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For Programmers - Microsoft Access Report Wizard

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The material below originally appeared in Alison Balter's book Mastering Microsoft Office Access 2007 Development and is reprinted here with the author's permission. There may be references to "Figures" or "Chapters" that are not reprintable and are not used on this page.

Creating A Report With The Report Wizard

To create a report with the Report Wizard, click to select the Create tab. Next, select Report Wizard from the Reports group. This launches the Report Wizard. The first step is to select the table or query that will supply data to the report. I prefer to base my reports on queries or on embedded Structured Query Language (SQL) statements (a query stored as part of a report). This approach generally improves performance because it returns as small a dataset as possible. In a client /server environment, this is particularly pronounced because the query is usually run on the server, and only the results are sent over the network wire. Basing reports on queries also enhances your ability to produce reports based on varying criteria.

After you have selected a table or query, you can select the fields you want to include in the report. The fields included in the selected table or query are displayed in the list box on the left. To add fields to the report, double-click the name of the field you want to add or click the field name and click the > button. In the example in Figure 6.8, five fields have been selected from the tblClients table.

After you have selected a table or query and the fields you want to include on the report, click Next. The wizard prompts you to add group levels, which add report groupings, to the report. Add group levels if you need to visually separate groups of data or include summary calculations (subtotals) in your report. Report groupings are covered later in this chapter. If your report doesn't require groupings, click Next.

In the third step of the Report Wizard, you choose sorting levels for your report. Because the order of a query underlying a report is overridden by any sort order designated in the report, it's a good idea to designate a sort order for the report. You can add up to four sorting levels with the wizard. In the example shown in Figure 6.9, the report is sorted by the ClientID field. After you select the fields you want to sort on and whether you wish to sort in ascending or descending order, click Next.

In the fourth step of the Report Wizard, you decide on the report's layout and orientation. The layout options vary depending on what selections you made in the wizard's previous steps. The orientation can be Portrait or Landscape. This step of the Report Wizard also allows you to specify whether you want Access to adjust the width of each field so that all the fields fit on each page. After you supply Access with this information, click Next.

You choose a style for your report in the Report Wizard's fifth step. There are quite a few choices available. You can preview each look before you make a decision. Any of the style attributes applied by the Report Wizard, as well as other report attributes defined by the wizard, can be modified in Report Design view any time after the wizard has produced the report. After you have selected a style, click Next.

The final step of the Report Wizard prompts you for the report's title. Access uses this title as both the name and the caption for the report. I supply a standard Access report name and modify the caption after the Report Wizard has finished its process. You're then given the opportunity to preview the report or modify the report's design. If you opt to modify the report's design, you're placed in Design view (see Figure 6.10). You can then preview the report at any time. You can optionally mark the check box Display Help on Working with the Report to have Access display the help window and list the associated report topics.

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This 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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