Create reports

Modify and print reports

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Even though your report contains all the information you want, it might not express your personal brand. Before you print and share your report, change the look and add a logo.

Tip: When making design or format changes to reports, start in Layout view. To get there from the Home tab, select View > Layout View.

  • To resize a field, select it and then drag the edges.

    Yearly Sales Report Product screen snippet

  • To move a field, select that field and then drag it to the new location. To move multiple fields, hold down Ctrl while selecting the fields you want to move and then drag to the new location.

  • To add a visual theme to all reports and forms in your database, on the Design tab, select Themes. Pause over a theme to see how it will look. To change all the colors and fonts, select a theme.

  • To change the font style for a field, select the field you want to change. Then, on the Format tab, select a font, font size, font color, and alignment.

  • To add a background image to a report, on the Format tab, select Background Image > Browse. Then, go to the folder that contains the image, select the image, and select Open.

Note: Access doesn’t save design changes automatically, so be sure to save your work. On the Quick Access Toolbar, select Save .

Highlight data with a conditional formatting rule
  1. Select the fields that contain data you want to highlight.
    To select multiple items, hold down Ctrl and select the fields or controls.

  2. Select Format > Conditional Formatting.

  3. Select New Rule, and select a rule type.

  4. For Edit the rule description, type the range of the field values you want to highlight.

    Screen shot of New Formatting Rule interface

  5. On the formatting toolbar, select the font style and background color you want to use for the highlighted data.

  6. To apply the rule to your report, select OK.

Add a logo
  1. On the Design tab, select Logo.

  2. To add the image to the top of the report, go to the folder that contains the image, select the image, and select Open.

    • To resize the logo, select an image handle and drag until the logo is the size you want.

    • To move the logo, select the logo and drag until the logo is in the place you want.

Preview and print the report
  1. Select File > Print > Print Preview.

    • To page through the report, select the Page arrows.

    • To see a larger or smaller preview, select the Zoom buttons.

  2. To change the margins, select Margins and select a margin size.

  3. When you’re satisfied with the look of the report, select Print and then specify printing options. If necessary, change the printer and select the number of copies to print.

  4. To print the report, select OK.

Want more?

Introduction to reports in Access

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Suppose you’ve created a basic database report.

It shows your information pretty much the way it needs to.

But you’d like to refine it a bit and then print it out to share with others.

To start with some basic changes, select the arrow under View, and then select Layout View.

You can make design or format changes in both Design View and Layout View, but you'll probably find that resizing controls is easier in Layout View because you can see the data.

To resize a control, select it and then drag the edges until it’s the size you want.

Notice that when you change one label for a control, the other labels change with it.

To move a control and its labels, select them and drag them to the new location.

To open the context menu and see more report formatting choices, select a control and press Shift+F10 or right-click the control.

Use this menu to change the layout, change the grouping or sort order, open the property sheet, and more.

To see more report options, select Properties.

The Property Sheet lists many options you can adjust in your report.

You can also change the alignment of text in a control.

Because Access does not save design changes automatically, on the Quick Access Toolbar, select Save.

A great way to highlight information in a report is with a conditional formatting rule.

Let’s say you want to highlight orders shipped from January through March 2015.

With your report in Layout view, select the controls you want to highlight.

To select multiple items, hold down the Ctrl key and select the controls.

Select Format and then select Conditional Formatting.

In the dialog box, select New Rule.

We’ll keep the rule type as Check values in the current record or use an expression.

The other type of rule compares values with each other by using data bars.

We type the range of the values we want to highlight.

Below that, we specify the format for the values.

Let’s make them bold text with a background color.

This shows what the conditionally formatted values will look like. Select OK.

Access applies the rule to your report.

To make your report all the more attractive and readable, customize the color and fonts.

With your report in Layout view, select Design, and then select the arrow under Themes.

Point to a theme to see how it would look in your report.

When you find a theme that works for you, select it. Access applies it to your report.

If you just want to change colors, select Colors and then select the scheme you want.

If you just want to change the font, select Fonts and then make your selection.

For even more professional flair, add your organization’s logo or other image as a header to your report.

With your report in Layout view, select Design, and then select Logo.

Navigate to the image file, and select OK.

Access adds the logo to the header of your report.

If necessary, resize the logo to the dimensions you want.

Move the logo to where you want it in the header.

You might also consider adding to your report a background image, for example, a watermark of your logo or a photo of your signature product.

If you created your report with the Report Wizard or Report tool, today’s date and the page number appear in the header or footer.

But if you created your report with the Report Design or Blank Report tool, no header or footer is defined.

To add or change page numbers, select Design and then select Page Numbers.

Specify the format, position, and alignment of the page number.

To add, change, or remove the date in the header or footer, select Date and Time.

Specify whether you want to include the date or time, and if so, pick the format.

When getting ready to print your report, first make sure it looks right.

Select File, Print, and then Print Preview.

Adjust the report as necessary by using commands on the Print Preview tab.

Zoom in or out to get a better look at the report, or change the margins or page orientation.

When you’re satisfied with the look of the report, on the Print Preview tab, select Print.

Specify any options in the Print dialog box, like which printer to use and the number of copies. Select OK.

Access prints the report showing your refinements.

You now have a clear and professional-looking report that will be easy for others to understand.

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