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Microsoft Access Reports - Programmer Tips

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Understanding the Anatomy of a Report

Reports can have many parts. These parts are referred to as sections of the report. A new report is automatically made up of the following three sections:

• Page Header section
• Detail section
• Page Footer section

The Detail section is the main section of the report; it's used to display the detailed data of the table or query underlying the report. Certain reports, such as Summary reports, have nothing in the Detail section. Instead, Summary reports contain data in Group Headers and Footers (discussed at the end of this section).

The Page Header is the portion that automatically prints at the top of every page of the report. It often includes information such as the report's title. The Page Footer automatically prints at the bottom of every page of the report and usually contains information such as the page number and date. Each report can have only one Page Header and one Page Footer.

In addition to the three sections automatically added to every report, a report can have the following sections:

• Report Header
• Report Footer
• Group Headers
• Group Footers

A Report Header is a section that prints once, at the beginning of the report; the Report Footer prints once, at the end of the report. Each Access report can have only one Report Header and one Report Footer. You will often use the Report Header to create a cover sheet for the report. It can include graphics or other fancy effects, adding a professional look to a report. The most common use of the Report Footer is for grand totals, but it can also include any other summary information for the report.

In addition to Report and Page Headers and Footers, an Access report can have up to 10 Group Headers and Footers. Report groupings separate data logically and physically. The Group Header prints before the detail for the group, and the Group Footer prints after the detail for the group. For example, you can group customer sales by country and city, printing the name of the country or city for each related group of records. If you total the sales for each country and city, you can place the country and city names in the country and city Group Headers and the totals in the country and city Group Footers.

Creating A New Report

You can create a new report in several ways; the most common is to select the Create tab and then click Report Wizard from the Reports group. You can create reports from scratch by using Design view; you can also create them with Quick Create. Access also sports a Label Wizard, which helps quite a bit when you need to print labels. The Report Wizards are so powerful that I use one of them to build the initial foundation for almost every report I create.

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Author Attribution

The preceding material originally appeared in Alison Balter's book Mastering Microsoft Office Access 2007 Development and is reprinted here with the author's permission.

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