Access has several methods for creating reports. Any user can create a report quickly in Access, whether they're a novice or an expert.
In Access 2016, you can create a report from a table or query with the click of a button. You can also use the Report Wizard to walk you through the process. And more experienced users can start with a blank report and build it exactly as they wish.
Create a Report based on a Query
We'll create a report based on the Albums by Artist query we created previously.
The interesting thing with this query is that it asks for user input — the user tells the query which artist they'd like to see albums from. However, the query doesn't display the artist name in its result set.
So, we'll need to display this parameter on the report too — otherwise the reader might not know which artist the albums belong to.
Add the Query Parameter to the Report
The problem with the above report is that it doesn't display the artist name. So there's no indication of which artist the albums belong to.
This is because when we wrote the query, we chose not to display the artist name in the results. If we did, the artist name would be repeated for each album. If there were say, 20 albums, the artist name would be repeated 20 times.
Now that's OK for the query. The user who runs the query will know which artist they entered.
But it's different with reports. The report could be one of many reports sitting on someone's desk (or in their email inbox). They're probably not going to know who each album belongs to without the artist name being displayed somewhere on the report.
To address this problem, we will need to work out how to add the query parameter to the report.
And that's exactly what we'll do now.
Reports can be designed and formatted in a similar way to forms. When you create a report, four new tabs appear in the Ribbon specifically for working with reports.
Report Header & Footer
The report header and footer are displayed only once in the report.
The report header is displayed at the top of the first page, and the report footer is displayed at the bottom of on the last page. If a report contains say, 10 pages, the header and footer will be displayed on all 10 pages.
So, in our example above, the artist name will only be displayed once — at the top of the first page of the report.
Page Header & Footer
The page header and footer are displayed on every page of the report. If a report contains say, 10 pages, the header and footer will be displayed on all 10 pages.
So, in our example above, if we moved the artist name to the page header, it would then be displayed on every page of the report.
The report detail section is where the actual data is displayed. This can run across many pages if required, and each page will continue where the previous left off.
The Property Sheet
Access provides four different views for reports.
As with all other Access objects, you can toggle the view using the buttons at the bottom right of the screen, or by using the View button on the Ribbon.