Edit/Customize Birthday Report

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.

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.