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<TITLE>Ch 7 -- Producing Output</TITLE>
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<H2><FONT COLOR="#000077">Microsoft® Access 97 Quick Reference</FONT></H2>
<P>
<H1 ALIGN="CENTER"><FONT COLOR="#000077">- 7 -<BR>
Producing Output</FONT></H1>
<P>Access provides several methods of producing output for your data. After you preview
your data and adjust the page setup options as necessary, you can send the data directly
to a printer. You can print a <I>table</I>, <I>query</I>, <I>form</I>, or <I>report</I>,
or portions thereof. You can create a special type of report, mailing labels, and
you can merge your data to Microsoft Word.</P>
<P>In addition, you can fax or e-mail your data from Access, or publish your Access
forms or reports on the Web.
<H2><FONT COLOR="#000077"><B>Mail Labels: Create in Report</B></FONT></H2>
<P>A mailing<I> label</I> is a special type of report formatted to repeat across
or down a page. You have control over the contents of your mailing label through
the placement of <I>bound</I> controls displaying your <I>field</I> data, text labels,
graphics, and so on. You can also control the size of the labels and their repetition
pattern.</P>
<P>Through the use of queries, you can specify which records will have labels printed
for them. The Label Wizard makes it particularly easy to create mailing labels.
<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
<DL>
<DD><B>1.</B> Click the Reports tab in the <I>Database window</I>; then choose <U>N</U>ew.
Click Label Wizard in the New Report <I>dialog box</I>. Select the table or query
that will supply the data for the labels in the Select Table or Query drop-down <I>list
box</I>; then choose OK.
<P>
<DD><B>2.</B> Select the standard Avery label you want, or choose Customize and specify
the label size and type; then choose <U>N</U>ext.
<P>
<DD>To create a custom size label, choose Customize and enter the size and page setup
specification.
<P>
<DD><B>3.</B> Select the font, size, and color of your text, then choose <U>N</U>ext.
<P>
<DD><B>4.</B> Create a prototype label by double-clicking any desired fields from
the Available Fields list box to the Prototype Label <I>text box</I>. Type any text
you want to appear on the label (spaces, commas, and so on), then press Enter to
start a new line. To delete a field, select it and press Delete. When your prototype
label is complete, choose <U>N</U>ext.
<P>
<DD><B>5.</B> Select the fields you want to sort your records, with the top field
being the primary sort <I>key</I>.
<P>
<DD><B>6.</B> ame your label report in the last step of the wizard, then preview
it and save it to disk.<BR>
If you select the Modify the Label Design <I>option button</I>, then your label opens
up in Report <I>Design View</I>.
</DL>
<BLOCKQUOTE>
<P>
<HR>
<FONT COLOR="#000077"><B>TIP:</B></FONT> You can sort by any field in your underlying
table or query, even those that do not appear on your prototype label.
<HR>
</BLOCKQUOTE>
<H2><FONT COLOR="#000077"><B>Mail Merge to Word</B></FONT></H2>
<P>If one of your tables or queries contains client data, you might want to send
a letter to everyone in the list. If you have Microsoft Word installed, you can personalize
each letter.
<BLOCKQUOTE>
<P>
<HR>
<FONT COLOR="#000077"><B>TIP:</B></FONT> Create a query to be the source of your
mail merges. You can then modify the criteria every time you send a letter (when
an address changes, you have a new client, or your printer mangled the first copy).
See "Query: Create with Design View" in the Queries and Filters part of
the book.
<HR>
</BLOCKQUOTE>
<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
<DL>
<DD><B>1.</B> Select the <I>query</I> (or <I>table</I>) in the <I>Database window</I>
and choose <U>M</U>erge It with MS Word from the Office Links button's drop-down
list.<BR>
<BR>
<B>2.</B> In the first step of the wizard, you can link to an existing document or
create a new Word document. If you choose link to an existing document, Access will
ask you for the document's location. <BR>
<BR>
<B>3.</B> After you make your choices for the Word document, you will enter Microsoft
Word, and the Mail Merge toolbar appears. Move to the location where you want an
Access <I>field</I>, click the Insert <I>Merge Field</I> button, and choose the Access
field. Type spaces, commas, and any additional text in your letter.<BR>
<BR>
<B>4.</B> Save the letter and click the Merge to New Document (to preview all letters)
or Merge to Printer buttons on the Mail Merge toolbar. <B><BR>
<BR>
5.</B> When finished, close the Word application.
</DL>
<BLOCKQUOTE>
<P>
<HR>
<FONT COLOR="#000077"><B>NOTE:</B></FONT> If you Merge to New Document, Word creates
a temporary document titled <TT>FormLetters1</TT> with the results of the merge.
You do not need to save this document when you exit Word. You should, however, save
your document with the merge field codes.
<HR>
</BLOCKQUOTE>
<H2><FONT COLOR="#000077"><B>Mail or Sending Data</B></FONT></H2>
<P>You can send Access tables, queries, or reports through electronic mail instead
of printing and mailing through the post office. To send Access data through electronic
mail, you need to use either Microsoft Exchange (or another mail system compatible
with MAPI--Messaging Application Program Interface) or Lotus cc:Mail (or another
mail system compatible with VIM--Vendor Independent Messaging). For additional information,
search on "electronic mail" in Microsoft Access Help.
<BLOCKQUOTE>
<P>
<HR>
<FONT COLOR="#000077"><B>NOTE:</B></FONT> To perform this procedure, you must have
already installed electronic mail software.
<HR>
</BLOCKQUOTE>
<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
<DL>
<DD><B>1.</B> Select the <I>object</I> you want to send: a <I>table</I>, <I>query</I>,
<I>form</I>, or <I>report</I> in the <I>Database window</I>, or select any portion
of a datasheet in <I>Datasheet View</I>.
<P><B>2.</B> Choose <U>F</U>ile, Se<U>n</U>d. <B><BR>
<BR>
3.</B> In the Se<U>n</U>d <I>dialog box</I>, select the format of the data that will
be attached to your message; then choose OK. Access opens a mail form with your data
attached.<BR>
<BR>
<B>4.</B> Fill in your message form, and send your message.
</DL>
<BLOCKQUOTE>
<P>
<HR>
<FONT COLOR="#000077"><B>NOTE:</B></FONT> Depending on your Access object (table,
query, form, or report), Access allows data to be sent as <I>HTML</I>, ActiveX (.ASP),
Excel (.XLS), IIS (.HTX or .IDC), MS-DOS text (.TXT), or Rich Text Format (.RTF)
files.
<HR>
</BLOCKQUOTE>
<H2><FONT COLOR="#000077"><B>Page Break: Insert in Report</B></FONT></H2>
<P>If you want your page to break in the middle of a section, you can insert a page
break <I>control</I> on the report. For example, if you have two subreports, you
might want to insert a page break between them.
<BLOCKQUOTE>
<P>
<HR>
<FONT COLOR="#000077"><B>NOTE:</B></FONT> You can also use this same procedure to
insert a page break in Form Design View if you print your forms.
<HR>
</BLOCKQUOTE>
<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
<DL>
<DD><B>1.</B> Open the report in <I>Design View</I>.
<P>
<DD><B>2.</B> Click the Page Break button on the <I>Toolbox</I>.
<P>
<DD><B>3.</B> Click the location on the report design to set the page break. The
page break control appears as a small dotted line in your document.
</DL>
<P>To remove the page break, select the page break control and press Delete.
<BLOCKQUOTE>
<P>
<HR>
<FONT COLOR="#000077"><B>NOTE:</B></FONT> You can also set page breaks with the properties
of the <I>sections</I> on your report. Open the report in Design View and double-click
the gray bars indicating the detail section or a <I>group</I> header or footer. In
the <I>Property</I> sheet, move to the Force New Page property (on the Format tab)
and choose to create a page break Before Section, After Section, Before & After,
or None to let pages break at the end of a full page.<BR>
<BR>
To try to avoid a page break within sections, change the Keep Together property to
Yes. To try to keep all sections (header, footer, and detail) relating to one group
together on a page, click the Sorting and Grouping button and change the Keep Together
Grouping property to Yes. Access will try to place page breaks to keep a group together.
However, if the group is larger than one page, it won't be able to. In this case,
choose With First Detail to at least keep the group header with the first <I>record</I>.
<HR>
</BLOCKQUOTE>
<H2><FONT COLOR="#000077"><B>Page Numbers: Insert in Report</B></FONT></H2>
<P>For long reports, you will want Access to place page numbers on your <I>report</I>.
This is especially true if you are handing out the report to various people and everyone
needs to refer to specific pages.
<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
<DL>
<DD><B>1.</B> Open the report in <I>Design View</I> and choose <U>I</U>nsert, Page
N<U>u</U>mbers.
<P>
<DD><B>2.</B> In the Format section, click Page <U>N</U> to add the word <TT>Page</TT>
followed by a page number. If you want to include the total number of pages, click
Page N of <U>M</U>.
<P>
<DD><B>3.</B> In the Position section indicate if you want to put the page number
in the header or footer, and in the <U>A</U>lignment section indicate if you want
the page numbers left, centered, or right aligned. You can also choose inside or
outside pages (for facing page bound documents).
<P>
<DD><B>4.</B> If you want to include the page number on the first page, check <U>S</U>how
Number on First Page. When finished with your selections, choose OK.
</DL>
<P>Access places a <I>text box</I> with the appropriate <I>expression</I> on your
report. The <TT>[Page]</TT> <I>code</I> indicates the page number. <TT>[Pages]</TT>
indicates total number of pages. Additional text is enclosed in quotes such as <TT>"Page"</TT>.
The <I>Control</I> Source <I>property</I> of the text box shows this expression (and
you can press Shift+F2 to see a long expression). To remove the page numbers, click
the text box and press Delete.
<H2><FONT COLOR="#000077"><B>Page Setup: Print Data Only</B></FONT></H2>
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