Modify, edit, or change a report - Microsoft Support

Change column or field width in Layout view. Click an item in the column that you want to adjust. A border is drawn around the item to indicate that the field ... Skiptomaincontent Officesupport Products Microsoft365 Office Outlook MicrosoftTeams OneDrive OneNote Windows MicrosoftEdge more... Devices Surface PCaccessories Mobile Xbox HoloLens Hardwarewarranties What'snew InstallOffice Account&billing Account MicrosoftStore&billing Templates Moresupport Communityforums Microsoft365Admins SmallBusinessAdmins Developer Education Reportasupportscam AccessforMicrosoft365Access2021Access2019Access2016Access2013Access2010Access2007More...Less ThistopicdescribesthetechniquesyoucanusetomodifyanexistingAccessreport.Accessprovidestwoviewsthatyoucanusetomakechangestoyourreport:LayoutviewandDesignview.Yourchoiceofwhichviewtousedependsonwhatspecifictaskyouaretryingtoaccomplish.Youmightendupusingbothviewstomakeyourchanges. Whatdoyouwanttodo? UnderstandLayoutview UnderstandDesignview Switchbetweenviews ModifyyourreportinLayoutview ModifyyourreportinDesignview UnderstandLayoutview Layoutviewisthemostintuitiveviewtouseforreportmodification,andcanbeusedfornearlyallthechangesyouwouldwanttomaketoareportinAccess.InLayoutview,thereportisactuallyrunning,soyoucanseeyourdatamuchasitwillappearwhenprinted.However,youcanalsomakechangestothereportdesigninthisview.Becauseyoucanseethedatawhileyouaremodifyingthereport,it'saveryusefulviewforsettingcolumnwidths,addgroupinglevels,orperformingalmostanyothertaskthataffectstheappearanceandreadabilityofthereport.ThefollowingillustrationshowsaCustomerPhoneBookreportinLayoutview. ThereportyouseeinLayoutviewdoesnotlooknotexactlythesameastheprintedreport.Forexample,therearenopagebreaksinLayoutview.Also,ifyouhaveusedPageSetupforformatyourreportwithcolumns,thecolumnsarenotdisplayedinLayoutview.However,Layoutviewgivesyouaverycloseapproximationoftheprintedreport.Ifyouwanttoseehowthereportwilllookwhenprinted,usePrintPreview. CertaintaskscannotbeperformedinLayoutview,andrequireyoutoswitchtoDesignview.Incertainsituations,AccesswilldisplayamessagetellingyouthatyoumustswitchtoDesignviewtomakeaparticularchange. UnderstandDesignview Designviewgivesyouamoredetailedviewofthestructureofyourreport.Youcanseetheheaderandfooterbandsforthereport,page,andgroups.ThereportisnotactuallyrunninginDesignview,soyoucannotseetheunderlyingdatawhileworking;however,therearecertaintasksyoucanperformmoreeasilyinDesignviewthaninLayoutview.Youcan: Addawidervarietyofcontrolstoyourreport,suchaslabels,images,lines,andrectangles. Edittextboxcontrolsourcesinthetextboxesthemselves,withoutusingthepropertysheet. ChangecertainpropertiesthatarenotavailableinLayoutview. ThefollowingillustrationshowsaCustomerPhoneBookreportinDesignview. Switchbetweenviews Accessprovidesavarietyofmethodsforswitchingbetweenviews.Ifthereportisalreadyopen,youcanswitchtoanotherviewbydoingoneofthefollowing: Right-clickthereportintheNavigationPane,andthenclicktheviewyouwantontheshortcutmenu. Right-clickthereport'sdocumenttabortitlebar,andthenclicktheviewyouwantontheshortcutmenu. OntheHometab,intheViewgroup,clicktheViewbuttontotogglebetweenavailableviews.Alternatively,youcanclickthearrowunderView,andthenselectoneoftheavailableviewsfromthemenu. Right-clickinablankareaofthereportitself,andthenclicktheviewyouwant.IfthereportisopeninDesignview,youmustright-clickoutsideofthedesigngrid. ClickoneofthesmallviewiconsontheAccessstatusbar. Ifthereportisnotopen,double-clickthereportintheNavigationPanetoopenitinReportview.Toopenthereportinanotherview,right-clickthereportintheNavigationPaneandthenclicktheviewyouwantontheshortcutmenu. Note: IfyouaremodifyingareportinwhichyouhaveusedPageSetuptocreatemultiplecolumns(forexample,amailinglabelreport),youcanonlyviewthecolumnsinPrintPreview.WhenyouviewthereportinReportvieworLayoutview,Accessdisplaysthedatainasinglecolumn. ModifyyourreportinLayoutview ThissectiondescribessomeofthecommonreportmodificationsthatyoucanperforminLayoutview. ChangecolumnorfieldwidthinLayoutview Clickaniteminthecolumnthatyouwanttoadjust. Aborderisdrawnaroundtheitemtoindicatethatthefieldisselected. Dragtherightorleftedgeoftheborderuntilthecolumnisthewidthyouwant. ChangeroworfieldheightinLayoutview Clickanitemintherowthatyouwanttoadjust. Aborderisdrawnaroundtheitemtoindicatethatthefieldisselected. Dragthetoporbottomedgeoftheborderuntiltherowistheheightyouwant. AddafieldinLayoutview OntheDesigntab,intheToolsgroup,clickAddExistingFields. Thelistofavailablefieldsisdisplayed.Iftherearefieldsavailableinothertables,thesewillbedisplayedunderFieldsavailableinothertables:. DragafieldfromtheFieldListontothereport.Asyoumovethefield,ahighlightedareawillindicatewherethefieldwillbeplacedwhenyoureleasethemousebutton. Note: Toaddmultiplefieldsatonce,holddowntheCTRLkeyandclickeachfieldintheFieldListthatyouwant.Then,releasetheCTRLkeyanddragthefieldsontothereport.Thefieldswillbeplacedadjacenttoeachother. TopofPage Understandcontrollayouts Controllayoutsareguidesthatalignyourcontrolshorizontallyandverticallytogiveyourreportauniformappearance.Youcanthinkofacontrollayoutasatable,whereeachcellofthetablecontainsacontrol.Thefollowingproceduresshowyouhowtoadd,remove,orrearrangecontrolsincontrollayouts. Controllayoutscomeintwovarieties:tabularandstacked. Intabularcontrollayouts,controlsarearrangedinrowsandcolumnslikeaspreadsheet,withlabelsacrossthetop.Tabularcontrollayoutsalwaysspantwosectionsofareport;whicheversectionthecontrolsarein,thelabelsareinthesectionabovethem.Thefollowingillustrationshowsabasictabularcontrollayout. Instackedlayouts,controlsarearrangedverticallylikeyoumightseeonapaperform,withalabeltotheleftofeachcontrol.Stackedlayoutsarealwayscontainedwithinasinglereportsection.Thefollowingillustrationshowsabasicstackedcontrollayout. Youcanhavemultiplecontrollayoutsofeithertypeonareport.Forexample,youmighthaveatabularlayouttocreatearowofdataforeachrecord,andthenoneormorestackedlayoutsunderneath,containingmoredatafromthesamerecord. Createanewcontrollayout Accessautomaticallycreatescolumnarcontrollayoutsinthefollowingcircumstances: YoucreateanewreportbyclickingReportintheReportsgroupontheCreatetab. YoucreateanewreportbyclickingBlankReportintheReportsgroupontheCreatetab,andthendraggingafieldfromtheFieldListpanetothereport. Onanexistingreport,youcancreateanewcontrollayoutbydoingthefollowing: Selectacontrolthatyouwanttoaddtothelayout. Ifyouwanttoaddothercontrolstothesamelayout,holddowntheSHIFTkeyandalsoselectthosecontrols. Dooneofthefollowing: OntheArrangetab,intheTablegroup,clickTabularorStacked. Right-clicktheselectedcontrolorcontrols,pointtoLayout,andthenclickTabularorStacked. Accesscreatesthecontrollayoutandaddstheselectedcontrolstoit. Switchacontrollayoutfromtabulartostacked,orfromstackedtotabular Toswitchanentirelayoutfromonetypeoflayouttotheother: Selectthecontrollayoutbyclickingtheorangelayoutselectoratthetopleftcornerofthelayout. Allthecellsinthelayoutareselected. Dooneofthefollowing: OntheArrangetab,intheTablegroup,clickthelayouttypeyouwant(TabularorStacked). Right-clickthecontrollayout,pointtoLayout,andthenclickthelayouttypeyouwant. Accessrearrangesthecontrolsintothelayouttypeyouselected. Splitonecontrollayoutintotwolayouts Youcansplitacontrollayoutintotwolayoutsbyusingthefollowingprocedure: HolddowntheSHIFTkeyandclickthecontrolsyouwanttomovetothenewcontrollayout. Dooneofthefollowing: OntheArrangetab,intheTablegroup,clickthelayouttypeyouwantforthenewlayout(TabularorStacked). Right-clicktheselectedcontrols,pointtoLayout,andthenclickthelayouttypeyouwantforthenewlayout. Accesscreatesanewcontrollayoutandaddstheselectedcontrolstoit. Rearrangecontrolsinacontrollayout Youcanmoveacontrolwithinacontrollayoutbydraggingittothelocationyouwant.Asyoudragthefield,ahorizontalorverticalbarindicateswhereitwillbeplacedwhenyoureleasethemousebutton. Youcanmoveacontrolfromonecontrollayouttoanothercontrollayoutofthesametype.Forexample,youcandragacontrolfromonestackedlayouttoanotherstackedlayout,butnottoatabularlayout. Addcontrolstoacontrollayout ToaddanewfieldfromtheFieldListpanetoanexistingcontrollayout     SimplydragthefieldfromtheFieldListpanetothelayout.Ahorizontalorverticalbarindicateswherethefieldwillbeplacedwhenyoureleasethemousebutton. Toaddexistingcontrolstoanexistingcontrollayout     Selectthefirstcontrolthatyouwanttoaddtothecontrollayout. Ifyouwanttoaddothercontrolstothesamelayout,holddowntheSHIFTkeyandalsoselectthosecontrols.Youcanselectcontrolsinothercontrollayouts. Dooneofthefollowing: IfthereportisopeninDesignview,dragtheselectedfieldstothelayout.Ahorizontalorverticalbarindicateswherethefieldswillbeplacedwhenyoureleasethemousebutton. IfthereportisopeninLayoutview: OntheArrangetab,intheTablegroup,clickthetypeofthelayoutyouareaddingto.Ifyouareaddingtoatabularlayout,clickTabular.Ifyouareaddingtoastackedlayout,clickStacked. Accesscreatesanewlayoutandaddstheselectedcontrolstoit. Dragthenewlayouttotheexistinglayout.Ahorizontalorverticalbarindicateswherethefieldswillbeplacedwhenyoureleasethemousebutton. Removecontrolsfromacontrollayout Removingacontrolfromacontrollayoutallowsyoutoplaceitanywhereonthereportwithoutaffectingthepositioningofanyothercontrols. Selectthecontrolyouwanttoremovefromthelayout.Toselectmultiplecontrols,holddowntheSHIFTkeyandthenclickthecontrolsthatyouwanttoremove.Toselectallofthecontrolsinthelayout,clickthelayoutselectorboxatthetopleftcornerofthelayout. Right-clickoneoftheselectedcontrols,pointtoLayout,andthenclickRemoveLayout. Accessremovestheselectedcontrolsfromthelayout. Tip: Topreventacontrolfrombeinginsertedintoacontrollayoutasyoumoveit,pressandholdtheCTRLkey,andthendragthecontroltowhereyouwantit. TopofPage Deleteafieldorcolumn Clickthefieldorcolumntobedeleted,orclickitslabelorcolumnheading. Accessdrawsaborderaroundtheitemtoindicatethatitisselected. PressDELETE. Changepagesetup UsethePageSizeandPageLayoutgroupsonthePageSetuptabtochangesize,orientation,margins,andsoon. ClickthePageSetuptab. InthePageSizegroup,clickSizetoselectadifferentpapersize. InthePageSizegroup,clickMarginstomakeadjustmentstothereport'smargins. InthePageLayoutgroup,clickPortraitorLandscapetochangethepaperorientation. Changetheformattingofafield Selectthefieldthatyouwanttoformat. OntheFormattab,usethetoolsintheFontgrouptoapplytheformattingyouwant. Bindatextboxtoadifferentfield(changethecontrolsourceofacontrol) Clickinsidethecolumnorthefieldforwhichyouwanttochangethecontrolsource. Aborderisdrawnaroundtheitemtoindicatethatthefieldisselected. Ifthepropertysheetisnotcurrentlydisplayed,pressF4todisplayit. OntheDatatabofthepropertysheet,settheControlSourcepropertytothenewfield.Youcaneitherselectafieldfromthedrop-downlist,oryoucantypeanexpressioninthebox. Changetherecordsourceofthereport Ifthepropertysheetisnotdisplayed,pressF4todisplayit. Inthedrop-downlistatthetopofthepropertysheet,clickReport. Inthepropertysheet,clicktheDatatab. IntheRecordSourcedrop-downlist,selectthetableorquerythatyouwanttouseforarecordsource,orclicktodisplaytheQueryBuilder. Note: Ifthereportiscurrentlybasedonatable,Accessasksifyouwanttocreateaquerybasedonthetable.ClickYestodisplaytheQueryBuilderandcreatethequery,orclickNotocanceltheoperation.Ifyouchoosetocreateaquery,thenewquerywillbecometherecordsourceofthereport.Itwillbecreatedasan"embedded"query —thatis,aquerythatisstoredinthereport'sRecordSourceproperty,ratherthanasaseparatequeryobject. Wraptextinafield Ifthepropertysheetisnotdisplayed,right-clickthefieldinwhichyouwantthetexttowrap,andclickProperties.Otherwise,justclickthefieldtoselectit. OntheFormattabofthepropertysheet,settheCanGrowpropertytoYes. Addgridlines Ifyourcontrolsarecontainedinacontrollayout,youcanaddgridlinestoprovidemorevisualseparationbetweenthecontrols. Clickanyfieldinacontrollayout. Aborderisdrawnaroundthefieldtoindicatethatitisselected. OntheArrangetab,intheTablegroup,clickGridlines. Selectthestyleofgridlinesyouwantfromthedrop-downlist. Note: Youcanalsoaddgridlinesbyright-clickinganyfieldinacontrollayout,pointingtoLayout,pointingtoGridlines,andthenselectingthetypeofgridlinesyouwant. TopofPage Addormodifyalogoorotherimage ThefollowingproceduresshowyouhowtoaddalogotoareportbyusingtheLogotool,andhowtoresizeanimagecontroloranimageinsideanimagecontrol. Addalogo OntheDesigntab,intheHeader/Footergroup,clickLogo. TheInsertPicturedialogboxisdisplayed. Browsetothefolderwhereyourlogofileisstored,anddouble-clickthefile. Accessaddsthelogototheupperleftcornerofthereport. Resizeacontrolthatcontainsalogoorotherimage Clickthecontrolthatcontainstheimage. Aborderisdrawnaroundthecontroltoindicatethatitisselected. Placethepointerontheborder.Whenthepointerbecomesadouble-headedarrow,youcandragitinthedirectionsindicatedbythearrowstomaketheimagecontrollargerorsmaller. NotethatthedefaultvaluefortheSizeModepropertyofanimageisClip,meaningthattheimagewillstaythesamesizeregardlessofhowlargeorsmallyoumaketheimagecontrol.Ifyouwanttheimagetogetlargerorsmallerasyouresizethecontrol,dothefollowing: Resizethelogoorimageinsidethecontrol Selecttheimage. Ifthepropertysheetisnotalreadydisplayed,pressF4todisplayit. OntheFormattabofthepropertysheet,settheSizeModepropertytotheoptionyouwant: Setting Description Clip Theimagestaysthesamesize,regardlessofhowlargeorsmallyoumaketheimagecontrol.Ifyoumaketheimagecontrolsmallerthantheimage,theimageisclipped. Stretch Theimageisstretchedbothverticallyandhorizontallytomatchthesizeoftheimagecontrol.Theoriginalaspectratiooftheimageisnotpreserved,sothissettingcanresultinadistortedimageunlessyoupreciselysettheheightandwidthoftheimagecontrol. Zoom Astheimagecontrolisresized,theimageadjuststobeaslargeaspossiblewithoutaffectingtheoriginalaspectratiooftheimage. TopofPage Addoreditareporttitle Thefollowingproceduresshowyouhowtoaddoreditalabelcontainingthereport'stitle. Addatitletoareport OntheDesigntab,intheHeader/Footergroup,clickTitle. Anewlabelisaddedtothereportheader,andthereportnameisenteredforyouasthereporttitle. Whenthelabeliscreated,thetextinthelabelisselectedforyousothatifyouwanttochangethetext,youcanjustbegintypingthetitleyouwant. PressENTERwhenyouhavefinished. Editthereporttitle Double-clickthelabelcontainingthereporttitletoplacethecursorinthelabel. Typethetextyouwanttouseasthereporttitle,andpressENTERwhenyouhavefinished. Addpagenumbers,thecurrentdate,orthecurrenttime Thefollowingproceduresshowyouhowtoaddpagenumberstoareport,andhowtoaddthecurrentdateorthecurrenttime. Addpagenumbers OntheDesigntab,intheHeader/Footergroup,clickPageNumbers. ThePageNumbersdialogboxisdisplayed. Choosetheformat,position,andalignmentyouwantforthepagenumbers. CleartheShowNumberofFirstPagecheckboxifyoudonotwantanumberonthefirstpage. ClickOK. Thepagenumbersareaddedtothereport.SwitchtoPrintPreviewtoseehowthenumberswilllookwhenyouprintthereport. Addthedateortime OntheDesigntab,intheHeader/Footergroup,clickDateandTime. TheDateandTimedialogboxisdisplayed. CleartheIncludeDatecheckboxifyoudonotwanttoincludethedate. Ifyouwanttoincludethedate,clickthedateformatyouwant. CleartheIncludeTimecheckboxifyoudonotwanttoincludethetime. Ifyouwanttoincludethetime,clickthetimeformatyouwant. Asampleofthedateandtime,intheformatsyouhavechosen,appearsintheSampleareaofthedialogbox. ClickOK. ModifyyourreportinDesignview Insomecases,youcannotperformcertainmodificationstoyourreportinLayoutview,andmustinsteaduseDesignview. Addlinenumbers OntheDesigntab,intheControlsgroup,clickTextBox. Clickinanopenareaofthesectionwhereyouwantthelinenumberstoappear.Inmostcases,thiswillbetheDetailsection.Youwillmovethetextboxtoitsfinallocationlater. Whenyouclickthereport,Accesscreatesanew,unboundtextbox. Clickthelabel(justtotheleftofthenewtextbox),andpressDELETE. Clickonceinthenewtextboxtoselectit,andthenclickagaintopositionthecursorinthetextbox. Type=1andthenpressENTER. Ifthepropertysheetisnotalreadydisplayed,pressF4todisplayit. OntheDatatabofthepropertysheet,settheRunningSumpropertytoOverAll. Note: Ifthisisagroupedreport,andyouwantthenumberingtostartat1foreachgroup,setthepropertytoOverGroup. Resizethetextboxtoasmallerwidthbypositioningthepointeroverthesizinghandleontherightedgeofthetextboxanddraggingittotheleft.Leaveenoughroomforthelargestlinenumberyouexpecttoseeonthisreport. Ifneeded,makeroomforthetextboxonthefarleftedgeoftheDetailsectionbydraggingtheexistingcontrolsinthatsectiontotheright,orbyresizingtheleftmostcontrolinthatsection. Dragthenewtextboxtothelocationthatyouwantitonthereport. SwitchtoReportview,PrintPreview,orLayoutviewtoseethelinenumbers. Makeagroupheaderappearatthetopofeachpage Forgroupsthatspanmultiplepages,itishelpfultohavethegroupheaderappearatthetopofeachpagesothatyoucaneasilyseewhichgroupthedataarein.YoucanselectagroupheaderinLayoutview,butitiseasiertodothisinDesignview. Double-clickthegroupheadersectionselector(thehorizontalbarabovethegroupheadersection). OntheFormattabofthepropertysheet,settheRepeatSectionpropertytoYes. OpenasubreportinitsownDesignviewwindow WhenyouopenareportinDesignview,anysubreportscontainedonthereportarealsoopenedinDesignview.However,eachsubreportisdisplayedinsideitssubreportcontrol,notasaseparatewindow.Sincethesubreportcontrolisoftentoosmalltoworkineasily,itisusuallymoreconvenienttoopenthesubreportinitsownwindowandtheneditit.Toopenasubreportinanewwindow,dooneofthefollowing: Selectthesubreport,andthenontheDesigntab,intheToolsgroup,clickSubreportinNewWindow. Clickonceoutsideofthesubreportcontroltomakesurethatitisnotselected,andthenright-clickinsidethesubreportcontrolandthenclickSubreportinNewWindow. TopofPage Needmorehelp? Expandyourskills ExploreTraining Getnewfeaturesfirst JoinMicrosoftOfficeInsiders Wasthisinformationhelpful? Yes No Thankyou!Anymorefeedback?(Themoreyoutellusthemorewecanhelp.) Canyouhelpusimprove?(Themoreyoutellusthemorewecanhelp.) Whataffectedyourexperience? Resolvedmyissue Clearinstructions Easytofollow Nojargon Pictureshelped Other Didn'tmatchmyscreen Incorrectinstructions Tootechnical Notenoughinformation Notenoughpictures Other Anyadditionalfeedback?(Optional) Submitfeedback Thankyouforyourfeedback! ×