18.3 Present Data

2026 Syllabus Objectives

  • Display data: Produce reports to display data including displaying all the required data and labels in full
  • Use appropriate headers and footers within a database report including report header, report footer, page header, page footer
  • Set report titles
  • Produce different output layouts including controlling the display of data, labels, tabular or columnar format
  • Align data and labels appropriately including right aligning numeric data and decimal alignment
  • Control the display format of numeric data including number of decimal places, currency symbol, percentage

Creating Reports Using Report Wizard 📊

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What is a Report?

A report is a formatted output from a database that presents data from tables or queries in a professional, readable format. Reports are used to display, print, and analyze data with proper structure and formatting.

Using the Report Wizard

The Report Wizard is a tool in Microsoft Access that guides users through the process of creating a formatted report step-by-step.

Steps to create a basic report:

  1. Open the database and select the Create tab
  2. Click the Report Wizard icon
  3. In the Tables/Queries box, select the appropriate query or table
  4. Use the arrow buttons to move fields from Available Fields to Selected Fields
  5. Configure grouping and sorting options (skip if not required)
  6. Choose the page orientation (Portrait or Landscape)
  7. Select the layout (Tabular, Columnar, or Justified)
  8. Name the report
  9. Select Modify the report's design to make additional adjustments

Key Point: The Report Wizard provides a quick and structured way to create professional reports without manually designing every element.

Report Orientation and Layout Options

Page Orientation:

  • Landscape: Width is greater than height (suitable for reports with many columns)
  • Portrait: Height is greater than width (suitable for reports with fewer columns)

Layout Options:

  • Tabular: Data displayed in a table format with columns and rows
  • Columnar: Each field appears on a separate line for each record
  • Justified: Fields are arranged to fill the available width

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