Reports allow users to display and format data from a database onto paper or other file formats. There are two main ways to create a report: automatically by selecting a table or manually in Layout View. When building a report, users can customize elements like fonts, columns, borders, and conditional formatting. Advanced reports features include grouping data, sorting, adding headers/footers, and calculating totals to analyze large datasets.

1. Printing Reports

2. Creating Reports
 Reports are the best way to put information
from database onto paper, PDF files, and other
formats.
 In a report, you can choose how to display data,
including:
− Information to include to print each field on
the page.
− Text fonts, font sizes, spacing.
− Printing lines, boxes, and pictures.

3. Creating Reports
 Creating Reports Automatically:
− Select a table in the navigation pane
− Choose Create ➝ Reports ➝ Report. This
command creates a tabular report with a
separate column for each of table’s fields.

4. Creating Reports
 Building a Report in Layout View:
− Choose Create ➝ Reports ➝ Blank Report.
− Pick table in the Field List.
− Add columns to the report.
− Resize the columns smaller or larger until you
have the balance.
− Add any other elements like a title, a logo,
page numbers, and the date.
− Format report like changing fonts, colors,
borders Preview report.

5. The Many Views of a Report
Layout View: Shows the report look
like when printed, with the real data
from the table.
Report View: same as Layout view, but
doesn’t let make changes.
Print Preview: like Layout view and
Report view, you can figure out how
many pages printout needs and where
the page breaks.
Design View: Shows a template view
where can define the different sections
of report.

6. Export Formats
 Exporting a Report to a PDF:
− Switch to Print Preview mode.
− Click Print Preview ➝ Data ➝ PDF or XPS.
− Choose your file name, file type, and quality.
− Click Publish to perform the export.
− Choose whether you want to save your export
settings  Close.

7. Export Formats
 Exporting a Report to a Different Format:
− Switch to Print Preview mode.
− Click one of the buttons in the Print Preview
Data section, depending on the format you
want to use for your export.
− Choose a name for the destination file.
− Click OK to perform the export.

8. Formatting a Report
Applying a Theme:
−The quickest way to apply
formatting is to use themes
from the Report Layout Tools |
Design ➝ Themes ➝ Themes
list.
−Can use the same combination
of fonts and colors in different
reports by Select Report Layout
Tools DesignThemesFonts
Create New Theme Fonts.

9. Formatting Columns and Column
Headers
 Select the portion of the report you want to
format.
 In the Report Layout Tools  Format ➝ Font
section.

10. Formatting numeric fields
 Use the Report Layout Tools | Format➝Number
section adjust numeric fields.
− General Number
− Currency
− Euro
− Fixed
− Standard
− Percent
− Scientific

11. Gridlines
 To add gridlines everywhere to keep data
carefully in separate cells or just add gridlines
to highlight important columns.
− Select the part of the report need apply
gridlines.
− In Report Layout Tools  Arrange  Table
 Gridlines list
− Use the other buttons in the Report Layout
Tools  Arrange  Gridlines menu to change
the thickness, color, and style of gridlines.

12. Borders, Margin and padding
 Borders can be attached to any ingredient in
report.
− Selecting the portion of report
− In Report Layout Tools  Format  Control 
Formatting  Shape Outline.
 The margin is the space between the content and
the border around it.
 The padding is the space between the border and
the edge of the cell.
− To change the margin and the padding space,
select Report Layout Tools  format  Arrange
 Position

13. Conditional Formatting
 With conditional formatting, you can
emphasize pieces of information with different
formatting:
− Select a value in the column where you want
to apply the conditional formatting.
− Choose Report Layout Tools Format 
Control Format  Conditional Formatting.
− Choose Report Layout Tools Format 
Control Format  Conditional Formatting.

14. Conditional Formatting
− Click New Rule to create a new conditional
formatting rule.
− Set the condition that Access should evaluate.
− Set the formatting that Access should apply if
the condition is true  OK.
− (Tham khảo thêm Data Bars)

15. Advanced Reports
 The Design View Sections:
− Report Header: appears once at the
beginning of report, on the first page. This
section contains titles, logos.
− Page Header: appears at the top of each
subsequent page. It’s the place to add page
numbers, column headers of tabular reports.
− Detail: appears once after the page header, it’s
the heart of all reports. Detail section is
repeated once for each record in your report.

16. Advanced Reports
− Page Footer: appears at the bottom of each
page.
− Report Footer: appears once at the end of the
report. It is used to print summary
information, copyright statements, the date of
printing, and other miscellanea.

17. Creating a Report in Design View
 Choose Create  Reports Report Design.
 Choose Report Design Tools Design  Tools 
Add Existing Fields.
 Drag the fields from the Field List into the
Detail section.
 Move the field to the right place, and then
resize it to the right size.
 Format the controls
 Insert the appropriate content into report
header or footer  save report.

18. The Report Wizard
 The Report wizard asks a few basic questions,
and then creates the corresponding report.
− Choose Create  Reports  Report Wizard.
− From the drop-down list, choose the table you
want to use.
− Add the fields you want to include Next.
− Choose the field use to sort report results
Next.
− Choose a layout option for report.
− Choose a orientation for report  Enter
report name  Finish.

19. Format Reports with Properties
 To format report use Property Sheet:
− Select Report Design Tools  Design  Tools
 Property Sheet.
− Format: contains the options for the
formatting report.
− Data: identifies where the control gets its
information.
− Event: attach Visual Basic code that springs
into action when something specific happens.

20. Format Reports with Properties
− Other: includes the Name property, which
defines the control name, and a few
Miscellaneous properties
− All: shows the whole properties.

21. Grouping
 Grouping is an indispensable tool for making
sense of large volumes of data by arranging
them into smaller groups.
 There are three ways to use grouping to analyze
information in a report:
− Use grouping with a query
− Use report grouping.
− Use subreports.

22. Report Grouping
 Switch to Layout view or Design view. Then,
choose the field you want to use for sorting.
 To apply a sort, right-click the field you want to
use for sorting, and then choose a sort
command.
 Right-click the field you want to use for
grouping, and then select Group On Access
sorts results by that field, and then groups
them.

23. Group, Sort, and Total Pane
 With Group, Sort, Total Pane, you have many
more options:
− Add an extra layer of sorting that sorts each
subgroup.
− Can perform summary calculations for each
group.
− You can force page breaks to occur at the start
of each new group.

24. Group, Sort, and Total Pane
 To use “Group, Sort, and Total” Pane:
− Show report in Design view, choose Report
Design Tools  Design ➝ Grouping & Totals
 Group & Sort.
− In Layout view, choose Report Layout Tools
Design  Grouping & TotalsGroup & Sort.
− The “Group, Sort, and Total” pane appears at
the bottom of the window.

25. Group, Sort, and Total Pane
− Sort by …: Chooses the field that’s used for
sorting.
− Group on …: Chooses the field that’s used for
grouping.
− With A on top/from smallest to largest:
Changes the sort order, depends on the data
type.
− By entire value: Tells Access to create a
separate group for every different value in the
grouped field.

26. Group, Sort, and Total Pane
− With … totaled: Subtotals is the most popular
grouping feature.
− With a header section/with a footer
section: apply a header at the beginning of
each group, and a footer at the end.
− Keep group together on one page: This
setting helps you prevent orphaned category
headers.

27. Multiple Groups
 To add another level of grouping, just right-
click the field you want to use, and then click
Group On. This adds it to the list in the “Group,
Sort, and Total” pane.
 Each group you add can have a header and
footer section and its own set of totals.

28. Multiple Groups