How to Generate Report in MS Access

Updated on:

May 12, 2026

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Use this interactive demo to learn how to build and export a report using MS Access Report Wizard.

Quick summary

The MS Access Report Wizard lets you quickly generate formatted reports from any table or query in your database by selecting fields, sorting data, and choosing a layout — all without writing code. This step-by-step process takes you from launching Access to previewing a fully structured database report in just a few clicks.

Steps

Launch MS Access and open the database containing the data for the report.
Go to the 'Create' tab on the ribbon.
In the 'Reports' group, click 'Report Wizard'.
Choose the table or query that contains the data you want to use.
Select the fields you want to include in the report by moving them to the 'Selected Fields' box, then click 'Next'.
Choose up to four fields to sort your data and click 'Next'.
Select a layout for the report and choose a page orientation.
Click 'Next' to proceed.
Provide a name for your report.
Select 'Preview the Report' to review it before saving.
Click 'Finish' to generate and save your report.

📌 Why this matters

Generating reports in Microsoft Access is essential for turning raw database records into readable, structured summaries that support business decisions. The built-in Report Wizard removes the need for manual formatting or coding, allowing users to select fields, apply sorting, and define layouts in minutes. This makes MS Access report generation a practical skill for database administrators, analysts, and business users who need to present data clearly and consistently. Mastering this workflow helps teams extract actionable insights from their Access databases faster and with less technical effort.

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