How to: Create a report using Report Wizard with one table or query.
Solution:
Click the 'Reports' tab in the Database window and click 'New'. Select 'Report Wizard' from the list box.
NOTE: If the Database window is not active, activate the Database window.
1) Click the 'Reports' tab in the Database window.
Reports tab
2) Click 'New'. (The New Report dialog box appears.)
3) Select 'Report Wizard' from the list box.
4) Select the table or query that contains the data to base the report from the 'Choose the table or query where the object's data comes from' drop-down list box.
NOTE 1: Use the scroll bar for more selections, if necessary.
NOTE 2: Microsoft Access uses this table or query as the default record source for the report. However, the record source in the wizard can be changed, and the fields can be selected from other tables and queries.
The New Report dialog box
5) Click 'OK'. (The Report Wizard dialog box appears.)
6) (Optional) Change the desired table or query from the 'Tables/Queries' drop-down list box if the choice previously made on the first Wizard dialog box was incorrect.
NOTE: Use the scroll bar for more selections, if necessary.
7) Select the desired field from the 'Available Field' list box. (The field name is highlighted.)
8) Click '>'. (The selected field moves from the Available Fields list box to the Selected Fields list box.)
Click 'Table/Queries' from the Report Wizard.
NOTE 1: Only one field can be moved at a time using the '>' button.
NOTE 2: The field can only appear on either the 'Available Fields' text box or the 'Selected Fields' text box.
9) Repeat steps 7) and 8) to move as many fields desired.
NOTE: Click '<' to move back a field from the 'Selected Fields' list box.
10) (Optional) Click '>' to move all the fields from the 'Available Fields' list box to the 'Selected Fields' list box.
NOTE: Click '<' to move back all the fields from the 'Selected Fields' list box.
11) Click 'Next'.
12) Select the fields in which to add in grouping levels:
a) Single-click on the group-level field. (The field highlights.)
b) Click '>'. (The field moves to the right in a page-like report preview.)
13) (Optional) Set the priority of the grouped level:
a) Click 'Priority' pointing up to move the group up.
b) Click 'Priority' pointing down to move the group down.
NOTE: Depending on the order in which the group(s) where formed in step 12) sets the original priority. If the bottom group will not move up in priority, move the fields back using the '<' button and start again with step 12; only, this time selecting and moving the top priority first.
14) (Optional) Set the grouping options:
a) Click 'Grouping Options'. (The Grouping Intervals dialog box appears.)
b) To change 'Group-level fields' listed:
1] Select the 'Grouping intervals' drop-down list box.
2] For text group-level fields, select '1st Letter', '2 Initial Letters', '3 Initial Letters', and so on.
3] For numerical group-level fields, select '10s', '50s', '100s', and so on.
4] Click 'OK'.
Grouped Interval dialog box
15) Click 'Next'.
16) Select the order in which the fields are to be sorted:
a) Select the desired field from the '1' drop-down list box.
b) Click the 'A-Z' toggle button to the right of the drop-down list box to change the sort order from A-Z (ascending) to Z-A (descending) or back again.
c) (Optional) Repeat steps 16)a)-16)b) for '2'-'4' drop-down list boxes.
NOTE: Up to four fields ONLY can be sorted within a record.
Report Wizard dialog box for sorting order
17) Click 'Next'.
18) Select the desired radio button for the report layout. (A preview of the report appears to the left of the radio buttons.)
Select the report layout.
19) Click 'Next'.
20) Select the style of the printed reports.
Report Wizard dialog box for the report style
21) Click 'Next'.
22) Type a title for the report in the 'What title do you want for your report?' box.
NOTE: If a title is not typed, the name of the table or query used to create the report will default to the title of the report.
23) Select the 'Preview the report' radio button to view the report or type data.
NOTE: To modify the report's design, select the 'Modify the report's design.' radio button.
Report Wizard dialog box - final
24) Click 'Finish'. (The new report appears.)
NOTE 1: The new report is saved in the 'Reports' tab of the Database window.
NOTE 2: If the resulting report is not correct, it can be changed in the Design view.