- 01:34 Or maybe I want to run a report that shows me all of the tickets logged in the last
- 01:39 three days.
- 01:40 Or maybe I want to run off a report where the SLA is about to expire.
- 01:44 So, you can really tailor your reports to your needs.
- 01:48 So, maybe I want to run a really basic report, which is going to
- 01:51 show me all of the companies that we have listed in the database.
- 01:56 So, we're going to go up to the Create tab.
- 01:58 And in the Reports section we have a few different options in here,
- 02:02 and we're going to use the Report Wizard, which will guide us through the process.
- 02:07 So, the first thing we need to select is which fields we want to report on.
- 02:12 If I just want a list of the companies,
- 02:15 then I can just choose the field from Table Company.
- 02:20 And that is a table that only contains one field.
- 02:23 So, I'm going to put that across to the Selected Fields area.
- 02:26 Let's click on Next.
- 02:27 I can now choose how I want to sort my records.
- 02:31 And if I click the drop down here, I have a choice of none,
- 02:33 which isn't going to provide any sort whatsoever.
- 02:36 Or I can choose to sort on any of the fields in the table.
- 02:40 Now we only have one field, so
- 02:42 I'm going to sort on company in ascending order.
- 02:46 Let's click on Next.
- 02:49 I can now choose a layout for my report.
- 02:51 And if I click on Column,
- 02:53 now you can see I'm going to have report headings in the dark orange.
- 02:56 And then the data Tabular is going to be more of that table structure.
- 03:01 And Justified is organized in a very slightly different way.
- 03:04 I would recommend you have a play around with these different layers to see which
- 03:07 one you prefer.
- 03:09 Now we're going to choose Tabular and we can then specify the Orientation for
- 03:13 this report.
- 03:14 So, I'm going to leave mine on Portrait Orientation.
- 03:17 I could also choose to adjust the field width so all fields fit on a page.
- 03:22 Now, that's not really relevant in this example, because we only have one field,
- 03:26 but I'm just going to leave it ticked anyway.
- 03:29 Let's click on Next.
- 03:30 Now I can give my reports a name.
- 03:33 So, sticking with our naming convention I like to call my reports rpt,
- 03:39 and this is going to produce the CompanyList.
- 03:43 I want to preview the report, so let's click on Finish.
- 03:47 And there we go,
- 03:48 we just have a big long list of all of the companies from table company.
- 03:53 Notice that now that we've created this report in the navigation pane,
- 03:56 we now have a new category called Reports, and we can see our report underneath.
- 04:01 Now when you're in reports, if you right-click on the tab,
- 04:05 notice that we have a different view, and that is Report View.
- 04:09 So, this effectively gives you a preview as to what it's going to look like to
- 04:12 the users.
- 04:13 Also, notice that we have a contextual ribbon called Print Preview.
- 04:18 And this is where we can really define how we want our report to look.
- 04:22 So, I can print my report from here.
- 04:25 I can choose the size for my report, or what paper I'm using for my report.
- 04:30 Now, in the UK and Europe, mostly we use A4, but if you're in the US,
- 04:34 you're probably going to use something like Letter size.
- 04:38 I can adjust my margins.
- 04:39 So currently, I have them set to Narrow.
- 04:42 So, I'm getting the maximum amount of information on the page,
- 04:46 but I could set those to wide or maybe even normal.
- 04:50 Now, I'm going to keep mine on Narrow.
- 04:53 I can choose Portrait or Landscape, and
- 04:56 if I want my page divided up into columns, so more of a newspaper style layout.
- 05:01 I have Page Setup options in here as well where I can really get very granular about
- 05:05 the measurements that I'm using for things like, the Top,
- 05:08 the Bottom, the Left, and the Right margins.
- 05:11 I have more page customizations underneath the Page tab, and
- 05:15 then a Columns tab just here where I can really specify the size of my columns if
- 05:20 I've chosen to use that format.
- 05:23 In the next group, we have a Zoom button.
- 05:25 So, I can choose to zoom out of my report or zoom back in.
- 05:32 I can display it as one page, or if I have multiple pages to my report,
- 05:36 I could choose Two Pages, or Four, Eight, or Twelve Pages.
- 05:40 And I'm going to put the zoom back to 100%.
- 05:44 And then finally on the end, I can even choose if I want to export this list or
- 05:49 save this report as an Excel file, a Text file, a PDF,
- 05:52 or I can choose to email it, so effectively create an attachment.
- 05:57 And then finally at the end, we can simply close out of the Print Preview,
- 06:01 which is going to put us back into Design View.
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