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

While you can print reports using commands in 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.

Watch the video below to learn more about printing reports.

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

edit hotspots


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.
  2. If necessary, modify the page size, margin width, and page orientation using the related commands on the Ribbon.
  3. Click the Print command.
  4. The Print dialog box will appear. Set any desired print options, then click OK. 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.
    Choosing 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.
    Exporting 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.

Using the Export Wizard