How to Create a Report in Salesforce (2026 Guide)
Salesforce reports turn raw CRM data into something you can actually use, pipeline forecasts, lead source breakdowns, activity rollups by rep. The Lightning Experience report builder handles four formats (tabular, summary, matrix, and joined) and ships in every paid edition. Reports can be saved to folders, scheduled via email, and used as the source for dashboards.
Here’s how to build one.
1. Open the Report Builder
- Click the Reports tab. If you don’t see it, click the App Launcher (the nine-dot grid in the top-left), search for “Reports,” and open it.
- Click New Report in the top-right.
- The Choose Report Type dialog opens. Browse the categories on the left (Accounts & Contacts, Opportunities, Leads, Cases, Activities, Custom Reports) or use the search bar.
- Select a report type, for example, Opportunities or Leads with Converted Lead Information: and click Start Report.
The report type controls which objects and fields are available. You can’t change the type after creation, so pick carefully. If nothing fits, ask an admin to create a custom report type from Setup > Report Types.
2. Add Columns, Filters, and Groupings
The report builder has three main panels: Outline, Filters, and the preview on the right.
Add columns
- In the Outline panel, the left rail shows all fields available for the report type.
- Drag fields into the Columns section, or double-click them to add. Common picks: Account Name, Amount, Stage, Close Date, Owner.
- Reorder by dragging. Remove a column by clicking the X next to its name.
Add filters
- Click the Filters panel.
- Default filters depend on the report type, for opportunities, you’ll see Show Me (all opps, my opps, my team’s opps), Close Date, and Opportunity Status. Adjust these first.
- Click Add filter to add field-level filters. Pick a field, an operator (equals, contains, greater than), and a value. Example:
Stage equals Closed Won. - Use Filter Logic at the top of the panel to combine filters with AND/OR, for example,
(1 AND 2) OR 3.
Group rows and columns
Groupings change the report format:
- Drag a field into Group Rows in the Outline panel, the report becomes a summary report.
- Drag fields into both Group Rows and Group Columns: the report becomes a matrix report (good for crosstabs like Stage by Owner).
- Leave both empty, the report stays a tabular report (a flat list, fastest to render but can’t be used in most dashboard charts).
To create a joined report (which combines data from multiple report types into blocks), click the dropdown arrow next to Report in the top-left of the builder and select Joined Report. Each block has its own filters and columns.
3. Add Summary Formulas and Buckets
Two builder features that turn a basic report into something you’d actually share in a meeting:
Summary formulas
- In the Outline panel, click the down arrow next to Columns and select Add Summary Formula.
- Give the formula a name (e.g., “Win Rate”) and choose a format (Number, Currency, Percent).
- Build the formula using fields and operators, for example,
WON:SUM / CLOSED:SUMfor win rate. - Choose where the formula displays (Grand Total Only, All Summary Levels, or Specific Groups).
- Click Apply.
Buckets
Bucket fields let you group values without changing the underlying data. Useful for grouping states into regions, or amounts into tiers.
- Click the down arrow next to a column and select Bucket This Column.
- Name the bucket field, then create buckets by selecting values and grouping them, e.g., move CA, OR, WA into a “West” bucket.
- Click Apply.
4. Save, Share, and Schedule
Save the report
- Click Save & Run in the top-right.
- Enter a Report Name and Description.
- Choose a Folder. Reports saved to Private Reports are visible only to you. Save to a shared folder if you want others to access it.
- Click Save.
Share via folder
Folder access controls who can see, edit, or manage the report.
- From the Reports tab, click All Folders.
- Hover over a folder, click the dropdown arrow, and select Share.
- Add users, roles, public groups, or territories. Assign one of three access levels: Viewer (read), Editor (edit), or Manager (delete and share).
- Click Done.
Schedule email delivery
- Open the report and click the dropdown arrow next to Edit.
- Select Subscribe.
- Set the Frequency (daily, weekly, monthly), the day, and the time.
- Choose Recipients: you can include yourself, other users, roles, or groups.
- Optionally enable Send Notification with conditions (e.g., only email when row count exceeds 50).
- Click Save.
Subscribers receive an email with the report attached or linked. They need access to the report folder to view the full results.
Quick Reference: Report Formats
| Format | Best for | Can be used in dashboard charts? | Supports groupings? |
|---|---|---|---|
| Tabular | Simple lists, exports | Limited (only as a table component, with row limit) | No |
| Summary | Most common: totals by group | Yes | Rows only |
| Matrix | Crosstabs (e.g., Stage x Owner) | Yes | Rows and columns |
| Joined | Comparing data from different report types side by side | Yes | Per-block |
Edition Gating
Reports are available in every paid Salesforce edition. A few feature differences worth knowing:
- Custom report types: All editions except Essentials.
- Joined reports: All editions except Essentials.
- Bucket fields: All editions.
- Report subscriptions: All editions; conditional subscriptions are available in all editions but capped on number of subscriptions per user.
- Historical trending reports: Enterprise, Performance, Unlimited, and Developer editions.
Check Setup > Company Information if you’re not sure which edition you’re on.
Which Method Should You Use?
- Quick list of records? Tabular report, fastest to build, exports cleanly to Excel.
- Pipeline by stage, leads by source, cases by priority? Summary report.
- Two-axis breakdown (e.g., revenue by region by quarter)? Matrix report.
- Comparing different objects (e.g., open opportunities next to closed cases for the same account)? Joined report.
- Need to email the report on a schedule? Build any format, then use Subscribe to deliver it daily, weekly, or monthly.
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