Using Reports in MS Access

 These screenshots and steps are from MS Office 2003. Other versions should be similar.

As part of the project deliverables, you are to submit copies of your tables and any queries or charts you used. An easy way to include these is by using the Reports feature of MS Access to export directly to MS Word. This will allow you easily to include all this information in your final report.

Creating and Exporting Reports

  1. Launch MS Access and open your database.

  2. Under Objects select Reports and double-click Create report by using Wizard.

  3. In the Tables/Queries pulldown select your first table.

  4. Select all the relevant fields and then click Next.

  5. Select any groupings you want. For example, adding a grouping level on "Make" will group all vehicles by Ford together, all vehicles by Mazda together and all by Mercury together. Then click Next.

  6. Then select the order in which you want non-grouped fields to be sorted (you do not need to follow my sorting/grouping examples). Then click Next.

  7. Then choose a layout style. Default is fine or you can pick your favorite. Then click Next.

  8. Again, choose your favorite style and then click Next.

  9. Name your report and click Finish to save it.

  10. You will then see your report, which should look something like this. Notice how it is grouped by automobile make? You can go back and make changes to the report until you like how it looks.

  11. From the toolbar you can export this report to Word. Click on the Arrow next to the Word icon and then select Publish it with Microsoft Word from the menu.

  12. Access will then output the report to Word. You can copy and paste this into an Appendix in your report.

  13. You should make similar reports for your department table and all your queries. These can be done in the exact same steps, just make sure you choose the appropriate table/query when prompted on the first screen.
If you have any questions please email me: jflynn@ucsc.edu or stop by my office hours.