Creating Reports

An Access report lets you present data in a visually appealing way. Also use reports in Access to share data others can't manipulate.

Printing and saving reports in Print Preview

Video: Printing Reports

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While you can print reports using commands in the Backstage view, you can also use Print Preview. Print Preview shows you how your report will appear on the printed page. It also allows you to modify the way your report is displayed, print it, and even save it as a different file type.

Click the buttons in the interactive below to learn about Print Preview.

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Page Size Options

With page size options, you can set the width of the margins in your report.

Zoom Options

With zoom options, you can decide how much of the report you want to see on screen. You can also opt to view multiple pages at once.

Close Print Preview

Click here to exit Print Preview mode.


Click the Print command to print your report.

Export Options

Export options allow you to save your report in another format. This makes it possible to view your report in other programs.

Page Layout Options

Here, you can change the orientation of your report. Select either portrait (tall) or landscape (wide). You can also create columns or click the Page Setup command for more layout options.

To print a report:

  1. From the Home tab, click the View command, then select Print Preview from the drop-down list. Your report will be shown as it will appear on the printed page.
    Screenshot of Access 2013Switching to Print Preview view
  2. If necessary, modify the page size, margin width, and page orientation using the related commands on the Ribbon.
    Screenshot of Access 2013Page setup commands in Print Preview
  3. Click the Print command.
    Screenshot of Access 2013Clicking the Print command
  4. The Print dialog box will appear. Set any desired print options, then click OK.
  5. The report will be printed.

Saving reports

You can save reports in other formats so they'll be viewable outside of Access. This is called exporting a file, and it allows you to view and even modify reports in other formats and programs.

Access offers options to save your report as an Excel file, text file, PDF, HTML document, and more. Experiment with the different export options to find the one that best suits your needs.

To export a report:

  1. From the Home tab, click the View command, then select Print Preview from the drop-down list.
  2. Locate the Data group on the Ribbon.
  3. Select one of the file type options, or click More to see options to save your report as a Word or HTML file.
    Screenshot of Access 2013Choosing an export option
  4. A dialog box will appear. Select the location where you want to save the report.
  5. Enter a file name for the report, then click Publish.
    Screenshot of Access 2013Exporting a report
  6. A dialog box will appear to notify you that your file has been successfully saved. Click Close to return to your report.

Some export options will cause the Export Wizard to appear. Simply follow the instructions to export your report.

Screenshot of Access 2013Using the Export Wizard