This document discusses how to create and modify reports in Microsoft Access 2010. It covers using the Report tool, Label Wizard, and Report Wizard to create basic reports from tables or queries. It also describes modifying reports in Layout view by adjusting control layouts and sizes, and in Design view by changing report sections, adding controls, lines, labels, and pictures. The goal is to help users understand how to generate and customize reports to display and organize database data.

1. Access Lesson 5
Creating and Modifying Reports
Microsoft Office 2010
Introductory
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2. Objectives
Create a report using the Report tool, the
Label Wizard, and the Report Wizard.
Modify a report in Layout view.
Modify a report in Design view.
Add a line, label, and picture to a report.
Move a control in a report.
Resize a report.
Access Lesson 5
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Pasewark & Pasewark
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Microsoft Office 2010 Introductory

3. Vocabulary
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Access Lesson 5
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grouping level
Label Wizard
Line tool
Print Preview
read-only
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report
report selector
Report tool
Report Wizard
Microsoft Office 2010 Introductory

4. Creating a Report Using the
Report Tool
Access Lesson 5
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A report is a database object that displays
data from one or more tables or queries in a
format that has an appearance similar to a
printed report. You can use reports to:
Create a formatted list of information
Summarize information
Print form letters and mailing labels
The tables or queries that contain the data
used in a report are called the record source.
Pasewark & Pasewark
Microsoft Office 2010 Introductory

5. Creating a Report Using the
Report Tool (continued)
The Report tool quickly creates a simple
report that includes all the fields in the
selected table or query, uses a columnar
format, formats the report using a theme, and
includes a title with the same name as the
record source.
When fields appear in a report, they appear
in controls.
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Microsoft Office 2010 Introductory

6. Creating a Report Using the
Report Tool (continued)
Report created using the Report tool
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Microsoft Office 2010 Introductory

7. Creating a Report Using the
Report Tool (continued)
Access Lesson 5
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When the Report tool creates a report, the
report opens initially in Layout view where
you can:
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View the controls in the report and data from the
record source at the same time.
Make changes to the report's format and
appearance.
Report data is read-only, which means that
you can view it but you cannot change it.
Pasewark & Pasewark
Microsoft Office 2010 Introductory

8. Creating a Report Using the Label
Wizard
The Label Wizard lets you create a report to
print standard or custom labels.
Use the Label Wizard dialog boxes to choose
the font name, style, size, and color to use
when printing the labels.
When you use a wizard to create a report,
the report opens in Print Preview.
Access Lesson 5
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Microsoft Office 2010 Introductory

9. Creating a Report Using the Label
Wizard (continued)
Report created using the Label Wizard
Access Lesson 5
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Microsoft Office 2010 Introductory

10. Creating a Report Using the Report
Wizard
Access Lesson 5
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To create a customized report quickly, use
the Report Wizard.
A grouping level organizes data based on
one or more fields. You can also choose a
sort order.
The layout options for reports are Stepped,
Block, and Outline, which arrange data in
different ways.
Pasewark & Pasewark
Microsoft Office 2010 Introductory

11. Creating a Report Using the Report
Wizard (continued)
Report Wizard dialog box that asks how you want to view your
data
Access Lesson 5
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Microsoft Office 2010 Introductory

12. Modifying a Report in Layout View
Access Lesson 5
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An easy way to create a report is to use the
Report Wizard.
You can use Layout view to make
adjustments to the report.
Controls in reports are grouped in control
layouts, just like they are in forms.
Pasewark & Pasewark
Microsoft Office 2010 Introductory

13. Modifying a Report in Layout View
(continued)
Teachers And Classes report in Layout view
Access Lesson 5
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Microsoft Office 2010 Introductory

14. Modifying a Report in Design View
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There are certain types of report changes
that you must make in Design view.
When you view a report in Design view, you
see the different sections of the report.
To add a control to a report, click the button
in the Controls group and then click the
desired location in the report.
The Line tool lets you draw a line in a report.
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Microsoft Office 2010 Introductory

15. Modifying a Report in Design View
(continued)
Report sections
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Microsoft Office 2010 Introductory

16. Modifying a Report in Design View
(continued)
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Add new controls to a report by using the
tools in the Controls group.
Drag a control to position it on the page.
To resize a report, drag the report's edge or
use the report selector.
You can add any type of picture to a report.
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Microsoft Office 2010 Introductory

17. Modifying a Report in Design View
(continued)
Completed report in Print Preview
Access Lesson 5
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Microsoft Office 2010 Introductory

18. Access Lesson 5
Summary
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In this lesson, you learned:
 A report is a database object that displays data from one
or more tables or queries in a format that has an
appearance similar to a printed report. You can use the
Report tool or the Report Wizard to create a report. You
can also use the Label Wizard to create a report that is
used to print labels.
 When used in a report, a field that is used as a grouping
level organizes data into groups. You can also choose to
sort data within the groups based on a field.
Pasewark & Pasewark
Microsoft Office 2010 Introductory

19. Summary (continued)
Access Lesson 5
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When working in Layout view, you can resize
the controls in a control layout by selecting
the control and dragging its edge to increase
or decrease its width.
You can use Design view to change the
height of a report section. You can also add a
line, label, or picture to a report. You can
change the location of a control in a report by
dragging it to a new location.
Pasewark & Pasewark
Microsoft Office 2010 Introductory

20. Summary (continued)
Access Lesson 5
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When a report contains blank pages, drag
the right edge of the report to resize the
report, or click the report selector to select
the report, click the Error Checking Options
button, and then click the Remove Extra
Report Space option on the shortcut menu to
resize the report.
Pasewark & Pasewark
Microsoft Office 2010 Introductory