/en/access/creating-reports/content/
Access offers several advanced options for creating and modifying reports. The Report Wizard is a tool that guides you through the process of creating complex reports. Once you've created a report—whether through the Report Wizard or the Report command—you can then format it to make it look exactly how you want.
In this lesson, you'll learn how to use the Report Wizard to create complex reports. You'll also learn how to use formatting options to format text, change report colors and fonts, and add a logo.
Throughout this tutorial, we will be using a sample database. If you would like to follow along, you'll need to download our Access sample database. You will need to have Access installed on your computer in order to open the example.
Watch the video below to learn more about using the Report Wizard.
While using the Report command is a quick way to create reports from the current object, it's not as helpful if you want to create a report with data from multiple objects. The Report Wizard makes it easy to create reports using fields from multiple tables and queries. It even lets you choose how your data will be organized.
The Report Wizard will provide you with options that let you choose how to view and organize your data. These options group similar data within your fields and organize these fields into multiple levels, like in an outline or bulleted list.
If you are building a report from only one table or query, you can skip to Step 3 below.
Depending on the grouping you have chosen for your data, your sorting options may be limited.
You may have to adjust your field and row size and location to make sure your data looks the way you want it to. To do this, you'll need to switch to Design view. When you're done, switch back to Report view to see your changes.
One of the strengths of reports is that you can modify their appearance to make them look how you want. You can add headers and footers, apply new colors, and even add a logo. All of these things can help you create visually appealing reports.
Watch the video below to learn more about formatting reports in Access.
The bulk of the information in your report comes straight from the query or table you built it from, which means you can't edit it within the report. However, you can change, add, or delete label text, headers, and footers to make your report clearer and easier to read. For example, in our report we decided we didn't need the field headings to understand our data, so we simply deleted them.
Just like other Office programs, Access allows you to modify the text color and font, add shapes, and more. If you're not sure how to perform basic text and shape formatting, visit the Formatting Text and Shapes lessons from our Word tutorial.
To view and modify the header and footer that appear on each page of your report, select the View command on the Ribbon and switch to Design view. The header and footer are located in the white space beneath the Page Header and Page Footer bars.
Depending on your report's design, sometimes you may find that there is no white space in the page header and footer, as in the image above. If this is the case, you must resize the header and footer before you can add anything to them. Simply click and drag the bottom border of the header or footer to make it larger.
By default, the date and time appear in the header. If you would like to move them to the footer instead, simply click the date and time boxes and drag them to the desired location.
A theme is a set of colors and fonts that applies to the entire database to give it a consistent, professional look. By default, databases use the Office theme. When you change the theme, all of the theme fonts and colors in your database change to match the new theme. Designing and modifying reports using theme elements can help you keep the appearance of your reports consistent.
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