Create a Report in Microsoft Access 2016 – Part 1

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N O V E M BB EEY RN A 3 D 0 T ,
2 02 10 71 7 Create a Report in Microsoft
Access 2016 Part 1
Access has quite a few processes for generating
reports. Any user can create a report quickly in
Access, whether theyre a beginner or an
expert. With MS Access 2016, you can create a
report from a table or query with the click of a
button. You may also make use of the Report
Wizard to guide you through the method.
Similarly, more experienced users can begin with
a blank report and build it exactly as they
want. Create a Report based on a ms access
query We will make a report in view of the access
query we created earlier Womens Tops. This
query will require user input which would tell
the query the colour they would like to find from
the Womens Tops list. However, the ms access
query does not show the cloth colour in the
output, so we will need to show this parameter on
the report as well. If not, the reader would not
know the colour of the garment. 1. Create the
Report Make sure the Womens Tops query is
selected in the left navigation pane, then click
the Report button in the Ribbon.
2. The Parameter Access instantly tries to
create a report based on the selected query. But
since its a parameter ms access query, you need
to enter a parameter before the report can be
shown.
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In our example, input the cloth colour and click
OK. You may also just click OK to display a blank
report.
3. The Report The report shows the fields in
columns, with the field names as column headers.
It has basic formatting applied, and this can
simply be altered using the different formatting
options. However, there is a single problem with
this report it does not show the colour of the
garment. If a stack of reports were printed or
sent to another person, they would have no idea
which reports belongs to what colour. Save the
report by right-clicking on the reports tab and
clicking Save.
Add the ms access query Parameter to the
Report The issue with the above report is that it
does not show the garment colour. Thus, there is
no hint of which colour the reports belong
to. The reason being is that when we created the
ms access query , we decide not to display the
garment colour in the results. If we did, the
garment colour would be repeated for every
garment. So, if there were 10 garments, the
colour would be repeated 10 times. Now thats OK
with the query. The user who runs the query will
know what colour they entered. But that is not
the case with reports. The report could be one of
several reports sitting on somebodys desk (or in
their email inbox). Theyre most likely not going
to distinguish what colour each report belongs to
without the garment colour being indicated
somewhere on the report. To address this issue,
we should work out how to add the ms access query
parameter to the report. 1. Shift to Design
View by clicking on the Design View icon in the
bottom right corner of the screen.
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2. Close the left navigation pane by clicking
the icon, also known as Shutter Bar Open/Close
Button, to allow more room for the report.
3. Increase the height of the report header by
clicking on the bottom edge of the report header
and dragging it down to make it a little higher.
4. From the Design tab of the Ribbon, click Text
Box from the Controls group.
5. After clicking the text box icon, position
the cursor where you want to place the text box
on the report and click on it. You should see one
like the image below.

1. You can always alter the width or height of any
   element. Do this by clicking and dragging, or by
   opening the Properties Sheet and entering a
   specific width/height.
2. Add the parameter to the text box by entering the
   followingReports!Womens Tops! What
   colour?Alternatively, the parameter can also be
   added into Control Source on the Properties
   Sheet.
3. Change the label to read Colour.

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9. Run the report by clicking the Report View
icon in the bottom right corner of the screen.

1. You will be asked to type in a colour as required
   by the query. Input a specific colour and click
   OK to display the report.
2. The report is now shown, and it has the colour
   name in the header.

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