If you’ve ever been asked “How many deals closed this quarter?” or “Which accounts haven’t been contacted in 60 days?” — you already understand why creating Reports in Salesforce is one of the most valuable skills you can develop on the platform.
Salesforce stores enormous amounts of business data. But raw data sitting in records is just noise. Reports transform that noise into actionable insight. Whether you’re a Salesforce Admin trying to support your sales team, a job seeker building your portfolio, or an intermediate user looking to level up — mastering the report builder is non-negotiable.
The good news? With the Lightning Experience Report Builder, creating professional, data-rich reports is far more intuitive than it used to be. In this guide, you’ll learn exactly how it works — from scratch.
What Is the Salesforce Lightning Report Builder?
The Lightning Report Builder is Salesforce’s drag-and-drop interface for building, customizing, and running reports. It replaced the older Classic report builder and brought with it a cleaner layout, a live preview panel, and smarter filtering tools.
Think of it as a visual query engine. You pick the data you want to look at (report type), define which fields to show (columns), narrow down the results (filters), and arrange everything into a structured format (outline/grouping). Once done, you run the report and get a structured, shareable view of your data.
Knowing how to use this tool is also a core requirement for the Salesforce Administrator certification — so if you’re working toward that milestone, pay close attention.
Understanding Report Types: The Foundation of Every Salesforce Report
Before you build anything, you need to choose a report type. This is the single most important decision you’ll make when creating reports in Salesforce, because it determines:
- Which Salesforce object (or objects) your report pulls data from
- Which fields are available for use as columns or filters
- Whether related objects are included (e.g., Accounts with their related Contacts)
Salesforce provides dozens of standard report types out of the box — Accounts, Opportunities, Cases, Leads, and more. If you can’t find the right one, you can also create custom report types to combine multiple related objects.
Pro tip: Since the Spring ’24 release, you can filter the report type selection screen by specific Salesforce objects or fields, saving you from hunting through a long list.
The 4 Salesforce Report Formats — and When to Use Each
Once you’ve selected a report type, you’ll also choose a report format. These are the four formats available when creating reports in Salesforce:
1. Tabular Reports
The simplest format — just rows and columns, like a spreadsheet. Use this when you need a flat list of records without any grouping. Great for exporting data or creating simple contact lists.
2. Summary Reports
This is the most commonly used format. Summary reports group records by a field (for example, grouping opportunities by stage or region) and show subtotals for each group. If you need to answer “how many?” or “how much?” by category — this is your go-to.
3. Matrix Reports
Matrix Reports is a more advanced format that groups data both by rows and columns — similar to a pivot table in Excel. Ideal for comparing data across two dimensions, like total revenue by product and by quarter.
4. Joined Reports
The most powerful and complex format. Joined reports let you combine data from multiple report types into a single view, with different “blocks” of data side by side. Useful when you need to compare related but separate datasets in one place.
Step-by-Step: Creating Reports in Salesforce Using the Lightning Report Builder
Let’s walk through the actual process of building a report from start to finish.
Step 1: Navigate to the Reports Tab
From your Salesforce app, click the App Launcher (the nine-dot grid icon in the top-left corner) and search for “Reports.” Click the Reports tab to open your reports list.
Step 2: Click "New Report"
Hit the New Report button in the top-right corner. This launches the report type selection screen.
Step 3: Choose Your Report Type
Browse or search for a report type. For example, select Accounts if you want to pull account-level data. Click Start Report (or Continue, depending on your Salesforce version) to open the report builder.
Step 4: Explore the Report Builder Interface
The report builder is split into two main areas:
- Left panel — contains the Outline tab, Filters tab, and the collapsible Fields panel
- Right panel — shows a live preview of your report data
Here’s what each section in the left panel does:
The Outline Tab This is where you structure your report. Add fields as columns, group rows for Summary or Matrix reports, and arrange your data layout. You can drag fields from the Fields panel directly into the Outline tab, or use the search bar to find and add a field quickly.
The Filters Tab The Filters tab is where you control exactly what records appear in your report. Every report starts with standard filters (typically a “Show Me” filter and a Date filter). From there, you can add:
- Field Filters — filter by any field in the report type (e.g., “Stage equals Closed Won”)
- Cross Filters — include or exclude records based on the presence or absence of related child records (e.g., Accounts without related Opportunities)
- Row Limit Filters — cap the number of rows returned, useful for “Top 10” style reports
- Filter Logic — combine multiple filters using AND / OR conditions for precision targeting
The Fields Panel The Fields panel (toggle it open with the arrow on the left side) lists every available field for your report type. You can search by field name or even by field type — text, date, numeric, checkbox, and more.
Step 5: Add Columns and Groupings
On the Outline tab, add the fields you want to display as columns. If you’re building a Summary report, drag a field into the “Group Rows By” section to create groupings and subtotals.
Step 6: Apply Filters
Switch to the Filters tab and set your conditions. For example, if you only want to see Accounts in a specific industry, add a field filter for “Industry equals Technology.”
Step 7: Preview and Run
The report builder shows a live preview as you make changes. You can toggle Update Preview Automatically on if you want real-time updates, or manually refresh as needed. When you’re satisfied, click Run to execute the full report.
Step 8: Save Your Report
Before running or after, click Save. Give your report a meaningful name, choose a folder, and save. Well-organized report folders make it much easier to manage reports across teams.
How to Edit an Existing Salesforce Report
Once a report is saved, you can always refine it later. From the report run page, click the Edit button to re-enter the Lightning Report Builder. From there, you can:
- Add or remove fields
- Change groupings
- Modify filters (and as of recent releases, you can now change the filter field without deleting and recreating the entire filter — a huge time-saver)
- Rearrange multiple columns at once using drag-and-drop
This flexibility makes Salesforce reports living documents that evolve alongside your business needs.
Common Mistakes Beginners Make When Creating Reports in Salesforce
Avoid these pitfalls, especially if you’re preparing for the Admin certification or a job interview:
Choosing the wrong report type — If a key field is missing from your report, it’s almost always because the report type doesn’t include that object or field. Double-check your report type selection before going further.
Skipping the “Show Me” filter — The default “Show Me” filter often limits results to records you own. If your report looks empty, expand this filter to “All Accounts” (or equivalent) to see full results.
Not using filter logic — Multiple filters default to AND logic. If you need OR conditions, always add filter logic manually to avoid accidentally missing records.
Forgetting to save — The report builder doesn’t auto-save. Make it a habit to save regularly, especially when working on complex reports.
Not grouping for Summary/Matrix — If you choose a Summary report format but forget to add a group-by field, the report won’t behave correctly. Always pair the format with the right Outline configuration.
Why Salesforce Reporting Matters More Than Ever in 2026 and Beyond
Salesforce has been investing heavily in its analytics layer. With the rise of CRM Analytics (formerly Tableau CRM), the introduction of a unified Analytics Home tab, and the continuous improvements to the Lightning Report Builder — reporting is no longer just an admin utility. It’s a core business function.
Companies are increasingly looking for Salesforce professionals who don’t just configure the system, but can also interpret data, build meaningful reports, and translate insights into decisions. That’s a differentiator in the job market.
If you’re targeting a Salesforce Admin, Business Analyst, or even a Developer role at an MNC, being confident with report building is one of the first things interviewers will probe. Real-world scenarios like “build a report showing all open opportunities by account and stage” are common in technical interviews.
Actionable Tips to Strengthen Your Salesforce Reporting Skills
- Practice with Trailhead Playgrounds — Salesforce provides free, pre-configured orgs for practice. Use them to build reports without touching production data.
- Explore all four report formats — Build one of each type so you understand their differences firsthand.
- Recreate real business scenarios — Simulate reports like “Open Cases by Priority” or “Revenue by Product Line” to build portfolio-ready work.
- Use cross-filters — They’re underused by beginners but frequently tested in the Admin exam. Practice WITH and WITHOUT filter patterns.
- Add report charts — A well-chosen chart (bar, donut, line) turns a good report into a great one that stakeholders actually engage with.
Take Your Salesforce Skills Further with Hands-On Training
Reading about Salesforce reporting is a solid start — but nothing replaces actually building reports in a real Salesforce environment.
If you’re serious about becoming job-ready as a Salesforce Admin, the next step is structured, project-based learning. The Salesforce Admin certification course at MyTutorialRack is built exactly for that. You’ll get:
- Hands-on training across all key Admin topics — including reports, dashboards, security, automation, and more
- Real-world projects that you can showcase during interviews
- Job-ready skills taught the way the industry actually uses them — not just theory, but practical application
Whether you’re starting from scratch or filling in gaps before your exam, this course is designed to take you from beginner to certified, confidently. Check it out and take the next step in your Salesforce journey.
Conclusion
Creating reports in Salesforce is one of those skills that pays dividends at every stage of your Career whether you’re completing a Trailhead badge, preparing for the Admin exam, or answering a data question from your manager on the spot. The Lightning Report Builder makes the process approachable, even for beginners, and its depth means there’s always something new to learn as your needs grow.
Start simple. Build an Accounts report. Add a filter. Group your data. Run it. Then build the next one. Every report you create brings you one step closer to being the person in the room who actually knows what the data is saying.
