Microsoft Access 2010: How to Use the Report Wizard

Are you new to Microsoft Access 2010 and interested in an easy way to work with reports? This article will show you how by giving an overview of how you can put the Report Wizard to use.

If you have used Microsoft products other selections of easy to use software in the past, you have probably come across a wizard.  A wizard helps you complete tasks with ease, acting as a guide along the way.  This particular tutorial will concentrate on Microsoft Access 2010’s Report Wizard, which is a useful tool that makes dealing with reports as easy as can be.

To showcase what the Report Wizard in Microsoft Access 2010 can do for you, we are going to create a report that is characterized by multiple tables.  The overall process is easy, and we will detail the necessary steps to complete it so that you can begin working with reports and start to master just some of the functionality that Access 2010 has to offer.

As is usually the case with our Access tutorials, we are working with our own sample.  Simply follow along to see the techniques used, and then you can apply those simple techniques to your own sample.

With our database open, we begin by clicking on the Create tab near the top of the program window.
In the reports section on the right hand side, we click on the Report Wizard option to activate the Report Wizard.

The Report Wizard asks which fields you want on your report, noting that you can choose from more than one table or query.  A drop-down menu lists the available tables and queries that we can choose from.

We said earlier that we wanted to include multiple tables in our report, so having this handy drop-down menu makes it easy for us to add them.  We begin by selecting the Categories table from the drop-down, which shows us the available fields.  We want to add the Product Types field, so we double-click it to select it or click it once and click the right-facing arrow to add it.  We continue by selecting more tables and available fields until we have all the fields we want on our report listed in the Selected Fields box.  

Click Next.  The Report Wizard moves to the next window, which asks us how we want to view our data.  It asks us this since we selected multiple tables, otherwise this step would not have appeared.  We select the by Categories option to view our data, and a general outline appears on the right hand side of the window that shows what such a setup would look like. Click Next to move on.

We are now asked if we want to add any grouping levels.  This determines how records are grouped.  We are not going to add any grouping levels, so we click Next to move on to the next step.

Now we are asked what sort order and summary information we want for detail records.  We can sort records by up to four fields, either in ascending or descending order.  In the first drop-down we select Price and click on the Ascending button to change it to Descending.  This will begin with the highest price first.  Click Next.

Now we have the option to determine how we want to lay out our report.  We can use stepped, block, or outline for the layout, as well as portrait or landscape for the orientation.  We select Block and Portrait as our layout settings.  As you change the settings here, a small preview box shows you what the layout will look like.  Keep the adjust the field width option checked.  Click Next.

At this point, we are almost done.  Before we can finish, we have to enter a title for our report in the available field.  Next, the wizard asks us if we want to preview the report or modify its design before we finish.  Selecting the preview option will open it up in print preview, while selecting the modify option will open up the report for you in design view.  Regardless of which option is chosen, neither will create any immediate changes to the actual report, so do not worry about that happening.  For our purposes, we choose the Preview the report option, since we really just want to preview it and not make any modifications as of right now.

To finish creating the report via the Report Wizard, click Finish.
We now see the final result of our Report Wizard work, as Access 2010 now displays the report.

Now, if you want to edit the report, you will not be able to via the Report Wizard.  Instead, click on the Layout View option.  Once there, you can make any necessary tweaks to get the report to fit your needs.

We just showed you how easy it is to use the nifty Report Wizard in Microsoft Access 2010.  As you can see, it is a useful tool that helps beginners and users of all levels to create reports quickly and easily.  Once the wizard is up and running, it will guide you through all the necessary steps to create reports that contain all of the vital data you desire.

That wraps up with Microsoft Access 2010 tutorial on using the Report Wizard.  Stay tuned for more Access 2010 tutorials in the future.

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