Did you want: Working with Databases: Access 2007, 2010, 2013, 2016
Printing objects like datasheets, forms, reports, and data access pages can be frustrating if you are not aware of the limitations of your printer, the limitations of your computer, and each object's printing characteristics.
Know Your Printer!
Printers vary a lot in what they can do and how fast they can do it. All have limits.
Capacity: Printers designed for home/light use may have mechanical problems when asked to print large numbers of pages.
Speed: Some printers are much faster than others. The more pages you are printing at once, the more important speed issues become.
Color: Don't expect to see your pretty colors if the printer only has black ink or toner! Test to be sure that the different colors on the screen will print as different shades of gray. Otherwise, parts of your document may be invisible, having blended into the background or into each other.
Project 2: Access Basics
Know Your Computer!
Access databases can get quite large. The more records there are and the larger each record is, the more computing capacity you need for Access to be able to print large numbers of records.
What You Get When You Print
Print Button : Automatically prints all pages/records with default settings.
Print Dialog:| Offers choices for what to print: All, Selected pages or Selected records. The selection must be adjacent pages/records. No skipping around!
You have very little control over how a datasheet prints. You can size the column widths and row heights in the datasheet. You can choose portrait or landscape orientation for the paper. That's it. You cannot make changes to the page header and footer.
The choices you made for printing a datasheet are NOT remembered. You must make your changes every time you print the datasheet.
Illustration: In this print-out the records are two pages
wide. The memo and text fields are too narrow to show all of the text. You
would have to tape the pages together to match up all of the fields for a
Forms: Be careful
Forms normally print with as many records on a page as will fit. A record may be split between pages. If a form is too wide for the paper, the remainder prints on another page.
It is often useful to create a separate, similar form for printing, or to print from a report instead.
Illustration: Printing included the background color. Form
does not fit neatly onto the paper. A second page prints with what would
Reports: It's what they are for!
A report can be designed to look like a datasheet or a form.
Using a report is the only way to print calculations like totals and averages for the whole report along with the records.
Illustration: Shows the print-out of the first page of an AutoReport.
Data Access Pages: One at a time
Illustration: Only one record will print. Each record is on a separate web page so the browser's Print command will only print the page that is displayed at the moment.
Common Printing Issues
Problem: Blank or nearly blank pages
Cause: A form, report, or data access page may be sized nicely for the screen and yet be wider than the printable area of the paper. This forces another page in order to print the leftover part. Such a page may be blank or show just part of a control or section.
In the example there is a narrow band of the background color on a page that is otherwise blank. If the background color had been white, it would have looked like a random blank page. So confusing!
Problem: Data is cut off
Cause: A datasheet cell or a control on a form, report, or data access page is too small to show all of the data.
A memo type of field can easily have more text than shows in a control. On a form or data access page you can scroll to see the hidden portion. When printed, however, the hidden part stays hidden unless you make some smart choices.
Solutions for a datasheet:
Solutions for a form, report, or data access page:
Problem: How to print certain records or certain pages instead of all
Difficulty: Clicking the Print button prints all pages/all records.
Remember, a data access page shows only one record at a time and therefore can print only one record at a time.
~~ 1 Cor. 10:31 ...whatever you do, do it all for the glory of God. ~~