LIS 558 - Reports in Microsoft Access
- A report can be based on a query or on a
- You can use the report wizards
to obtain a quick form of report from a query or table
and then modify the report.
- To group records in a report,
select "View|Sorting and Grouping"
and use the "Sorting and Grouping" window
to select fields
and to set the Group On property for each field.
- To insert a text box in one of the sections of the report,
- click on the "Text Box" icon in the Toolbox
- click on the position in the report
where you want the text box,
hold down the left button and drag to create a box
- right click on this box
and select "Properties" from the popup menu
to get the properties window
(if the properties window is already showing,
left click on the box
to have the window show the properties for the box)
- select the "Control Source" item at
to set the value to be displayed:
- for a table/query field,
or a running sum of a table/query field,
just choose from the dropdown list.
For a running sum,
also select "Over Group" or "Over All"
from the "Running Sum" dropdown list.
- for a calculated field,
either type = plus the formula
directly into the "Control Source" edit box
or click on the "..." button to the right
and use the Expression Builder to assist you.
- The name of a table/query field
should generally be enclosed in brackets ([ ])
- The Expression Builder does not include buttons for all
others, such as <= and >=,
can be seen by selecting "Operators"
from the lefthand expression elements box
- Aggregate functions include
Sum, Count, and Avg;
they do not work on calculated fields
in the report,
but will work on calculated fields
from a query
- Double click to expand/contract the "Tables",
"Queries", "Reports", "Forms",
and "Functions" folders
in the Expression Builder.
- set the format of the text box at the "Format"
use the "Format" dropdown list
to specify that the Boolean value
of a calculated field
is to be displayed as True or False.
- remove or modify the label as preferred.
- To remove a label,
click on it and press the Delete key.
- To change a label,
view its properties in the properties window
and make changes there
(mostly at the "Format" tab)
Last updated July 5, 2001.
This page maintained by
Prof. Tim Craven
E-mail (text/plain only): firstname.lastname@example.org
Faculty of Information and
University of Western
Canada, N6A 5B7