Highlight data with conditional formatting. Customizing color and fonts. Add a logo or background image. Preview and print a report. A report is a database object that comes in handy when you want to present the information in your database for any of the following uses:.
The design of a report is divided into sections that you can view in the Design view. Understanding how each section works can helps you create better reports. For example, the section in which you choose to place a calculated control determines how Access calculates the results.
The following list is a summary of the section types and their uses:. Use the report header for information that might normally appear on a cover page, such as a logo, a title, or a date. When you place a calculated control that uses the Sum aggregate function in the report header, the sum calculated is for the entire report.
The report header is printed before the page header. Use the group header to print the group name. For example, in a report that is grouped by product, use the group header to print the product name. When you place a calculated control that uses the Sum aggregate function in the group header, the sum is for the current group.
You can have multiple group header sections on a report, depending on how many grouping levels you have added. For more information about creating group headers and footers, see the section Add grouping, sorting, or totals.
Use a group footer to print summary information for a group. You can have multiple group footer sections on a report, depending on how many grouping levels you have added.
Note: In Design view, the report footer appears below the page footer. However, in all other views Layout view, for example, or when the report is printed or previewed , the report footer appears above the page footer, just after the last group footer or detail line on the final page.
For an introduction to planning and designing a database, see the article Database design basics. The record source of a report can be a table, a named query, or an embedded query. The record source must contain all of the rows and columns of data you want display on the report.
If the data is from an existing table or query, select the table or query in the Navigation Pane, and then continue to Step 2. Continue to Step 2 and use the Blank Report tool,. Create the table s or query that contains the required data. Select the query or table in the Navigation Pane, and then continue to Step 2. The report tools are located on the Create tab of the ribbon, in the Reports group. The following table describes the options:. Creates a simple, tabular report containing all of the fields in the record source you selected in the Navigation Pane.
Opens a blank report in Layout view, and displays the Field List from where you can add fields to the report. Displays a wizard that lets you select standard or custom label sizes, as well as which fields you want to display, and how you want them sorted. For example, if a portion of the text in the field is formatted with a red font color, and you apply a blue font color to the text box, Access turns all of the text blue except for that which was individually formatted as red.
As another example, if a portion of the text in the field is formatted with an point font size, and you apply a point font size to the text box, Access applies the point font size to all of the text except for that which was individually formatted at 11 points. Attachment fields Attachment fields use a special control that is not used for any other data type. You can attach multiple files to a record by using a single Attachment field, but the field can only display information about one attachment at a time.
By default, the attachment control displays either an icon or an image, depending on the file type of the attachment that is currently displayed by the control.
If you want, you can set the properties for the attachment control so that all attached files are displayed as icons, or so that the field simply displays a paperclip icon and the number of attachments. Assuming that you already use an attachment control on your report, you can use the following procedure to adjust the control's properties for different uses of the control. Click the attachment control.
If the property sheet is not already displayed, press F4 to display it. On the property sheet, click the Format tab. This is the default setting. Paperclip displays a paperclip icon followed by the number of attachments in parentheses. To make a default picture appear in the attachment control when there are no attached files, click in the property box, browse to the picture that you want, and then click Open.
Note: The default picture is not displayed if the Display As property is set to Paperclip. Select the alignment that you want from the list. The default setting is Center. Adjusting this setting can produce unexpected results, depending on the setting of the Picture Size Mode property. Clip displays the image in its actual size. The image is clipped if it is too big to fit inside the control. Stretch stretches the image so that it fills the entire control. Note: Unless the attachment control is the same exact size as the image, using this setting will distort the image, making it appear stretched either vertically or horizontally.
Zoom displays the image as large as possible without clipping or distorting the image. If you are using the control to display graphics, adjust the size of the attachment control so that you can see the amount of detail that you want.
Need more help? Expand your skills. Get new features first. Was this information helpful? Yes No. Thank you! Any more feedback? The more you tell us the more we can help. Can you help us improve? Resolved my issue. Clear instructions. Easy to follow. No jargon. Pictures helped. Didn't match my screen. Incorrect instructions. Too technical. Not enough information. Not enough pictures. Any additional feedback?
Submit feedback. Thank you for your feedback! Typical contents. Report title Logo Current date. Report title Page number. Current date Page number. Display As. Icon displays all files as icons. Default Picture. Cancel Submit. Albert D. Kallal MVP. You could get away doing this with any code. I would give this a try since zero coding is required. Regards, Albert D.
How satisfied are you with this reply? Thanks for your feedback, it helps us improve the site. In reply to Albert D. Kallal's post on September 3, Thanks for your response Albert.
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