Accountancy Part ADatabase Management System for Accounting

To expect well-formatted printable data from the Access database, we…

To expect well-formatted printable data from the Access database, we may use:

Answer & explanation

Correct answer: option 4

The correct answer is Option (4) → Report

In MS-Access a Report is the object designed for printing: it lets the user choose the fields and control the layout and format of the printed output.

Option (1) Table — Incorrect. A table stores the data in rows and columns; printing it gives only the plain datasheet.

Option (2) Query — Incorrect. A query retrieves the data that meet given criteria; it does not format them for printing.

Option (3) Form — Incorrect. A form is used to enter and view data on screen, one record at a time.

Note: This question is from the pre-rationalised NCERT book. The topic is not there in the latest NCERT book (2026-27), but it is still in the CUET 2026 syllabus, so do not skip it.

NCERT (Pre-rationalised edition):
Creation of Reports in Microsoft Access – “… Information stored in a Table or Query can be easily printed while it is in Datasheet view. This can be done by using Print command given under Office Button on left hand top corner of the window. Even a Form view can be directly printed in similar manner. A Report is also used for the print purpose, though it allows for more flexibility in selecting the fields to print, and to have more control on the overall layout and format of the print output. The Report in Access is thus another object which is designed to print information from the database on to the screen, or to a file or directly to the printer.”