Explain reports in MS access in detail.
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Answers
- Reports offer a way to view, format, and summarize the information in your Microsoft Access database.
- A report consists of information that is pulled from tables or queries, as well as information that is stored with the report design, such as labels, headings, and graphics.
Answer:
A report consists of information that is pulled from tables or queries, as well as information that is stored with the report design, such as labels, headings, and graphics.
The tables or queries that provide the underlying data are also known as the report's record source.
If the fields that you want to include all exist in a single table, use that table as the record source.
If the fields are contained in more than one table, you need to use one or more queries as the record source.
We will now take a simple example to understand the process of creating a very simple report. For this, we need to go to the Create tab.
Report
Before clicking on the Report button to create a basic report, make sure the proper query is selected. In this case, qryCurrentProjects is selected in your navigation pane. Now click on the Report button, which will generate a report based on that query.
Project Selected
You will see that the report is open in Layout view. This provides a quick way to adjust the size or width of any of your fields that you see on the report. Let us now adjust the column widths to make everything fit in a better way.
Adjust Columns
Scroll down and adjust the page control at the bottom.
Adjust Page Control
This was a very quick way to create a very simple report. You could also make minor changes and adjustments from the report design view.
Quick Way
Just like forms, a report is made up of a variety of different sections.
You have the detail section, which is where all of your data lives for the most part.
You also will see a page header and a page footer section; these appear at the top and at the bottom of every single page in your report.
Let us now change the Title of the report and give it another name.
Change Title
Click on the save icon to save your report.
Report Name
You will get the above dialog box.
Enter a name for your report and click Ok. If you want to view what this report will actually look like, in Print Preview, you can go back to the View button and click on Print Preview to see what this report would look like when printed either on paper or as a PDF.
Actual Look
Using the tools on the lower right-hand corner, you can zoom in or zoom out. You also have some buttons on the Print Preview tab that appear automatically when you switch to Print Preview. In the zoom section, you've got a view for one page, two pages; or if you have a longer report, you can view four pages at once, eight pages or twelve pages. You can also adjust simple things such as the size of the paper that you are using to print, the margins for your report, the orientation, the number of columns, page set up, etc. And that is how you can create a very quick simple report using the Report button on the Create tab.