Edit/Customize Birthday Report

Shelby Heard 0 Reputation points

Is it possible to edit/customize reports? For example, telephone numbers are not listed on the birthday report.

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4 answers

  1. AI answer

    Reports in these Microsoft templates and products can be customized, including adding or showing additional fields like telephone numbers, but the method depends on where the birthday report is built.

    If the birthday report is an Access report (for example, based on a Contacts database template):

    1. Open the report in Layout view or Design view so the structure can be edited.
    2. Use Add Existing Fields to add the phone field to the report:
      • On the Design tab, in the Tools group, select Add Existing Fields.
      • In the Field List, drag the telephone field onto the report where it should appear.
    3. Adjust layout as needed:
      • To change column width, select the new field and drag the left/right edge.
      • To change row height, drag the top/bottom edge.
    4. If a field is bound to the wrong source, select it, open the property sheet (F4), and change ControlSource to the correct phone field.

    If the birthday report is part of a Dynamics 365 Customer Engagement (on-premises) solution:

    1. Edit the report definition (for example, via the Report Wizard if it is a wizard-based report) and include the telephone field in the dataset and layout.
    2. After editing, test the report and then make it available to the organization.
    3. If the report is solution-aware and included in a solution, remember that if any component of the report set (report, subreport, category, display area, related record type) has been customized in the target environment, non-overwrite solution imports will not update that component.

    In all cases, telephone numbers can be included only if the underlying table/query or dataset already exposes the phone field; if not, the data source must first be updated to include that field.

    References:

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  2. Taki Ly (WICLOUD CORPORATION) 2,145 Reputation points • Microsoft External Staff • Moderator

    Hello @Shelby Heard ,

    Since your question is a bit general and doesn't specify which software you are using (but is tagged under Visual Basic for Applications), I assume you are generating this Birthday Report using either Microsoft Access or a custom Microsoft Excel macro.

    Below are the steps you could try to see if it fixes in both applications:

    Scenario 1: If you are using Microsoft Access

    In Access, the easiest way to add a missing column is by using the Layout View:

    1. Right-click your "Birthday Report" in the navigation pane and select Layout View.
    2. On the Ribbon under the Report Layout Design tab, click on Add Existing Fields to open the Field List pane.
    3. Find the Telephone field in the list, then simply drag and drop it onto your report (drop it right next to your existing columns). Access will automatically create a new column with the header and data properly aligned.
    4. Switch back to Report View to see your finalized report.

    (Note: If you don't see the Telephone field in the Field List, it means your report's underlying query doesn't include it. You must first open the Report's Record Source via Property Sheet, add the Telephone field to the query, and then it will appear in the Field List).

    Official Microsoft Guide: Modify, edit, or change a report

    Scenario 2: If you are using Microsoft Excel (via VBA Macro)

    If your report is being automatically generated by an Excel VBA script, you will need to edit the code directly:

    1. Press Alt + F11 to open the Visual Basic Editor.
    2. Locate the module containing the code that generates your birthday report.
    3. Look for the loop (usually a For or Do While loop) where data is being copied to the report sheet.
    4. Add a new line inside the loop to pull the telephone column.

    The following code snippet demonstrates what that modification might look like:

    For i = 2 To lastRow
 ' Existing code copying Name and Date of Birth
 wsReport.Cells(reportRow, 1).Value = wsData.Cells(i, 1).Value
 wsReport.Cells(reportRow, 2).Value = wsData.Cells(i, 2).Value
 ' ---> NEW LINE: Copy the Telephone number (Assuming it's in Column 3 / Column C)
 wsReport.Cells(reportRow, 3).Value = wsData.Cells(i, 3).Value
 reportRow = reportRow + 1
Next i

    (Note: If your source "Data" sheet does not originally have a Telephone column, you must first add that column to your raw data sheet and populate it with numbers before your VBA code can pull it into the final report).

    Could you please confirm which application (Access, Excel, or something else) your database is built on? If you can share a bit more detail, I'd be happy to give you more specific instructions! If you found my response helpful or informative, I would greatly appreciate it if you could follow this guide for your confirmation.

    Thank you.

    1. Taki Ly (WICLOUD CORPORATION) 2,145 Reputation points • Microsoft External Staff • Moderator

      Hi @Shelby Heard ,

      Have you seen my answer in this post? If you have any question, feel free to reach out. I'm happy to support you.

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  4. Asma Siddiqua 0 Reputation points

    Yes, the report can be customized if the underlying data source contains the telephone number field. Open the report in Design View or Layout View, add the phone number field to the report, and save the changes. If the telephone field is not available, you may need to update the report's data source first.

    1. Asma Siddiqua 0 Reputation points

      Yes, reports can be customized. If the telephone number field exists in the data source, you can add it to the birthday report by editing the report in Design View or Layout View and including the phone field in the report layout.

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