Reports and Printing

Why Reports

Reports present data for reading - grouped, sorted, summed and formatted for print or PDF. They read data only and never change it.

Create a Report (Wizard)

Select a table/query → Create → Report Wizard: pick fields, add grouping (by City), sort by LastName, choose layout, and finish. Access lays out a grouped report with totals.

Report Sections

Design view of a report has band-like sections:

• Report Header - title, printed once.
• Page Header - column titles at the top of every page.
• Group Header - appears before each group (City name).
• Detail - one row per record.
• Group/Report Footer - group totals and grand totals.
• Page Footer - page numbers, date.

Totals in Reports

In a footer add a text box with an expression:

=Sum([Balance])         grand total
=Count([CustomerID])    how many records

Set Running Sum for running balances.

Print and Export

• Print Preview (View → Print Preview) to check layout before printing.
• Export → PDF or Word keeps formatting for sharing.
• Set margins and paper under Page Setup.

Key Points

• Grouping + footer totals turn a raw table into a readable report.
• Totals live in footer sections with =Sum/Count expressions.
• PDF export makes reports shareable without Access installed.