Creating Reports and Printable Summaries

Turn database results into grouped, sorted and printable reports.

What you will learn

• Create a report from a table or query
• Group sort and total report data
• Prepare a dependable print or PDF layout

Before you begin

Use a practice database containing non-sensitive sample information. Access versions can place commands differently, so use the ribbon search box when a named command is not immediately visible. Back up the file before structural changes.

Choose the record source

Reports are designed for viewing, printing and exporting. Start with a table or, preferably, a query that already supplies the correct fields and calculations.

Use the Report Wizard for grouping and sorting choices, then refine the result in Layout or Design View.

Organise the report

Group related records, set a clear sort order and place totals in the appropriate group or report footer.

Keep page headers useful and repeat column headings when necessary. Avoid widths that force blank pages or clip fields.

Inspect the output

Use Print Preview to check page size, orientation, margins, page breaks and totals. Export to PDF when recipients need a stable, non-editable layout.

Compare sample report values with the underlying records or query. Attractive formatting cannot correct an incorrect record source.

Guided practice

1. Create a report showing orders grouped by customer.
2. Add a count or total in the correct footer.
3. Preview every page and export a practice PDF.

Knowledge check

1. Why is a query often a good report source?
2. Where should a group total be placed?
3. What should be verified before sharing a report?

Completion standard

Continue when you can complete the guided practice safely and explain the knowledge-check answers in your own words.