Datasheet

from an auction database created in Access. In this case, the report summa-
rizes by state, with sum, average, minimum, and maximum results.
Figure 1-4 provides a good example of how a report can provide information
that simply doesn’t appear on its own in an Access table. Tables don’t sum-
marize the data from a collection of records, so unless you want to sit down
with a calculator to figure out such details, you should create reports to get
this kind of information from your database.
Using reports to present data
in a professional format
You might not need all the information Figure 1-4 includes. You might, for
example, simply want a list that provides a snapshot of what’s in your data-
base. This is especially true if you want to distill complex information quickly
and efficiently for your boss or client. If you just want to check things over
for yourself, open a table and click the Print button (choose a small table so
you won’t waste paper). If you want to show off your data for others, the
extra effort of creating a report makes sense for several good reasons:
 Providing a professional layout: Unless you’re printing the data from a
very small and simple table, the results of printing directly from a table’s
datasheet view probably won’t fit the width of your paper. Good luck
trying to make sense of the resulting printout!
 Easing report navigation: You can easily include page numbers and
dates on your reports — in fact, the Access Report Wizard adds this
information automatically. Keeping track of a report that has dates and
Figure 1-4:
Access
reports can
include
totals and
other
types of
calculations.
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Chapter 1: Getting to Know Forms and Reports
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