Microsoft Access 2010 Bible

Chapter 9: Presenting Data with Access Reports

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FIGURE 9.5

The first screen of the Report Wizard after selecting a data source and fields

Candidate fields Selected fields

In Figure 9.5, tblProducts has been selected as the data source for the new report. Under the

Tables/Queries drop-down list is a list of available fields. When you click on a field in this list and

click the right pointing arrow, the field moves from the Available Fields list to the report’s Selected

Fields list. For this exercise, select Product ID, Category, Description, QtyInStock, RetailPrice, and

Cost.

Tip
Double-clicking any field in the Available Fields list adds it to the Selected Fields list. You can also double-click
any field in the Selected Fields list to remove it from the box.

You’re limited to selecting fields from the original record source you started with. You can select

fields from other tables or queries by using the Tables/Queries drop-down list in the Report

Wizard. As long as you’ve specified valid relationships so that Access properly links the data, these

fields are added to your original selection and you use them on the report. If you choose fields

from unrelated tables, a dialog box asks you to edit the relationship and join the tables. Or you can

return to the Report Wizard and remove the fields.

After you’ve selected your data, click Next to go to the next wizard dialog box.

Selecting the grouping levels

The next dialog box enables you to choose which field(s) to use for grouping data. Figure 9.6

shows the Category field selected as the data grouping field for the report. The field selected for

grouping determines how data appears on the report, and the grouping fields appear as group

headers and footers in the report.