Create a Report in Microsoft Access 2016 – Part 2

As a reminder, Please review Create a Report in Microsoft Access 2016 –Part 1

Report Design

Reports can be designed and formatted in the same way as we do with forms. When you create a report, four new tabs show up in the Ribbon particularly for working with reports.

Report Header and Footer

The report header and footer are shown just once in the report.

The report header is shown at the topmost part of the first page, and the report footer is shown at the lowest portion on the last page.

In the example above, the colour name will only be shown once — at the top of the first page of the report.

Page Header and Footer

The page header and footer are shown on every single page of the report. If for example, a report has 10 pages, the page header and page footer will be shown on all 10 pages.

In the example above, if we move the colour name to the page header, it would then be shown on every page of the report.

Detail

The report detail segment is where the actual data is shown. This can run across several pages if needed, and every page will continue where the previous left off.

The Property Sheet

As with other Access objects, you can use the Property Sheet to change your report’s properties. You can change properties for the entire report, or just for chosen items.

You can modify formatting properties, data properties, event properties, and more.

The Property Sheet can be accessed by clicking on Property Sheet on the Design tab of the Ribbon, or by right-clicking on an item and selecting Properties.

The Property Sheet only shows properties for the chosen item.

Report Views

Access provides four distinct views for reports.

As with all other Access objects, you can switch the view by using the buttons found at the bottom right of the screen, or clicking the View button on the Ribbon.

Design View

Enables you to view and work on the report structure. It does not show live data. Rather, it shows any expressions that are used to create content.

For instance, when you look at the above example in Design View, you can see that different fields use in-built functions to show dynamic data. The Date() function is positioned in the right corner of the header to display the date the report was generated and the Time() function shows the current time. Also, the Count() function is used in the footer to show a count of the records returned in the report.

Layout View

Displays a view that resembles what the report will look like to the user. Layout View lets you edit the report design while it holds live data.

Print Preview

Enables you to view what the report will look like when printed. You can also print from this view by clicking the Print button in the Ribbon.

Report View

Presents the report as the user sees it.

My name is Ben Beitler (based in London, UK) and I have been building, consulting & training with Microsoft Access databases for over 20 years.