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10 things you should know about working with Microsoft Access reports

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Executive Summary

Mastering reporting basics in Microsoft Access is fairly easy, but working most effectively means going beyond the basics. These tips will help you work more efficiently and create better results.

When you need to share database information in a consistent and easy-to-read manner, you can use Access' reporting features to present the relevant data in the desired format. Tools such as the Report Wizard make the task less tedious, but it's useful to know a few shortcuts and tricks to speed your work and fine-tune the output. These 10 tips will help you streamline the process and enable you to add some extra touches to the reports you create. Here are a few examples:

  • Create a no-hassle title page: By adding text and graphics to the Report Header and forcing the data onto a new page, you can quickly produce a title page that's part of the report.

  • Enhance reports with chart summaries: Launch the Chart Wizard and position the new chart in the Report Header or Footer (or a Group Header or Footer), and you can graphically summarize data you want to showcase.

  • Print custom messages: With the help of the Iif() function, you can have Access include specified text when a particular condition is met.

  • Cancel an empty report: Adding a little VBA code to a report's No Data event will prevent you from generating an empty report if your criteria filter out all the records.
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