An Overview of Microsoft Access Reporting
The Reporting facility of Microsoft Access provides the ability to view or print details contained in the relational Tables of the Access database. It is the best and most powerful database Reporting tool available today.
A Microsoft Access Report is derived from an Access Table or an Access Query which references multiple Tables.
An Access Report can be used to:
- Display formatted summaries of the data, with totals and subtotals
- Provide details about individual records
- Create address labels
Reports can be created manually from a blank Report. Fields are then dragged one at a time onto the Report. Layout view allows the design of Reports from live data.
But it is usually far quicker to use the powerful Access Report Wizard. The Wizard provides the easiest way to create a Report.
The power of the Access Report Wizard
The Report Wizard allows the choice of Fields, Groups, Sorts, Summaries, Layouts and Styles from the underlying Table or Query.
The Access Report Wizard automatically creates Headers and Footers, for each Report, Page and Group.
The layout, colours, fonts, fields and Labels may be altered with the Report's visual designer. Logos or backgrounds may be added. Functionality may be added through the use of Visual Basic for Applications (VBA).
The Report may then be previewed and printed. And if necessary, the Report can be recreated again and again, until the desired result is achieved. Usually there are a few minor changes to be made before the final version is accepted.
The Microsoft Access Reports may be saved in PDF format for distribution.
Calling Reports from Visual Basic
Visual Basic can initiate Reports in the Microsoft Access Back-End database. Thus the power of Access Reporting is available in a Visual Basic and Microsoft Access solution.
The execution of the Report should have minimal overhead on the Back-End Access database.
Using Microsoft Word instead of Access reporting
There are occasions where the desired report does not fit into the relational model that the Access Report Wizard expects.
In these instances, details may be extracted from the Access database using Visual Basic. The details are then inserted into a Microsoft Word Document Bookmark. The results can be attractive and sophisticated – for example, the automation of Client Invoices.