How to Combine Two Access Reports in One

By Mercedes T. Green

There is no need to create a separate report for each Microsoft Access table or query because Access provides a powerful reporting tool. In Access, the primary report is called the main report. Reports within the main report are referred to as subreports. Any report can be used as a subreport. You will increase efficiency and enhance understanding by combining reports that contain related material. Save money and paper by combining two or more short reports in one.

Things You'll Need

  • Microsoft Access

Using Existing Reports

Step 1

Open Access. Click the “Office” button. Select “Open.” Choose the database file. Click the “Open” button.

Step 2

Select “Reports” from the “Navigation Pane” drop-down box.

Step 3

Right click on the main report. Select “Design View” from the menu.

Step 4

Choose “Design” in the menu bar. Select “Subform/subreport” from the “Controls” section of the toolbar. Click the desired area for the subreport in the main report.

Step 5

Select to “Use an existing report or form” in the "SubReport Wizard” window. Select the report to use as the subreport from the bottom pane. Click the “Next” button.

Step 6

Click the radio control next to “Choose from a List” or to “Define my own.” Choose the fields that link your main report to the subform. Click the “Next” button.

Step 7

Name the subreport. Click the “Finish” button.

Using New Reports

Step 1

Open Access. Click the “Office” button. Select “Open.” Choose the database file. Click the “Open” button.

Step 2

Choose “Create” from the menu bar to design the report. Select “Report Wizard” from the “Reports” area of the ribbon.

Step 3

Select the table or query to use for the report from the “Tables/Queries” drop-down box. Highlight the fields to include in your report from the “Available Fields” list. Click the arrow button to move them to the “Selected Fields” pane. Click the “Next” button.

Step 4

Highlight fields and click the arrow button to add to grouping levels (optional). Click the “Next” button.

Step 5

Select a field and sort order (optional). Click the “Next” button.

Step 6

Click on “Stepped,” “Block” or “Outline” under “Layout”. Select “Portrait” or “Landscape” under “Orientation.” Click the “Next” button.

Step 7

Select a style for your report from the list. Click the “Next” button. Close the report.

Step 8

Type a title for your report in the area beneath “What title do you want for your report?” Click the “Finish” button.

Step 9

Repeat Steps 1 through 7 in this section to create the subreport.

Step 10

Follow Steps 2 through 7 under the "Using Existing Reports" section to combine the two Access reports.