Print a record, datasheet, or database object

ShowPrint the datasheet of a table, query, or form

  1. Open the table, query, or form in Datasheet view (Datasheet view: A view that displays data from a table, form, query, view, or stored procedure in a row-and-column format. In Datasheet view, you can edit fields, add and delete data, and search for data.), PivotTable view (PivotTable view: A view that summarizes and analyzes data in a datasheet or form. You can use different levels of detail or organize data by dragging the fields and items or by showing and hiding items in the drop-down lists for the fields.), or PivotChart view (PivotChart view: A view that shows a graphical analysis of data in a datasheet or form. You can see different levels of detail or specify the layout by dragging fields and items or by showing and hiding items in the drop-down lists for the fields.).
  2. Do one of the following:

Print the entire datasheet, or print the data in PivotTable view or PivotChart view

  1. If your datasheet contains a subdatasheet (subdatasheet: A datasheet that is nested within another datasheet and that contains data related or joined to the first datasheet.) that you also want to print, click the expand indicator (expand indicator: A button that is used to expand or collapse groups of records; it displays the plus (+) or minus (-) sign.) (+) to the left of each row whose subdatasheet you want to expand.

If you expand all subdatasheets (click Format, point to Subdatasheet, and then click Expand All), Access might return an unexpectedly large number of records. Don't print after expanding all subdatasheets unless you are certain that you want to print all of the resulting records.

  1. Do one of the following:
    • To change the settings in the Print dialog box before printing, click Print on the File menu, and then select the options you want.
    • To print immediately without changing the settings in the Print dialog box, click Print Button image on the toolbar.

Print only certain records in the datasheet

  1. Select the records you want to print.

ShowHow?

The following table lists mouse techniques for selecting data or records in Datasheet view (Datasheet view: A view that displays data from a table, form, query, view, or stored procedure in a row-and-column format. In Datasheet view, you can edit fields, add and delete data, and search for data.).

To select Click
Data in a field Where you want to start selecting and drag across the data.
An entire field The left edge of the field in a datasheet, where the pointer changes into Plus pointer.
Adjacent fields The left edge of a field and drag to extend the selection.
A column The field selector (field selector: A small box or bar that you click to select an entire column in a datasheet.).
Adjacent columns The field name at the top of the column and then drag to extend the selection.
A record The record selector (record selector: A small box or bar to the left of a record that you can click to select the entire record in Datasheet view and Form view.).
Multiple records The record selector of the first record, and then drag to extend the selection.
All records Select All Records on the Edit menu.
  1. On the File menu, click Print, and then click Selected Record(s).

ShowPrint a report

ShowPrint a form

ShowPrint an open form

  1. On the File menu, click Print.
  2. In the Print dialog box, select the printing options you want.

The output depends on the view in which the form is open, except in Design view. If the form is open in Design view, it prints in Form view.

ShowPrint a form from the Database window

  1. Click Forms Button image under Objects.
  2. Select the form you want to print.
  3. On the File menu, click Print.
  4. In the Print dialog box, select the printing options you want.

Microsoft Access prints the form in the view specified in the form's DefaultView property.

ShowPrint selected records in Form view or Datasheet view

ShowPrint a data access page

  1. Open a data access page (data access page: A Web page, published from Access, that has a connection to a database. In a data access page, you can view, add to, edit, and manipulate the data stored in the database. A page can also include data from other sources, such as Excel.) in Page view (Page view: An Access window in which you can browse the contents of a data access page. Pages have the same functionality in Page view as in Microsoft Internet Explorer 5.0 or later.) or in Microsoft Internet Explorer.
  2. Locate the record or records that you want to print. If necessary, click the expand indicator (expand indicator: A button that is used to expand or collapse groups of records; it displays the plus (+) or minus (-) sign.) (+) to expand or collapse any groups you do or do not want to print.
  3. On the File menu, click Print.

 Note   The data access page might contain a PivotTable list (PivotTable list: A Microsoft Office Web Component that is used to analyze data interactively on a Web page. Data displayed in a row and column format can be moved, filtered, sorted, and calculated in ways that are meaningful for your audience.) or Spreadsheet Component (Spreadsheet Component: A Microsoft Office Web Component that provides the interactive functionality of a spreadsheet on a Web page.You can enter data, add formulas and functions, apply filters, change formatting, and recalculate.), which has additional printing considerations. For more information, click Help Button image on the toolbar for the PivotTable list or spreadsheet.

ShowPrint a database object from a shortcut

After you create a shortcut for a table, query, form, or report, you can print the object directly from the shortcut icon.

ShowTip

You can quickly print from a shortcut by dragging the shortcut icon to a printer icon on the desktop or in the Printers folder.

 
 
Applies to:
Access 2003