SAPLIB

Creating reports in Microsoft Access is easy using a tool called the Microsoft Access Report Wizard. The use of reports wizards simplifies the layout process of your fields by visually stepping you through a series of questions about the type of report that you want to create. The wizard walks you through the step-bystep creation of a report, while behind the scenes Access is formatting, grouping, and sorting your report based on selections you make.

Instead of having to create a report from scratch, Microsoft Access provides a number of standard report formats. Some of these, like tabular and columnar reports, mail-merge reports, and mailing label formats, lend themselves to meeting basic reporting requirements. Reports created using the Microsoft Access Report Wizard can also be customized to fit your needs. To use the Report Wizard, perform the following steps:

1. Close any open Access databases by using the menu path File, Close.
2. In the main Microsoft Access database window, click Reports.
3. From here, click the New button to launch the Microsoft Access Report Wizard (or choose the option to create a report in Design view).
4. Assuming you are running the Report Wizard, select the Report Wizard option in the top box and your table name in the second box. Click OK to proceed.
5. Next, you are presented with a field selection screen. From this screen, you can select which fields are output to your report. Select a field by highlighting it with your mouse, and then use the Next button to include it in the report. In the example, I selected the Employment Status field
6. After you click Next, the Report Wizard asks whether you want to add any grouping levels to your report. This is a helpful step when you are creating a report where you might want to group and subtotal portions of the output. For this example, you don’t need grouping or subtotaling, so click the Next button to continue.
7. Now identify your sort order criteria. In the example, I have sorted according to Employee Name.
8. The Report Wizard enables you to specify formatting criteria. The orientation of the report (portrait or landscape) and the layout of the report (columnar, tabular, or justified) are designated on this screen. After making a selection, click Next.
9. You can choose from a selection of predefined formats for your report. After making a selection, click Next.
10. The last step asks you to type a name for your report. Do so, and click Finish to complete the creation of your report.

Did you Know?
Advanced Microsoft Access users can write a macro that automatically retrieves the latest SAP download file and imports it in to your existing Microsoft Access tablereplacing the old data and thus automating the Microsoft Access import process. For more information on this function, search the Microsoft Access help for “automate importing.”

In the same way, advanced ABAP or Java programmers can write a program that automatically generates a file that can be used for the download portion of this process, thus automating the entire SAP-to-Access reporting process.

Microsoft Access is a great reporting tool that enables users with minimal Microsoft Access skills to create reports. Using Access, you can also include graphics in your reports, or you can create graphs and charts of your SAP data. If you take a few minutes to investigate the types of reports you can create using Microsoft Access, I’m sure you will discover the value of this reporting tool for SAP.

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