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Microsoft Access Tables

Tables are the foundation of an Access database. Access stores data in tables. This lesson teaches
you how to create a table, add fields to a table, assign data types to fields, and set field
properties.

Understanding Tables
A table is a set of columns and rows. Each column is called a field. Within a table, each field
must be given a name and no two fields can have the same name. Each value in a field represents
a single category of data. For example, a table might have three fields: Last Name, First Name,
and Phone Number. The table consists of three columns: one for last name, one for first name,
and one for phone number. In every row of the table, the Last Name field contains the last name,
the First Name field contains the first name, and the Phone Number field contains the phone
number. Each row in a table is called a record.

All of the data in a table should refer to the same subject. For example, all of the data in the
Employees table should refer to employees, all of the data in the Students table should refer to
students, and all of the data in the Courses table should refer to courses.
You can view an Access database as a collection of related tables. For example, in a database that
contains tables for Employees, Students, and Courses, the Employees table lists the employees,
the Students table lists students, and the Courses table lists the courses students can take.
After Access creates a blank database, it opens in Datasheet view and makes available the tools
you need to create a table. Datasheet view displays a table as a set of columns and rows. When
you view a blank database for the first time in Datasheet view, you see a column named ID. This
column is by default the primary key field.
A primary key is a field or combination of fields that uniquely identify each record in a table. No
two records in a table should have the same values in every field. For example, the following
should not occur in a table.

Last Name

First Name

City

Smith

John

Jonestown

Smith

John

Jonestown

In the real world, it is possible to have two people from the same city with the same first and last
name. In cases like this, you can use the ID field as the primary key field and use it to make each
record unique. The ID field has a data type of AutoNumber; as a result, Access automatically
creates a unique number for each record in the database. The resulting table will look like the one
shown here.
ID

Last Name

First Name

City

Smith

John

Jonestown

Smith

John

Jonestown

Access provides several methods for creating a table. One method is to use the Rename option
with the Add New Field column label to give each column the field name you want it to have and
then to type or paste your data into the table. Field names can include letters, numbers, and
spaces and can be up to 64 characters long. When choosing a field name, try to keep it short.
When you save your table for the first time, Access gives you the opportunity to name your table.
Each table name must be unique; hence, two tables in the same database cannot have the same
name. The table name should describe the data in the table; can consist of letters, numbers, and
spaces; and can be up to 64 characters long. When choosing a table name, try to keep it short.
You can save a table by clicking the Save button on the Quick Access toolbar or by right-clicking
the Tables tab and then choosing Save from the menu that appears.
To add fields to a table:

1. Click the Add New Field column label.


2. Activate the Datasheet tab.
3. Click Rename in the Fields & Columns group.
4. Type the field name.

5. Press Enter. Access creates the field.


6. Type the next field name. Access creates the field. Continue until you have created all of
the fields in your table.
7. Press Enter without entering a field name to end your entries.
Or
1. Right-click the Add New Field column label. A menu appears.
2. Click Rename Column.
3. Type the field name.
4. Press Enter. Access creates the field.
5. Type the next field name. Access creates the field. Continue until you have created all of
the fields in your table.

Name and Save a Table


After you create a table, you must name and save it.
To name and save a table:

1. Click the Save button on the Quick Access toolbar. The Save As dialog box appears.
2. Type the name you want to give your table.
3. Click OK. Access names your table.

Modify a Table
After you create a table, you may need to modify it. You can delete columns, insert columns, or
move columns.
Delete Columns

The Delete option permanently deletes columns and all the data contained in them. You cannot
undo a column delete.
To delete columns:

1. Click and drag to select the columns you want to delete.


2. Activate the Datasheet tab.
3. Click Delete in the Fields & Columns group. A prompt appears.
4. Click Yes. Access deletes the columns you selected.
Insert Columns
The Insert option inserts a column before the selected column.
To insert a column:

1. Click the column head of the column before which you want to insert a column.
2. Activate the Datasheet tab.
3. Click Insert in the Fields & Columns group. Access inserts a new column.

To delete a column:
1. Right-click the column head you want to delete. A menu appears.
2. Click Delete Column.
To insert a column:
1. Right-click the column head before which you want to insert a column. A menu appears.
2. Click Insert Column.
Move a Column
You can use the Move option to move a column from one location to another.
To move a column:
1. Move your mouse pointer over the horizontal line under the column label. Your mouse
pointer turns into a four sided arrow.
2. Press your left mouse button
3. Click and drag the field to the new location. A dark line appears at the new location.
4. Release you left mouse button. Access moves the column.

Import a Table into Access from Excel


Excel organizes data into columns and rows. If you have data in Excel that you want to use in
Access, you can import those columns and rows into Access by using the Excel Spreadsheet
Wizard.
To import data from Excel:
Open the Excel Spreadsheet Wizard

1. Activate the External Data tab.


2. Click the Excel button in the Import group. The Get External Data Excel Spreadsheet
Wizard appears.
3. Click the Browse button. The File Open window appears.
4. Locate the spreadsheet you want to import.
5. Click the Open button. The path to the file you selected appears in the File Name field.
6. Click OK. Access moves to the next page.
Choose the sheet or named range you want to import

When importing from Excel, you can import an entire worksheet or a named range. To import a
worksheet, click the Show Worksheets radio button and then click the worksheet you want. To
import a named range, click the Show Named Ranges radio button and then click the named
range you want.

1. Click Show Worksheets to import a worksheet, or click Show Named Ranges to import a
named range.
2. Click the worksheet or named range you want to import.
3. Click Next. Access moves to the next page.
Make the first row your field names

When you create a worksheet in Excel, the first row can contain column headings. If this is the
case, click First Row Contains Column Headings, otherwise click Next.

1. Click First Row Contains Column Headings if the first row of your Excel spreadsheet
contains column headings.
2. Click Next. Access moves to the next page.
Access attempts to assign the correct data type to each column. You can view the assignment
made by Access and then make changes. An Index speeds up Accesss ability to search a column.
You can use the Indexed field to assign an index. The Yes (Duplicates OK) option creates an
index in which duplicate values in the field are allowed; the Yes (No Duplicates) option creates
an index in which duplicate values in the field are not allowed. The primary key should be
indexed and you should use the Yes (No Duplicates) option. You can also skip fields you do not
want to import.

1. Click a column heading to select a column.


a. Type the Access tables column heading in the Field Name field.
b. Choose a Data type.
c. Indicate if the field should be indexed and, if so, select the type of index.
d. Check the Do Not Import Field box for any column you do not want to import.
2. Click Next. Access moves to the next page.
Choose a primary key

You can let Access assign the primary key, choose the primary key yourself, or have no primary
key by selecting the correct option on this page.
1. Click to choose the proper radio button. If you want Access to add the primary key, click
Let Access Add Primary key. If you want to add the primary key, click Choose My Own
Primary Key and then click the down-arrow and select the field you want to use as the
key field. If you do not want to add a primary key, click No Primary Key.
2. Click Next. Access moves to the next page.
Name your table

1. Type the name you want to give your table.


2. Click Finish. Access moves to the next page.
3. Click Close. Access imports the table.

Filter a Table
You can apply a filter to see only the records you want to see. For example, perhaps your
database contains students from the states of DE, NJ, and PA and you only want to see the
students from DE. You can filter your data so only DE students display.
Each time you apply a filter to a column, it replaces any previous filter you applied to that
column. For example, if you apply a filter so you only see students in DE, and later you apply a
filter so you only see students in NJ, Access clears the DE filter and then applies the NJ filter.
You can apply filters to multiple columns in the same table. For example, by applying a filter
first to the State field and then to the Last Name field, you can see all of the students in the state
of DE whose last names are Adams.
To apply a filter:

1. Click the column label for the column you want to filter.
2. Activate the Home tab.
3. Click the Filter button. A menu appears.
4. Uncheck the items you do not want to appear, making sure only the items you want are
checked.
5. Click OK. Access filters your data and displays the word Filtered at the bottom of the
window.

To remove a filter:
1. Activate the Home tab.
2. Click Advanced in the Sort & Filter group. A menu appears.
3. Click Clear All Filters. Access clears all the filters you have applied.

Tip: After you apply a filter, you can use the Toggle Filter button to toggle the
application of the filter on and off.

Apply a Specialized Filter


In addition to simply searching for a specific value, you can apply several specialized filters. For
example, you can find all of the records that do not equal the value you specify or you can find
all of the records that fall between two dates. The following are lists of specialized filters.
Text Filters
Equals

Finds every record in the table where the


fields value equals the value you enter.

Does Not Equal

Finds every record in the table where the


fields value does not equal the value you
enter.

Begins With

Finds every record in the table where the


fields value begins with the value you

enter.
Does Not Begin With

Finds every record in the table where the


fields value does not begin with the
value you enter.

Contains

Finds every record in the table where the


fields value contains the value you enter.

Does Not Contain

Finds every record in the table where the


fields value does not contain the value
you enter.

Ends With

Finds every record in the table where the


fields value ends with the value you
enter.

Does Not End With

Finds every record in the table where the


fields value does not end with the value
you enter.

Number Filters
Equals

Finds every record in the table where the


fields value equals the value you enter.

Does Not Equal

Finds every record in the table where the


fields value does not equal the value you
enter.

Less Than

Finds every record in the table where the


fields value is less than the value you
enter.

Greater Than

Finds every record in the table where the


fields value is greater than the value you
enter.

Between

Finds every record in the table where the


fields value is between the values you
enter.

Date Filters

Equals

Finds every record in the table where the


fields value equals the date you enter.

Does Not Equal

Finds every record in the table where the


fields value does not equal the date you
enter.

Before

Finds every record in the table where the


fields value is before the date you enter.

Greater Than

Finds every record in the table where the


fields value is greater than (comes after)
the date you enter.

Between

Finds every record in the table where the


fields date is between the dates you
enter.

All Dates in a Period

Finds every record in the table where the


fields date is in the period you enter.

To apply a specialized filter:

1. Click the Last Name column label.


2. Activate the Home tab.
3. Click the Filter button. A menu appears.
4. Click the Text Filters option. A menu appears.

5. Click the option you want. A Custom Filter dialog box appears.

6. Enter the appropriate information.


7. Click OK. Access filters your data and displays the word Filtered at the bottom of the
window.

Hide Columns
There may be times when you may not want to display a certain column or set of columns. In
such cases, you can temporarily hide the column or columns from view. Later, if you want to
display them column again, you can unhide them.
To hide columns:

1. Select the columns you want to hide.


2. Activate the Home tab.
3. Click the More button in the Records group. A menu appears.
4. Click Hide Columns. Access hides the columns you selected.

In the figure, the Birth Date, Street Address, City, State, and Zip fields are hidden.
Or
1. Select the columns you want to hide.
2. Right-click. A menu appears.
3. Click Hide Columns.
To unhide columns:
1. Activate the Home tab.
2. Click the More button in the Records group. A menu appears.
3. Click Unhide Columns. The Unique Columns dialog box appears.
4. Select the column you want to display.
5. Click Close. Access displays the columns you chose.
or
1. Right-click any column label. A menu appears.
2. Click Unhide columns.
3. Select the columns you want to display.
4. Click the Close button. Access displays the columns you selected.

Freeze Columns
If your table has a large number of columns, you may want to freeze columns so the frozen
columns stay in view as you scroll across the page. For example, if you have a Students table
and you want the Student Number, First Name, and Last Name to remain onscreen as you scroll

across the table, you can freeze the Student Number, First Name, and Last Name fields. When
you freeze a column, Access moves it to the far left side of your table. If you want it to remain
there, you must save the table.
To freeze columns:

1. Select the columns you want to freeze.


2. Activate the Home tab.
3. Click the More button in the Records group. A menu appears.
4. Click Freeze. Access freezes the columns. As you scroll, the frozen columns remain
stationary.
To unfreeze columns:
1. Activate the Home tab.
2. Click the More button in the Records group. A menu appears.
3. Click Unfreeze. Access unfreezes the columns.

Format a Table
You can use the features in the Font group on the Home tab to apply a variety of formats to your
table.

Format a Table
Button

Function
Apply a font to all of the data
in a table.
Apply a font size to all of the
data in a table.

Bold all of the data in a table.


Italicize all of the data in a
table.
Underline all of the data in a
table.
Left-align a column.
Right-align a column.
Center a column.
Change the font color.
Change the background color.
By default, the background
color is white.
Change the gridlines.
Gridlines separate columns
and rows. This option allows
you to display gridlines for
columns only (vertical),
gridlines for rows only
(horizontal), gridlines for both
columns and rows, or no
gridlines at all.
Change the alternating color.
For example, on a datasheet
you can have every other row
appear in an alternating color.
To bold, italicize, or underline:
1. Place the cursor anywhere within the table.
2. Activate the Home tab.
3. Click the button for the format you want to apply. Access applies the format.
To left-align, right-align, or center:
1. Place the cursor anywhere within the column you want to left-align, right-align, or center.
2. Activate the Home tab.
3. Click the button for the format you want to apply. Access applies the format.
To change the font, font size, or gridlines:

1. Place the cursor anywhere within the table.


2. Activate the Home tab.
3. Click the down-arrow to the right of the option you want to apply. A menu appears.
4. Select the option you want. Access changes the font, font size, or gridlines.
To change the font color, background color, or alternating color:
1. Place the cursor anywhere within the table.
2. Activate the Home tab.
3. Click the down-arrow to the right of the option you want to apply. A menu of colors
appears.
4. Select the color you want. Access changes the font color or the alternating color.

Compute Totals
On the Home tab, you can use the Total button in the Records group to compute the sum,
average, count, minimum, maximum, standard deviation, or variance of a number field; the
count, average, maximum, or minimum of a date field; or the count of a text field.
To compute totals:

1. Open the table or query for which you want to compute totals.
2. Activate the Home tab.
3. Click the Totals button in the Records group. A Total line appears at the bottom of the
table or query.
4. Click on the Total line under the column you want to total. A down-arrow appears on the
left side of the field.

5. Click the down-arrow and then choose the function you want to perform. Access
performs the calculation and displays the results in the proper column on the Totals row.

Find and Replace


If you need to find a sequence of characters, a word, or a phrase in a table or field, you can use
the Find command. In Access, the Find command has three options: You can find all instances in
a table or field that match a sequence of characters, all instances that begin with a sequence of
characters, or all instances that contain a sequence of characters. For example, you can find all
students with the last name Smith, all students whose last name begins with S, or all instances of
08 anywhere in the field.
After you find the word, phrase, or sequence of characters you are searching for, you can replace
it with a new sequence of characters by executing the Replace command.
To do a Find:

1. Place your cursor in the column you want to search.


2. Activate the Home tab.
3. Click the Find button in the Find group. The Find and Replace dialog box appears.

4. Activate the Find tab.


5. Type what you want to find in the Find What field.
6. Choose the name of the table you want to search in the Look In field if you want to
search the entire table or select the field you selected in step 1 if you want to search that

field. If you want to search another field, click in that field and then select it in the Look
In field.
7. Choose Any Part Of Field if you want to search for your entry anywhere within a field,
choose Whole Field if you want the field to match the sequence of characters you
entered, or choose Start Of Field if you want the field to begin with a sequence of
characters you entered.
8. Choose All in the Search field if you want to search the entire table, Up to search upward
from your current location, or Down to search downward from your current location.
9. Click Find Next to begin your search. Access finds the first entry that matches your find
criteria. Continue clicking Find Next to find additional matches.

Note: If you want to find and replace, open the Find and Replace dialog box (follow
steps 1 through 3) and then activate the Replace tab. In the Replace With field, enter the
sequence of characters you want to use to replace what you find. Complete the other fields on the
tab the same as you would if you were doing a Find. Click Find Next to find the first instance for
which you are searching. Click Replace to replace that instance. Click Replace All to replace
every instance.

Create Relationships
In Access, you store data in multiple tables and then use relationships to join the tables. After you
have created relationships, you can use data from all of the related tables in a query, form, or
report.
A primary key is a field or combination of fields that uniquely identify each record in a table. A
foreign key is a value in one table that must match the primary key in another table. You use
primary keys and foreign keys to join tables togetherin other words, you use primary keys and
foreign keys to create relationships.
There are two valid types of relationships: one-to-one and one-to-many. In a one-to-one
relationship, for every occurrence of a value in table A, there can only be one matching
occurrence of that value in table B, and for every occurrence of a value in table B, there can only
be one matching occurrence of that value in table A. One-to-one relationships are rare because if
there is a one-to-one relationship, the data is usually stored in a single table. However, a one-toone relationship can occur when you want to store the information in a separate table for security
reasons, when tables have a large number of fields, or for other reasons. In a one-to-many
relationship, for every occurrence of a value in table A, there can be zero or more matching
occurrences in table B, and for every one occurrence in table B, there can only be one matching
occurrence in table A.
When tables have a one-to-many relationship, the table with the one value is called the primary
table and the table with the many values is called the related table. Referential integrity ensures
that the validity of the relationship between two tables remains intact. It prohibits changes to the
primary table that would invalidate an entry in the related table. For example, a school has
students. Each student can make several payments, but each payment can only be from one
student. The Students table is the primary table and the Payments table is the related table.

Students
Student ID
Primary Key
1
2
3
Payments
Payment ID
Primary key
1
2
3
4
5

Last Name

First Name

John
Mark
Valerie

Smith
Adams
Kilm

Student ID
Foreign key
1
2
3
2
3

Amount Due

Amount Paid

500
700
500
400
250

500
300
250
300
250

If you delete Student ID 1 from the Students table, Student ID 1 is no longer valid in the
Payments table. Referential integrity prevents you from deleting Student ID 1 from the Students
table. Also, if the only valid Student IDs are 1, 2, and 3, referential integrity prevents you from
entering a value of 4 in the Student ID field in the Payments table. A foreign key without a
primary key reference is called an orphan. Referential integrity prevents you from creating
orphans.
To create relationships:
1. Close all tables and forms. (Right-click on the tab of any Object. A menu appears. Click
Close All.)

2. Activate the Database Tools tab.


3. Click the Relationships button in the Show/Hide group. The Relationships window
appears.

4. If anything appears in the relationships window, click the Clear Layout button in the
Tools group. If you are prompted, click Yes.
5. Click the Show Table button in the Relationships group. The Show Table dialog box
appears.

6. Activate the Tables tab if your relationships will be based on tables, activate the Queries
tab if your relationships will be based on queries, or activate the Both tab if your
relationships will be based on both.
7. Double-click each table or query you want to use to build a relationship. The tables
appear in the Relationships window.
8. Click the Close button to close the Show Table dialog box.

9. Drag the Primary tables primary key over the related tables foreign key. After you drag
the primary key to the related tables box, the cursor changes to an arrow. Make sure the
arrow points to the foreign key. The Edit Relationships Dialog box appears.

10. Click the Enforce Referential Integrity checkbox.


11. Click Create. Access creates a one-to-many relationship between the tables.

12. Click the Save button on the Quick Access toolbar to save the relationship.

Creating Microsoft Access Queries


You can use a query to view a subset of your data or to answer questions about your data. For
example, if you want to view a list of student names and email addresses, but you do not want to
see addresses and other data, you can create a query that displays the students first name, last
name, and email address only. Alternatively, if you want to know which students live in DE, you
can restrict your list to those students. This lesson teaches you how to create a query.
Open Tables or Queries in Query Design View

A query can be based on tables or on other queries. To create a query, you open the tables or
queries on which you are going to base your query in Query Design view, and then use the
options in Design view to create your query. You then click the Run button to display the results.
You can save queries for later use.
To open tables or queries in Query Design view:

1. Activate the Create tab.


2. Click the Query Design button in the Other group. The Show Table dialog box appears.
3. Activate the Tables tab if you want to base your query on tables, activate the Queries tab
if you want base your query on queries or activate the Both tab if you want to base your
query on both tables and queries.
4. Click to choose the table or query on which you want to base your query.
5. Click Add. The table appears in the window.
a. Click to choose the next table or query on which you want to base your query.
b. Continue clicking tables or queries until you have all the tables and queries you
plan to use.
6. Click Close. Access changes to Query Design view.

Retrieve Specific Records


In the examples so far, you have been retrieving all of the records (rows) in your table. You can,
however, specify which records you wish to retrieve. For example, you can retrieve only those
students who live in DE, only the student whose student number is 5, or only those students
whose birth date is 2/16/88.
You use logical operators such as = (equal), <> (not equal), > (greater than), or < (less than) to
restrict the records you retrieve. For example, if you only want to display students who live in
DE, enter = "DE" in the State column on the Criteria line. Access will only retrieve records
where the value in the State column is equal to DE. Selection criteria are not case-sensitive, so
Access will retrieve records where the entry is DE, de, De, or dE.

Save a Query

After you create a query, you can save it. You can rerun a saved query at any time. If you change
the data on which the saved query is based, you will see the changes when you rerun the query.
To save a query:

1. Click the Save button on the Quick Access toolbar. Access saves the query unless you are
saving for the first time. If you are saving for the first time, the Save As dialog box
appears.
2. Type the name you want to give your query.
3. Click OK. Access saves the query. You can now access the query by using the Navigation
pane.

Creating Forms
Access forms are much like paper forms: you can use them to enter, edit, or display
data. They are based on tables. When using a form, you can choose the format, the
arrangement, and which fields you want to display. This lesson teaches you how to
create forms.
Using the Form Button
Access can automatically create several types of forms. For example, when you click
the Form button on the Create tab, Access places all fields in the selected table on a
form. If the table has a one-to-many relationship with one other table or query,
Access creates a stacked form (the records are displayed in a column) for the
primary table and a datasheet for the related table. If there are several tables with a
one-to-many relationship, Access does not create the datasheet.

Creating Reports
Reports organize and summarize data for viewing online or for printing. A detail report displays
all of the selected records. You can include summary data such as totals, counts, and percentages
in a detail report. A summary report does not list the selected records but instead summarizes the
data and presents totals, counts, percentages, or other summary data only. Access has several

report generation tools that you can use to create both detail and summary reports quickly. This
lesson teaches you how to create reports.
Use the Report Button

The Report button creates a simple report that lists the records in the selected table or query in a
columnar format.

Use the Report Wizard


You can also use the Report Wizard to create a report. The Report Wizard provides you with
more flexibility than you get by using the Report button. You can choose the tables and fields,
group the data, sort the data, summarize the data, choose a layout and orientation, apply a style,
and title your report. Follow the steps shown here to create a report by using the Report Wizard:
To create a report by using the Report Wizard:
Open the Report Wizard

1. Activate the Create tab.


2. Click Report Wizard in the Reports group. The Report Wizard appears.
Select tables, queries and fields

When using the Report Wizard, you can use fields from multiple tables and/or queries if the
tables/queries have a relationship.

1. Click the down-arrow next to the Table/Queries field and then click the table from which
you want to select fields.
2. Click a field and then click the single-right arrow to select a single field, click the doubleright arrows to select all fields, click a field and then click the single-left arrow to
deselect a single field, or click the double-left arrow to deselect all fields.
3. Repeat steps 1 and 2 for each table from which you want to select fields.
4. Click Next. The Report Wizard moves to the next page.
Group

When using the Report Wizard, you can group data. Grouping puts all of the values in a field into
a group based on the fields value. For example, if your data is grouped by the Department field
and the records in the Department field have values such as Administration, Computer Science,
and English. Access will group all of the data for the Administration department together, all of
the data for the Computer Science department together, and all of the data for the English
department together.

1. Click to select the field by which you want to group your data. You may not see this page
of the wizard if you are selecting data from a single table.
2. Click Next. The Report Wizard moves to the next page.

3. Click a field you want to group by.

4. Click the right-arrow to select a field; click a field and then click the left arrow to
deselect a field. Use the up- and down-arrows to change the order of the groupings. If you
are only using one table, this may be your first opportunity to select a field to group by.
5. Repeat steps 3 and 4 for each field you want to group by.
6. Click Next. The Report Wizard moves to the next page.
Sort and summarize

By using the Report Wizard, you can create up to four levels of sort. Access sorts the first level,
and then sorts the second level within that sort, and so on. If you have grouped your data, you
can summarize it by displaying the sum, average, and minimum or maximum value for each
numeric field. You can choose to have your report display just the summary data or each detail
line and the summary data. There is also an option that allows you to display the percent the sum
of each group is of the grand total. All of the fields in your report may not fit on a single page.
You can have Access automatically adjust the size of the font so that every field fits.

1. Click the down-arrow and then select the field you want to sort by.
2. Click the button to choose ascending or descending order. Clicking the button toggles
between Ascending and Descending. You can sort up to four levels.
3. Click the Summary Options button. The Summary Options window appears.

4. Click to select the summary data you want.


5. Click to select whether you want detail and summary data or if you want summary data
only.
6. Click if you want to calculate the percent to the total for sums.
7. Click OK. The Summary Options window closes.
8. Click Next. The Report Wizard moves to the next page.
Layout and orientation

You can choose the layout and orientation of your report. The layout determines where each field
appears on the page. Access provides three options to choose from: Stepped, Block, and Outline.
When you choose an option, the left side of the window displays a graphic of the layout.
Orientation determines whether Access creates the report in portrait or landscape. Most paper,
such as paper sized 8 1/2 by 11, is longer on one edge than it is on the other. If you print in
Portrait, the shortest edge of the paper becomes the top of the page. Portrait is the default option.
If you print Landscape, the longest edge of the paper becomes the top of the page.

1. Click to select a layout.


2. Click to select a page orientation.
3. Choose the Adjust The Field Width So All Fields Fit On A Page option if you want all
fields to fit on a single page.
4. Click Next. The Report Wizard moves to the next page.
Style

A style is a set of formats consisting of such things as background colors, fonts, font colors, and
font sizes. Access supplies predesigned styles that format titles, labels, and more. When you
choose a style, the left side of the window displays a preview.

1. Click to select a style.


2. Click Next. The Report Wizard moves to the next page.
Create a title

On the final page of the Report Wizard, you can title your report. The title appears at the top of
the report and on the Navigation pane.

1. Type the title you want to give the report.


2. Click Finish. Access creates, saves, and opens your report in Layout view.

Tip: Reports created with the Report Wizard may have the following two sections in
addition to the sections found in reports created by using the Report button.
Sections of a Report
Group Header

Appears before a group and displays


information about the group.

Group Footer

Appears after a group and


summarizes the group data.

Modify a Report
After you create a report, you can modify it. You can add groups or sorts, add fields, change
labels, and perform many other tasks.
You can view a report in Report view, Layout view, Design view, and Print Preview. You can
modify a report in Layout view or Design view. In Layout view, you can see your data, and the
report you see closely resembles how your report will look when you print it. You can make
most, but not all, changes to your report in Layout view. Design view displays the structure of
your report. In this view you cannot see the underlying data, but you can perform some tasks in
Design view that you cannot perform in Layout view. This tutorial focuses on Layout view.

To change to Layout view:


1. Open your report.
2. Activate the Home tab.
3. Click the View button. A menu appears.
4. Click Layout View. Access changes to Layout view.
Change the Size of a Field or Label
If the data in a field or label seems crowded, if some of the data in the field or label does not
appear, or if the data appears as pound signs (####), the field or label is too small.

To change the size of a field or label:


1. Click the field or label. A border appears around it.
2. Click a side of the border and drag outward to increase the width. Click a side of the
border and drag inward to decrease the width.
To create labels:
Open the Labels Wizard

1. Click the table or query you want to use to create a label.


2. Activate the Create tab.

3. Click Labels in the Reports group. The Labels Wizard appears.


Choose a product number

Most commercially available labels have a product number. You should be able to find the
number on the box. You use the product number to tell Access the dimensions of your labels and
the number of columns and rows that are on a page.

1. Click to select the Product Number in the Product Number field.


2. Click Next. The Label Wizard moves to the next page.
Choose a font, font size, font weight, and color

A font is a set of characters (text) represented in a single typeface. Each character within a font is
created by using the same basic style. The Label Wizard has options that allow you to select a
font, font size, weight, and color. You can also choose to italicize or underline the text in your
labels.

1. Click the down-arrow next to the Font Name field and then select the font. A preview
appears in the Sample box.
2. Click the down-arrow next to the Font Size field and then select the font size. A preview
appears in the Sample box.
3. Click the down-arrow next to the Font Weight field and then select the font weight. A
preview appears in the Sample box.
4. Click the button next to the Text Color field and then select a color you want your text to
have. A preview appears in the Sample box.
5. Click the Italic box if you want to italicize. A preview appears in the Sample box.
6. Click the Underline box if you want to underline. A preview appears in the Sample box.
7. Click Next. The Label Wizard moves to the next page.
Create a layout

You create the layout of your labels by selecting fields and placing them in the Prototype Label
box. You type any text or spaces that you want to appear on your label.

1. Click a field name and then click the right-arrow to place the field on the prototype label.
2. Press the spacebar to leave spaces.
3. Press the Enter key to move to a new line.
4. Type any text you want to appear on the label.
5. Click Next. The Label Wizard moves to the next page.
Sort

When creating labels, you can sort on any field and you can have multiple levels of sort. For
example, you can sort by last name and then by first name.

1. Click to choose the fields you want to sort by. Click the single right-arrow to select a
single field, click the double right-arrow to select all fields, click the single left-arrow to
deselect a single field, click the double left-arrow to deselect all fields.
2. Click Next. The Label Wizard moves to the next page.
Title the report

1. Type a title for your report. The title will appear in the Navigation pane.
2. Click Finish. Access displays the labels in Print Preview.

When printing mailing labels, you can usually ignore this message. Click the Show Help button
to read the following:

This message may be the result of using a report created with the
Label Wizard. This error message is commonly encountered when
printing to label pages that have three or more labels per row.
Usually this message can be ignored.
If you do need to change the layout, try one or both of the
following:

Reduce the width of the controls on the report.

Reduce the width of the report to make sure the report is


not wider than the printable area of the page.

Note that page size is dependent on the printer and the physical
size of the paper you are printing to. In some cases it is necessary
to rotate the page orientation from portrait to landscape to
accommodate the selected print width.

Print a Report
Often, the people who use Access data only see a printed report. In Print Preview, you can see
exactly how your report will look when printed, you can make changes to it, and you can print it.
To print, click the Print button in the Print group. The Print dialog box opens and you can select
your print options.