How to Create Reports for Your
Friends and Family Database File
(updated for Access 2002)
Here are the steps to follow to create reports for your Friends and Family database file on Microsoft Access. Please read and follow the directions carefully.
A. Creating an Address List Report
1. Log in and choose Microsoft Access. Open the file FRIENDS you have saved in your personal folder.
2. In the window, click on the REPORTS box. Then click on the NEW box.
3. In the NEW REPORT window, click on the arrow in the small white box at the bottom and choose "Friends and Family".
4. Click on REPORT WIZARD in the large white box and click OK.
5. Move each field you want in the report to the SELECTED FIELD box. Highlight the field and click >. (This report has all the fields, so move all of them.) Then click NEXT.
6. Click NEXT in the next two (2) boxes. In the LAYOUT box, click on the LANDSCAPE button and click NEXT.
7. Click NEXT in the box that appears. Then click FINISH in the last box. Your report will appear on the screen.
8. Print your report. Then close the report using the X in the upper right corner. (The computer will save your report for you.)
B. Creating a Phone List Report
1. Log in and choose Microsoft Access. Open the file FRIENDS you have saved in your personal folder.
2. In the window, click on the REPORTS box. Then click on the NEW box.
3. In the NEW REPORT window, click on the arrow in the small white box at the bottom and choose "Friends and Family".
4. Click on REPORT WIZARD in the large white box and click OK.
5. Move each field you want in the report to the SELECTED FIELD box. Highlight the field and click >. Move only Last Name, First Name, and Phone. Then click NEXT.
6. Click NEXT in the next two (2) boxes. In the LAYOUT box, click on the PORTRAIT button and click NEXT.
7. Click NEXT in the box that appears. Then click FINISH in the last box. Your report will appear on the screen.
8. Print your report. Then close the report using the X in the upper right corner. (The computer will save your report for you.)
9. You may now exit Microsoft Access.
C. Creating a Label Report
(you may do this only with teacher approval)1. Log in and choose Microsoft Access. Open the file FRIENDS you have saved in your personal folder.
2. In the window, click on the REPORTS box. Then click on the NEW box.
3. In the NEW REPORT window, click on the arrow in the small white box at the bottom and choose "Friends and Family".
4. Click on LABEL WIZARD in the large white box and click OK.
5. Click on 5160 labels (this is the kind we have right now) and click NEXT.
6. Choose the font and size for the print on the label. Keep the print small (14 point or less.)
7. Set up your label. You must choose the fields to use on the label with the > button. You should put the First Name and Last Name on the first line, the Street Address on the second line, and the City, State, and Zip on the third. You must type in the comma between City and State. You must also type in one space between fields.
8. Click NEXT when the label is finished. Click NEXT on the next box.
9. Click FINISH on the last box. Your label report will appear on the screen. Print your work on paper. (If your printout is approved, you will be able to print on label stock later.)
10. Close the report using the X in the upper right corner. (The computer will save your report for you.) You may now exit Microsoft Access.