MS Access 2003 - Lesson 27: Printing information for objects

Access allows you to print the layout of tables or any database objects you have specified (such as queries, forms, macros). Doing this uses a feature that Access calls Documenter. To print a report sort, select the Analyze option from the Tools menu. Access displays a submenu and from there select Documenter. Access displays the Documenter dialog box as shown in Figure 1.

MS Access 2003 - Lesson 27: Printing information for objects Picture 1
Figure 1: Documenter dialog box

If you have an object selected before you select Documenter, the type of object you selected modifies the Documenter dialog tab that Access displays. However, you can define another object, just click on the appropriate tab. Access displays the defined object according to the category you select.

Next, check the boxes next to objects or objects for which you want a printed report. For example, if you want to have a report layout for the Business Customers table (Figure 1), you should make sure the check box to the left of the Business Customers object is checked. Then, click your mouse on the Options button. Access displays the Print Table Definition dialog box as shown in Figure 2.

MS Access 2003 - Lesson 27: Printing information for objects Picture 2
Figure 2: Print Table dialog box Definition.

The Print Table Definition dialog box allows you to define parts of the definition table that you want Access to print. In the first section, determine the attribute table you want Access to include the print data. The next two sections allow you to specify the level of detail for fields and indexes. (Indexes are a form of keys for tables. They are not commonly used, except for specialized databases. You create indexes when designing tables.) Make adjustments if necessary. set and then click your mouse on the OK button.

Click your mouse on the OK button in the Documenter dialog box. Access checks the table (or the database objects you selected) and gives a print definition. After a short time, Access displays the printed data on the screen as shown in Figure 3.

MS Access 2003 - Lesson 27: Printing information for objects Picture 3
Figure 3: Print Definition for a table.

Before printing the definition from the printer, Access gives you a chance to view it on the screen. This view is print preview (preview before printing); It allows you to make sure everything is fine before printing. Notice that Access reduces the number of tools on the toolbar at the top of the screen. There are only a few tools that you often use the following show:

1. Print : This tool displays the Print dialog box, with the goal of reports sent to the printer.
2. Zoom : There are two zoom tools. A tool that looks like a magnifying glass; it alternates between close-up viewing and the entire print page. Another tool is a percentage tool; It allows you to specify a specific percentage for exaggeration.
3. Pages Per Screen . This category has 3 tools, called One Page, Two Pages, and Multiple Pages. These 3 tools allow you to determine how many print pages are displayed on the screen at the same time.
4. Close Window . This tool cancels the report printing and returns to the Database window.

For more information about the Zoom tool, you can use the mouse to zoom in or zoom out. Notice that when you move it on the printed page, the mouse pointer appears as a magnifying glass. If you click the mouse, Access displays alternate close-up or full-page views. When you see the report (Figure 3), it is in close-up mode. If you want to see the whole page, just click your mouse on the printed page. The screen appears as shown in Figure 4.

MS Access 2003 - Lesson 27: Printing information for objects Picture 4
Figure 4: View the entire page

If you use the mouse pointer to click on the printed page again, you will see the page viewed in close-up at the cursor where you clicked.

When you are ready to print, click your mouse on the Print tool. In turn, Access prints the report from the default printer. Instead, if you want to close the print data, just click your mouse on the Close tool.