12 min read
What Is a Report?
A report is a formatted, print-ready presentation of your data, normally read-only by design — the polished document for presenting data after a form has captured it.
You will learn: what a report is and how RecordSource works. You will do: create MembersPhoneReport from Members. open Print Preview.
What Is a Report?
A query answers a question on screen. A report lays out that answer for printing or PDF — titles, columns, page breaks, and grouping headers.
Every report has a RecordSource — the table or query it reads. Reports read data. They do not replace Members.
Query vs report
| Query datasheet | Report |
|---|---|
| Good for checking rows on screen | Good for paper or PDF with headings |
| No page header with library name | Header can repeat on every page |
| Reads tables when you run it | Reads tables or queries in Print Preview |
Print Preview
Member phone list
Riverside Public Library
| FullName | City | Phone |
|---|---|---|
| Sophie Walsh | London | 0771234567 |
| Harry Cole | Bristol | 0772345678 |
| Emily Brooks | Manchester | 0773456789 |
| Oliver Smith | Leeds | 0774567890 |
| Amelia Jones | London | 0775678901 |
Create a Simple Report
Goal
Print a phone list from Members.
Create → Report builds a layout in one step.
Open the database
Do this
Verification
Check your work
You are correct if all of these are true:
- Every member row with column headings. The library name may appear in a header.
If something looks wrong
Fix
SOURCE DATA
| Members | |||
|---|---|---|---|
RESULT (printed layout)
| MembersPhoneReport | ||
|---|---|---|
Practice
Swipe or use the arrows to move between questions.
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Field Notes: For Reading, Not Typing Into
A report is a formatted, print-ready presentation of your data, built from a table or query, but designed specifically for reading and printing rather than for typing new information in — in fact, reports are normally read-only by design. Where a form is the friendly window for entering data, a report is the polished document for presenting it afterward.
More lessons in Microsoft Access · Next: Creating a Report with the Report Wizard · Previous: Formatting Forms for Clarity