Access 2010 Creating Reports

Access 2010

Creating Reports

ntroduction

Creating Reports

Watch the video (2:26). Need help?

To Create a Report:

1. Open the table or query you would like to use in your report. We want to print out a list of last month's orders, so we'll open up our Orders Query.
   The query we'll use in our report
2. Select the Create tab on the Ribbon and locate the Reports group. Click the Report command.
   The Report command
3. Access will create a new report based on your object.
4. It's likely that some of your data will be located on the other side of the page break. To fix this, resize your fields. Simply select a field, then click and drag its edge until the field is the desired size. Repeat with additional fields until all of your fields fit.
   Resizing fields in the report
5. To save your report, click the Save command on the Quick Access Toolbar. When prompted, type a namefor your report and then click OK.
   Saving and naming the report

Filtering a report

Deleting Fields

To Delete a Field in a Report:

1. Click any cell in the field you would like to delete.
2. Press the delete key.
   

Deleting a field header after deleting the related field

Printing and Saving Reports in Print Preview

Watch the video (2:27). Need help?

To Print a Report:

1. On the Home tab of the Ribbon, click the View command and select Print Preview from the drop-down list. Your report will be shown as it will appear on the printed page.
   Switching to Print Preview view
2. If necessary, modify the page size, margin width, and page orientation using the related commands on the Ribbon.
   Page setup commands in Print Preview
3. Click the Print command.
   The Print command
4. The Print dialog box will appear. Set any desired print options, then click OK.

Saving Reports

To Export a Report:

1. On the Home tab of the Ribbon, click the View command and select Print Preview from the drop-down list.
2. Locate the Data group on the Ribbon.
3. Select one of the file type options on the Ribbon, or click More to see options to save your report as a Word orHTML file. 
   Report export options
4. Save your file.
   • If you're saving the report as a PDF or XPS file:
     1. Select the location where you wish to save the report.
     2. Place your cursor in the file name text box and type a name for your report if you wish to name it something other than the report title.
     3. In the Save as Type drop-down menu, select either PDF or XPS.
     4. Select the file quality by clicking either Standard for reports you plan on printing or Optimizedfor reports you plan to share primarily online.
     5. Once you are satisfied with your settings, click Publish to save your report.
        Saving the report as a PDF or XPS file
   • If you're saving the report as any other type of file:
     1. Click Browse to specify your file location and name, then click Save.
     2. In the Export dialog box, click the checkboxes to select desired saving options where applicable,
     3. Click OK to export your report.
        Saving the report as an Excel, Word, text, or HTML file
5. A dialog box will appear to notify you that your file has been successfully saved. Click Close to return to your report.