Convert Forms to Reports in Microsoft Access

There are two primary ways to convert a Microsoft Access form to a report — one in which the data becomes static and appears as you want it to print, and one in which the data remains active and can be manipulated to organize the report as you want it to look before printing it.

Creating a Form in Access

Before you can use access to make a report from a form, you must create a form. A form is a database object that you can use to make a user interface. The simplest way to make a form is by using the Form Wizard.

1. Open the Access database in which you want to create a form.

2. Select the Create tab and choose Form Wizard in the Forms group. The Form Wizard will open.

3. Select the table or query on which you want the form to be based.

4. Select each field you want to include in the form and choose the > button for each one. This will move the fields to the Selected Fields list.

5. Select Next to continue.

6. Select the layout you want to use for your form and choose Next.

7. Enter a title for the form and choose Finish.

Converting a Form for Printing

The process for converting a form so you can print it as a report is relatively easy.

Open the report and review it to make sure that it appears as you want it to before printing. When you are ready, click Report Under Objects under Database and select the report.           

1. Open the database and its relevant form.

2. Select the File tab and choose Save As.

3. Select Save Object As.

4. Go to the section called Save the current database object and select Save Object As.

5. Select Save As. Enter the name for the report under Save ‘Campaign List Subform’ to in the pop-up window.

6. Change As from Form to Report.

7. Select OK to save the form as a report.

Converting a Form to a Report That Can Be Modified

Converting a form to a report that you can modify is only slightly more complicated because you have to be aware of what view you are in when you save the report.

1. Open the database that contains the form you want to use. 

2. Right-click on the form you want to convert and click Design View. 

3. Go File > Save As > Save Object As.

4. Select Save Object As and choose Save As.

5. Enter the name for the report in the pop-up window and choose Report in the As box.

6. Select OK.

Now you can make adjustments to the report without starting from scratch or saving a new version of the form. If you think that the new look should become the permanent look, you can update the form to match the changes that you made to the report.