Advanced Report Options

There are many types of reports in Access 2010, as well as various advanced options for modifying an Access report. Learn them here.

The Report Wizard

Video: Using the Report Wizard in Access 2010

Launch video!Watch the video (3:09).

While using the Report command is a quick way to create reports from the current object, it's not as helpful if you want to create a report with data from multiple objects. The Report Wizard makes it easy to create reports using fields from multiple tables or queries. It even lets you choose how your data will be organized.

To create a report using the Report Wizard:

  1. Select the Create tab and locate the Reports group. Click the Report Wizard command.
    The Report Wizard commandThe Report Wizard command
  2. The Report Wizard dialog box will appear.
    The Report Wizard dialog boxThe Report Wizard dialog box

Step 1: Select the fields to include in your report

  1. Click the drop-down arrow to select the table or query that contains the desired field or fields.
    Selecting a table that contains fields to include in the reportSelecting a table that contains fields to include in the report
  2. Select a field from the list on the left, and click the right arrow to add it to the report.
    Adding fields to the reportAdding fields to a report
  3. You can add fields from more than one table or query by repeating the above steps. Once you've added the desired fields, click Next.
    The added fieldsThe added fields

Step 2: Organize the report

The Report Wizard will provide you with options that let you choose how to view and organize your data. These options group like data within your fields and organize these fields into multiple levels, like in an outline or bulleted list.

If you are building a report from only one table or query, you can skip to No. 3 in this section.

  1. Access will offer a list of several organization options. Select an option from the list to preview it.
    Grouping optionsGrouping options
  2. Click Next when you are satisfied with the basic organization of your data.
  3. If you're not satisfied with the way your data is organized, you can now modify the grouping levels.
    • Select a field from the list, and click the right arrow to add it as a new level.
      Adding a new grouped levelAdding a new grouped level
    • If necessary, modify the order of your grouped fields by selecting a field and clicking the up or down Priority arrow to move it up or down a level.
      Moving the Sales Unit field down a grouping levelMoving the Sales Unit field down a grouping level
  4. Once you are satisfied with the organization of your report, click Next.

Step 3: Sort your report data

  1. Click the top drop-down arrow, and select the name of the first field you want to sort.
  2. Click the button on the right to change the sort to ascending or descending.
    Sorting the reportSorting the report
  3. Add any additional sorts. You may sort up to four fields. The sort will be applied from top to bottom, meaning the sort at the top of the list will be the main sort.
  4. When you are satisfied with the way your data is sorted, click Next.

Depending on the grouping you have chosen for your data, your sorting options may be limited.

Step 4: Select a layout and title

  1. Click the various layout options to see how they look, then select one to use in your report.
  2. Select either a portrait (tall) or landscape (wide) orientation for your report.
    Setting the report layoutSetting the report layout
  3. Once you are satisfied with your report layout, click Next.
  4. Place your cursor in the text box and type the title you want for your report.
  5. Select whether you want to preview the report or modify its design, then click Finish.
    Finishing the reportFinishing the report
  6. Your report will be created and saved.

Just as with other reports, you may have to adjust your field and row size and location to make sure all of your data fits the way you want it to.