Microsoft Access is an office program of Windows, specially designed to manage databases. In it, you can work the information records in boards, queries, forms and reports. This time we are going to talk to you about Access reports, what they are, what they are for and how to get the most out of them. If you want to know more, keep reading.
The reports represent an efficient alternative to visualize, order, distribute and summarize the information stored in the database. The tool lends itself to multiple purposes, such as creating a total sales report, customer contacts by region, among many other options.
Therefore, we want to share all the information related to what is a report and what is it for within a Microsoft Access database. In addition to that, we will explain everything you must do to get the most out of them.
What is a report and what is it for in a Microsoft Access database?
At the time of need group or sort the records in a database, you should create a report with which to get a better perspective. To get the most out of the function, you need to know thoroughly what is a report and what is it for in Microsoft Access.
The report is an object whose purpose is to present an ordered summary of the information contained in a database. The report must be linked to a data source, which can be a query or a table. However, it is possible to create reports that are not linked. The structure of the report is divided into sections. Sections can be modified from the view “Design”. To understand the basic notions of a report, it is necessary to highlight the usefulness of each section.
Here is a summary of the elements that make up a report:
- Report header: The header section is used to display the presentation, in the style of a cover. For example, you can add the logo, report title, date and time.
- Page Header: The section appears on every page. Used to repeat the title of the report.
- Group header: The function of this section is to be able to print the name of the group.
- Details: Details represent the main body of the report. There you must place the “Controls” tools.
- Group footer: Used to print an informational summary of a group. Depending on the case, there may be several “footnotes” in the report.
- Footer: It is a section dedicated to printing information corresponding to each page or page numbers.
- Report footer: The section is used to print informative or total summaries of the report.
Types of forms in Access What are they and how is each different?
In simple terms, reports are summaries of information stored in the database records. However, it is necessary to emphasize that there are various report types in Access. The platform provides numerous customization options for creating various report templates.
Next, we explain what the types are and how they differ:
- In columns: It is a report model that shows you lines of data contained in the records. This is a custom format, since each line of data is structured in the field of a data table.
- Tabular: They are also known as table reports. This model prints the data from a single record. The fields are distributed in rows and columns. It is widely recommended for standard reports, totalization, or statistical and numerical information.
- Tags: They are also known as correspondence reports, since they print the data of a record in a mailing label design. Its general function is to print the addresses of entities or individuals for sending correspondence.
- Self-report: This is a report automatically generated by the Microsoft Access application. Its appearance and layout is similar to the column report.
What are the benefits of using reports in a database? Reasons to do it
Make use of the Reports in a database offers many advantages.
Among the main benefits of using this Microsoft Access function can be highlighted:
- Distribute and visualize data summaries efficiently: Access reports are a good way to organize and group the information in the records in a database.
- You can record snapshots of the data: Either through printing, or through the PDF to XPS conversion process. Similarly, you can export the file to other formats.
- Provide details about the logs: Since the report fulfills the function of showing a summary of data, you can focus on its structure to give more detail about a specific record.
- Possibility of creating labels: The labels are a report model with a small format, which fulfills the function of printing data to be sent. Therefore it has multiple purposes.
How many reports can be created in an Access database?
The reports are composed of information that comes from data tables or inquiries. Similarly, the body of the report can be made up of labels, titles, and graphics. The reporting tool allows you create a large variety in an Access database.
There is no set limit. Reports can be simple or complex. As long as they are linked to a record source. The Report Wizard is the fastest method of creating a report. The wizard dialog will guide you through the entire process. In the same way, you can go to the tab “Create” and press the buttons “Report”, “Report design” or “Blank report”.