Microsoft Access Database: Creating Group and Summary Reports the Quick Way

Building Microsoft Access database reports is a breeze especially with the later versions (2007 and 2010) now that you have a one-click icon option to generate reports from selected tables or queries as well as still maintaining the more conventional method of the wizard tool too.

However, when creating standard detailed list reports (also known as tabular reports in Microsoft Access) based on typically related tables via a query, these reports can be lengthy in terms of the number of pages they deliver.

There are great for direct exporting into the likes of Excel for further analysis but to make a report easier to read and publish why not instead consider summarising data into groups and totals?

Microsoft Access – Create a group by Report the Quick Way

The quickest and easiest way now in Microsoft Access to build a report is to first select the data source which is normally a query (based on related tables) or a direct table and then goto the Create tab and choose the Report icon.

You are then taken into the Layout View and it is here your tidy up various components which may include removing unwanted fields, resizing controls and formating other elements – don’t forget to keep saving as your progress!

The next step is to introduce the Group, Sort and Totals pane view by simple selecting the field which you want to group by right mouse clicking on the item and you will see from the pop-up menu; Group On [field name] and a pane will appear at the bottom of the design view.

Microsoft Access 2007 - Report Grouping pane

Make your changes by choosing the sorting, header and footer sections including any totals and repeat if more than one group by field is required.

Microsoft Access – Building a Group Summary Report using the wizard tool

The more conventional way to build a summary report is via the wizard tool which I’m not going to step you through each screen in this post.

It is designed for users who are not familiar or comfortable with Microsoft Access Report design views where it can be a little over whelming at first.

Insetad, follow the screen prompts and you can always visit the deisgn canvas to modify further. This type of method will be better served when basing your report on a query which in turn is based on one or more related tables.

If you would like to know more about how to build Microsoft Access Reports as discussed plus other useful hints and tips with reports, then my eBook on How to Build Access Database Reports would be a good start.

All my eBooks come with a 100% satisfied or your money back guarantee and are very reasonably priced too.

This entry was posted in Database Theory, MS Access, Reports and tagged , , , . Bookmark the permalink.

One Response to Microsoft Access Database: Creating Group and Summary Reports the Quick Way

  1. Ben Beitler says:

    One additional point to remember! When grouping by a field, the sorting will default to ascending order on that field and will need to be modified in the deisgn view mode if this required. This is automatically set via the wizard tool as well.

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