What is a microsoft access report

what is a microsoft access report

Create a simple report

Reports offer a way to view, format, and summarize the information in your Microsoft Access database. For example, you can create a simple report of phone numbers for all your contacts, or a summary report on the total sales across different regions and time periods. From this article, you’ll get an overview of reports in Access. Reports offer a way to view, format, and summarize the information in your Microsoft Access database. For example, you can create a simple report of phone numbers for all your contacts. 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.

Microsoft Access offers the functionality of a database and the programming capabilities to create easy to navigate screens forms. It helps you analyze large amounts of information, and manage data efficiently. The database file is saved to your hard drive or other storage devices. Datatypes: Datatypes are the properties of each field. Every field has one datatype like text, number, date, etc. A Table is usually related how to reset a rca remote to the tv other tables in the database file.

Each column must have Unique name How to make country ribs in the oven can also define Primary Key in a table. Query Queries answer a question by selecting and sorting and filtering data based on search criteria. Queries show a selection of data based on criteria limitations you provide.

Queries can pull from one or more related Tables and other Queries. Form A form is a database object that you can use to create a user interface for a what is a microsoft access report application. Forms help you to display live data from the table. It mainly used to ease the process of data entry or editing.

Report A report is an object in desktop databases primarily used for formatting, calculating, printing, and summarizing selected data. You can even customize the report's look and feel. Macros Macros are mini computer programming constructs. They allow you to set up commands and processes in your forms, like, searching, moving to another record, or running a formula. Up to characters. Long Text This data type is used for lengthy text or alphanumeric data.

Maximum 63, characters. Number Numeric data type used for storing mathematical calculations. Currency It allows you to store currency values and numeric data with one to four decimal places. Auto Number Assign a unique number or assigned by Microsoft Access when any new record is created. Usually used as the primary key Four bytes 16 bytes if it is set as a Replication ID. Multiple files can be attached per record. Up to 2 GB Data can be stored. Up to 2 GB data can be stored. Hyperlink Text or combinations of text and numbers stored.

That text is used as hyperlink address. Each part of a Hyperlink data type allows you to store a maximum characters. Calculated Helps you to create an expression that uses data from one or more fields. You can create an expression which uses data from one or more fields.

Here, are some important difference points between both of them- Access Excel Deals with text, numbers, files and all kinds of data Microsoft Excel generally deals with numerical data All the data is stored one time, in one place. Lots how to make maple cream cheese frosting worksheets or documents are a store with similar, repeated data.

Helps you to build highly functional data entry forms and report templates. Only the primary data entry screen is available. Users will be able to enter the data more efficiently and accurately. Data accuracy and speed is not much because of the format. Easy to import data from multiple sources into Access You can easily customize Access according to personal and company needs Microsoft Access online works well with many of the development languages that work on Windows OS It is robust and flexible, and it can perform any challenging office or industrial database tasks.

MS-Access allows you to link to data in its existing location and use it for viewing, updating, querying, and reporting. Allows you to create tables, queries, forms, and reports, and connect with the help of Macros Macros in Access is a simple programming construct with which you can use to add functionality to your database.

Microsoft Access online can perform heterogeneous joins between various data sets stored across different platforms Disadvantages of MS Access Here, are the cons for using MS Access Microsoft Access database is useful for small-to-medium business sectors.

However, it is not useful for large-sized organizations Lacks robustness compared to dbms systems like MS SQL Server or Oracle All the information from your database is saved into one file. This can slow down reports, queries, and forms Technical limit is concurrent users. However, the real-world limit is only 10 to 80 depending on the type of application which you are using It requires a lot more learning and training compares with other Microsoft programs How to Start Microsoft Access Note: We assume you have the latest Microsoft Access installed which comes bundled with Microsoft Office package.

There are two ways to Start MS Access. From Windows, 'Start' button. Step 1 Click on the 'Windows' icon. You will find the list of installed programs. Step 2 Check and click on Access Icon. Technically, Database store the data in a well-organized manner for easy access and retrieval. MS Access provides many ready to use templates for such types of databases requirements where the data structure is already defined.

You can keep customizing the template structure further as per our requirement. Result : The below window will appear. All the Database templates are displayed below. Step 2 We can select any template by clicking on it. Click on Contact Template for further reverence. Step 3 File name box will appear with the what is a microsoft access report file name. Step 4 Enter the new Name. Step 5 Click on 'Create.

Step 6 Optionally, you can click on any of the objects from left navigation pane and open that object for further references and work. For, E. Step 4 Enter the new name. How to Create Table The first step in this Microsoft Access tutorial to store data in the database is creating a Table where data will reside.

Post creation of the table, we can keep inserting the rows in the table. Then from Tables group, click Table. Step 2 System will display the default table created with 'Table1' name. Step 5 Column will be added with the default name as 'Field1.

Result: Name, Caption, and Description now exist. Step 2 Table Dialog box appears. And Click on the View you need to display. There are two ways to add data. One is Datasheet view and other from Form. We will learn to add data from Datasheet view in this section. There is no need to save the data manually. Once you click other rows, Access automatically saves the data.

The only thing you need to take care while adding what is a microsoft access report is, you should enter the correct data type, i. Let's add some data in your table by opening the Access database you have created how long by ferry from dover to calais. Step 1 Select the 'Course' table Steps 2 Select the Datasheet view option in the ribbon and add some data by entering the values in It.

What is a microsoft access report Data will be Autosaved. Step 3 Select the row by clicking on the leftmost column and Right Click on the row. The options menu will appear with the 'Delete Record' Option Step 4 Popup Window will appear to confirm the deletion of the record.

Click 'OK' Result: Summarizing views: Datasheet View: Displays in the view, which allows you to enter raw data into your database table. Design view: Displays the view, which allows you to enter fields, data types, and descriptions into your database table. Forms in MS Access A form is a database object that you can use to create a user interface for a database application.

Data in a form can be selected from one or more tables. Forms can also be used to control access to data, like which fields or rows of data are visible to which users. Forms have a Form View. Help you to display live data with easy creation of new data. Step 2 Create two rows by entering some relevant data in two rows.

How to Create a form There are four primary ways to create the form as mentioned below: Form Wizard Form Multiple Item Split Form Let's have a look at each option to create the form, one by one: 1. Create using Form Wizard This option allows the user to create the form with the wizard and select the column from the available list of column form in legacy Select window format.

Step 1 Click on 'Form Wizard. Step 3 Select the columns which you want to be there in final form. Create using Form It is the simplest way to create the form which will: By default, populate all the column from the selected table in 'form view,' The user can delete non-required column manually Step 1 Select the table for which we want to create the form and click on 'Form.

Step 3 Right-click on any cell what are arpeggios on guitar we don't want to be part of final forms and click on 'Delete. Click 'OK'. Create form by 'Multiple Item. Step 1 From the 'Create' tab.

What do you want to do?

The Report Wizard is a feature in Access that guides you through a series of questions and then generates a report based on your answers. What do you want to do? Choose a record source. Access adds control layouts automatically when you use the Report Wizard to build a report, or when you create a report by clicking Report in the Reports group of the Create tab. A control layout is like a table, each cell of which can contain a label, a text box, or any other type of control. Report is a database object in Microsoft Access. It is used to pull data from table (s) or query (queries) to create a report. Moreover, you can use it to analyze or print data in specific layout. For example, you create a report with name and address data formatted to print mailing labels.

A chart is a graphic that displays numeric data in a compact, visual layout and that reveals essential data relationships. You can bind the chart to a table or query and customize the chart with a variety of properties. You can even make the chart interactive. For example, if you select a different category field on a form or report filter, you see different chart values.

In Access, you can create column, line, bar, pie, and combo charts. Note Having a problem displaying your chart? Combo chart: a clustered column chart of yearly home sales and line chart of monthly average price. What do you want to do? Create a chart — Beginning steps — Data settings — Format settings — Important considerations Link a chart to the data on a form or report.

Choose the best chart type for your needs — Column with step-by-step video — Line with step-by-step video — Bar with step-by-step video — Pie with step-by-step video — Combo with step-by-step video Best Practices for creating Access charts. The essential steps to creating a chart in Access are:. Mapping the fields to the chart dimensions, which are the main elements of a chart. Adding additional chart elements such as data labels and trendlines to enhance and clarify the chart.

Formatting the chart and its various elements. You can also format individual data series, which are a set of values in a column, bar, line, or pie slice that correspond to the chart legend.

Top of Page. Create or open a form or report in Design view. To open, right click the form or report name in the navigation bar, and then select Form Design or Report Design.

For more information, see Choose the best chart type for your needs. The Chart Settings pane opens and a sample diagram is displayed in the Form Design grid. Use control handles to resize a chart or reposition the chart by dragging it. Select the Data tab of the Chart Settings pane. Select Tables , Queries , or Both , and then select a data source from the drop-down list.

Pass-through queries are supported. By default, the sample diagram is replaced with a live chart that uses the first two fields in the data source as the Axis Category and Values Y axis dimensions.

Often the first column in a table is a primary key, and you may not want to use that as a dimension in a chart. The chart property, Preview Live Data , controls whether you see live data. Tip if your data source has many fields, you may find it easier to create a query that limits the fields to just the ones you want so you can simplify the field selections. Do the following:. Axis Category Under this section, select one or more fields.

This chart dimension shows horizontal values in an XY chart layout in a clustered column and line chart, and vertical values in a clustered bar chart.

The default aggregation of a date field is Months. To change it, click the down arrow and select from the list, including None to remove the aggregation. When you select more than one Axis Category field, it creates a hierarchy of tick marks along the dimension line such as States within a Division. Legend Series Under this section, select a field. This chart dimension pivots field values into column headings. For example, values in a State field are transposed as column headings and each becomes a separate data series.

Values Y axis Under this section, select one or more fields. This chart dimension shows vertical values in an XY chart layout in a clustered column and line chart, and horizontal values in a clustered bar chart. Each field you select corresponds to a data series. The Values Y axis fields become the legend by default. By default, each selected field is aggregated. For numeric and currency fields, the default aggregation is Sum. For all other fields, the default aggregation is Count. To change the aggregation, click the down-arrow, and select from the list, including None to remove the aggregation.

Note Text fields must use the Count aggregation. All selected Values Y axis fields must either be aggregated or nonaggregated.

Notes Different field combinations are possible, but consider the following:. At a minimum, select at least one Axis Category and one Values Y axis field. You can only select one Legend Series field, but you can select more than one field from the Values Y axis or Axis Category sections.

If you select a Legend Series field, select only one Values Y axis field and it must be aggregated. Select the Format tab of the Chart Settings pane.

Display Name The name of the Data Series in the chart legend. Chart Type This property only displays for a Combo chart. Use this property to add different chart types to the Combo Chart, one for each data series.

The default Combo Chart combination is Clustered Column for the first data series and Line for the second data series. You can set a different chart type for each data series. If the chart has only a single data series, it is Clustered Column.

Note Avoid confusing this property with the Chart Type property in the chart property sheet. Line Weight Select a line weight in increments of.

This property only displays for a Line chart. Plot Series On Select a primary or secondary axis to plot a data series. Use this option when chart data series vary widely or are different measures such as price and volume. A Combo chart of clustered column and line that also has axis titles often works best.

Missing Data Policy Select one of the following: Plot As Zero to represent missing data as 0, Do Not Plot to ignore missing data, and Plot as Interpolated to calculate new data that fills in missing data.

Series Fill Color Select a color to fill the data series, such as a column or bar. Series Border Color Select a color to add an outline to the data series, such as a column or bar. Display Data Label Select this option to display a data label that clarifies the data series.

Display Trendlines Select this option to display a trendline, which is a way to show data tendencies. Trendline Options Select one of the following trendlines:. Linear This is a best-fit, straight line for data sets that increase or decrease at a steady rate.

Exponential This is a curved line of positive numbers rising or falling at constantly increasing rates. Logarithmic This is a best-fit, curved line of rate-of-change data that quickly increases or decreases, and then levels out. Polynomial This is best used when your data fluctuates, such as gains and losses over a large data set.

Power This is a curved line of positive numbers that increase at a specific rate, such as acceleration at 1-second intervals. Moving Average This is a way to even out fluctuations in data and show a pattern or trend more clearly. Trendline name Enter a name that is more meaningful and that displays on the chart legend. Marker Shape Select a shape as a line marker. Aggregation Although the data source often begins as a set of nonaggregated data, as you create a chart, by default Access creates aggregate calculations, such as Sum , Count , and Average , on fields to help simplify the number of data series.

However, you can remove the default aggregate calculations by selecting None in the drop-down list. To see the statement, right-click the property and select Zoom. The following is a summary of the three main possibilities:. For example:. For more information, about data aggregation, see Make summary data easier to read by using a crosstab query. Press F1 on each property to get help on that property. When you modify a property in the Property sheet, the corresponding value changes in the Chart Settings pane and vice versa.

There are many Format properties unique to charts. Adding a secondary vertical axis When you create a chart, there is usually a primary vertical axis, but you can add a secondary vertical axis when data varies widely or to plot different measures, such as price and volume.

The scale of the secondary vertical axis shows the values for its associated data series. Adding a trend line For numeric data, you may want to add a trend line to show data tendencies. Modify the chart To modify a chart, open the form or report in Design or Layout view, and then select the chart which opens the Chart Settings pane. To switch to a different chart type, select a different chart from the Chart Type property drop-down list.

You can also change any single chart to a Combo chart by changing the Chart Type property on the property sheet and not the Format tab of the Chart Settings pane. Refresh source data To refresh chart data, switch to form or report view, select the chart, and then select Refresh All or press F5. Classic chart Avoid confusing the new chart , which is based on modern technology, with the classic chart , which is an ActiveX Control.

However, you can still use the classic chart and even add it to a form or report that has the new chart. To make a chart interact with the data on a form or report, bind the chart to the same data source as the form or report.

Create a form or report bound to a data source. For more information, see Create a form in Access or Create a simple report.

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