ch07.htm

Microsoft_Access_97_Quick_Reference.zip

			<P>If you have a pre-printed <I>form</I>, you can design an Access form to print
			in the fill-in areas. When you print, you can choose to have Access print only the
			data.
			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1.</B> Open the form in <I>Design View</I>. <BR>
				<BR>
				<B>2.</B> Choose <U>F</U>ile, Page Set<U>u</U>p, and click the Margins tab in the
				Page Setup <I>dialog box</I>. <BR>
				<BR>
				<B>3.</B> Check the Print Data Onl_y <I>check box</I> and choose OK.
			</DL>
			<P>Now when you print all the records or one <I>record</I> (see &quot;Print Forms&quot;
			and &quot;Print One Record from Form&quot;), Access will only print the data and
			not the labels for the fields.
			<H2><FONT COLOR="#000077"><B>Page Setup: Setting Margins</B></FONT></H2>
			<P>By default, Access prints with one-inch margins at the top and bottom, and left
			and right sides of the document. You can use the Page Setup dialog box to change
			these margins, if necessary. If your document is small, for example, you can increase
			the margins. If the document is slightly bigger than the page, you might want to
			decrease the margins.
			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1.</B> From Design View in a <I>table</I>, <I>query</I>, form, or <I>report</I>,
				choose <U>F</U>ile, Page Set<U>u</U>p; then click the Margins tab. <B><BR>
				<BR>
				2.</B> In the <U>T</U>op, <U>L</U>eft, <U>B</U>ottom, and <U>R</U>ight <I>text boxes</I>,
				specify the margins you want in inches. Then choose OK.
			</DL>
			<P>Access saves the page setup information with the design of the <I>object</I>.
			You might also need to change the size of columns in a table or query to fit everything
			on a page. (See also &quot;Width of Column&quot; in the Database Essentials part
			of this book.) In a form or report, you might need to drag the right edge of the
			work area in Design View to change the printed width area.
			<H2><FONT COLOR="#000077"><B>Page Setup: Setting the Orientation</B></FONT></H2>
			<P>If the document you want to print is wider than it is tall, you can switch to
			a landscape orientation when you print. Choose Landscape orientation to print the
			document across the long edge of the page. Use Portrait orientation (the default)
			to print across the short edge of the page.
			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1.</B> Choose <U>F</U>ile, Page Set<U>u</U>p; then click the Page tab. <B><BR>
				<BR>
				2.</B> In the Orientation area, select Port<U>r</U>ait or <U>L</U>andscape. <B><BR>
				<BR>
				3.</B> If you need to change the size of the paper (to Legal, for example) select
				the new size from the Si<U>z</U>e drop-down list. <BR>
				<BR>
				<B>4.</B> If you need to select another paper tray, select it from the <U>S</U>ource
				drop-down list. When finished adjusting settings, choose OK.
			</DL>
			<H2><FONT COLOR="#000077"><B>Print Forms</B></FONT></H2>
			<P>Although reports are the primary <I>object</I> for printing, you can also print
			information on forms. You can print one <I>record</I> (see &quot;Print One Record
			From Form&quot;) or the entire <I>data source</I>. Depending on your starting location,
			you can print the Form or <I>Datasheet View</I>.
			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1.</B> From the <I>Database window</I>, right-click a <I>form</I> name and
				choose <U>P</U>rint to print the form or Print Pre<U>v</U>iew to go to preview first.
				<B><BR>
				<BR>
				2.</B> From Print Preview or <I>Form View</I>, click the Print button to print the
				form. <B><BR>
				<BR>
				3.</B> From Datasheet view of the form, click the Print button to print the datasheet.
			</DL>
			<H2><FONT COLOR="#000077"><B>Print Labels Using Dot Matrix Printers</B></FONT></H2>
			<P>Some people print labels to dot matrix printers using tractor-feed stock. The
			best way to do this is to create a printer file that contains the page setup appropriate
			for this task. If the paper is a predefined <I>label</I> stock, an easier alternative
			is to use the mailing labels feature. (See &quot;Mail Labels: Create in Report.&quot;)
			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1.</B> Click the Start button on the Taskbar, then choose <U>S</U>ettings,
				<U>P</U>rinters. <B><BR>
				<BR>
				2.</B> Right-click the printer you will use, then select the Properties command from
				the shortcut menu. <B><BR>
				<BR>
				3.</B> Click the Paper tab, and in the Paper Size section click the Custom icon.
				<B><BR>
				<BR>
				4.</B> Enter the size of your label in the User Defined Size <I>dialog box</I>. Double-click
				OK. The width measurement extends from the left edge of the leftmost label to the
				right edge of the rightmost label. The length is measured from the top of the first
				label to the top of the second.
			</DL>
			<P>A label layout is a report layout that has no header or footer, only a detail
			part. If you are creating a label from scratch, then choose <U>F</U>ile, Page Set<U>u</U>p
			to open the Page Setup dialog box to set the following:
			<UL>
				<LI>Set the Page tab to the Use Specific <U>P</U>rinter; the printer <U>S</U>ource
				to User-Defined Size; and the source for label stock to Tractor, Cassette, AutoSelect
				tray, or whatever is appropriate.
				<P>
				<LI>Set the Columns tab to S<U>a</U>me as Detail in the Column Size section.
				<P>
				<LI>For a layout with more than one label across, on the Columns tab, enter the following:
				the number of labels across in the Number of <U>C</U>olumns <I>text box</I>, the
				amount of space between the bottom of one label and the top of another in the Ro<U>w</U>
				Spacing text box, the space between the right edge of one label and the left edge
				of the next in the Col<U>u</U>mn Spacing text box, and specify whether the Column
				Layout is D<U>o</U>wn, Then Across or Across, The<U>n</U> Down.
			</UL>
			<H2><FONT COLOR="#000077"><B>Print One Record from Form</B></FONT></H2>
			<P>Sometimes you only want to get the details from one form's<I> record</I>. Perhaps
			you want to find missing information on a client or use the <I>form</I> for directions
			to a meeting. If you want to print only one record, use the record selector at the
			left edge of the form.


			<BLOCKQUOTE>
			<P>
<HR>
<FONT COLOR="#000077"><B>NOTE:</B></FONT> If the record selector is not available,
			you need to set the Form's Record Selectors <I>property</I> to Yes. To set this property,
			double click the Form/Report Selector in the upper-left corner of the form to open
			the Form property sheet, go to Record Selectors (on the Format tab) and choose Yes.
			
<HR>


			</BLOCKQUOTE>

			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1.</B> Open the form in <I>Form View</I>. <BR>
				<BR>
				<B>2.</B> Click the record selector on the left side of the form. <B><BR>
				3.</B> Choose <U>F</U>ile, <U>P</U>rint, Selected <U>R</U>ecord(s) and choose OK.
			</DL>
			<H2><FONT COLOR="#000077"><B>Print One Record from Form: Create Command Button</B></FONT></H2>
			<P>If you often print one record, consider adding a button on the form intead of
			using the procedure mentioned in &quot;Print one Record from Form.&quot;
			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1.</B> Open the form in <I>Design View</I>. Make sure the Control Wizards
				button is selected. <BR>
				<BR>
				<B>2.</B> Click the <I>Command Button</I> tool in the <I>Toolbox</I> and then click
				where you want the button to appear on the form. <B><BR>
				<BR>
				3.</B> In the Categories list choose Record Operations, and in the Actions list choose
				Print Record. <B><BR>
				<BR>
				4.</B> Follow the instructions on the next two steps on the Command Button Wizard
				<I>dialog box</I> to identify the button; then choose <U>F</U>inish.
			</DL>
			<P>Now when you are in Form View, you can click the command button you added to print
			just the current record.
			<H2><FONT COLOR="#000077"><B>Print Preview</B></FONT></H2>
			<P>The Print Preview mode provides a view of your datasheet, <I>form</I>, <I>query</I>,
			or <I>report</I> as it would print to your current printer. It is always a good idea
			to preview your printed output before printing to find if the report contains the
			wrong information or is not the desired format. Especially for large reports, you'll
			want to use Print Preview first to avoid killing a tree.
			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1.</B> Open a <I>table</I>, query, form, or report in either Design, Form,
				or Datasheet View. <B><BR>
				<BR>
				2.</B> Click the Print Preview button on the toolbar. <BR>
				<BR>
				<B>3.</B> Use the toolbar buttons to switch your preview view, and click the page
				to switch between multiple or zoomed view and single page 100 percent view.
			</DL>
			<P>If you preview a form from Design or <I>Form View</I>, your preview is in Form
			View. If you preview a form from the <I>Datasheet View</I>, then your preview is
			in Datasheet View. If you preview a form selected in the <I>Database window</I>,
			then the Default View <I>property</I> controls the view you see in Preview mode.
			To change the default view of the form, double-click the Form/Report Selector in
			Design View and choose an option in the Default View property.</P>
			<P>The following table shows you how to perform various tasks in the Print Preview
			view. 
			<TABLE BORDER="0">
				<TR ALIGN="LEFT" rowspan="1">
					<TD WIDTH="232" ALIGN="LEFT" VALIGN="TOP">
						<H4><FONT COLOR="#000077"> <B>Print Preview Tasks</B></FONT>
					</TD>
					<TD ALIGN="LEFT" VALIGN="TOP"></TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD WIDTH="232" ALIGN="LEFT" VALIGN="TOP"><B>To Do This</B></TD>
					<TD ALIGN="LEFT" VALIGN="TOP"><B>Press This</B></TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD WIDTH="232" ALIGN="LEFT" VALIGN="TOP">To open the Print dialog box</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">P or Ctrl+P</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD WIDTH="232" ALIGN="LEFT" VALIGN="TOP">To open the Page Setup dialog box</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">S</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD WIDTH="232" ALIGN="LEFT" VALIGN="TOP">To zoom in or out on a part of the page</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">Z</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD WIDTH="232" ALIGN="LEFT" VALIGN="TOP">To cancel Print Preview or Layout Preview</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">C or Esc</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD WIDTH="232" ALIGN="LEFT" VALIGN="TOP">To move to the page number box;</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">F5 then type the page number and press Enter</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD WIDTH="232" ALIGN="LEFT" VALIGN="TOP">To view the next page (when Fit To Window is selected)</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">Page Down or down arrow</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD WIDTH="232" ALIGN="LEFT" VALIGN="TOP">To view the previous page (when Fit To Window is selected)</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">Page Up or up arrow</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD WIDTH="232" ALIGN="LEFT" VALIGN="TOP">To scroll down in small increments</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">Down arrow</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD WIDTH="232" ALIGN="LEFT" VALIGN="TOP">To scroll down one full screen</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">Page Down</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD WIDTH="232" ALIGN="LEFT" VALIGN="TOP">To move to the bottom of the page</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">Ctrl+down arrow</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD WIDTH="232" ALIGN="LEFT" VALIGN="TOP">To scroll up in small increments</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">Up arrow</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD WIDTH="232" ALIGN="LEFT" VALIGN="TOP">To scroll up one full screen</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">Page Up</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD WIDTH="232" ALIGN="LEFT" VALIGN="TOP">To move to the top of the page</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">Ctrl+up arrow</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD WIDTH="232" ALIGN="LEFT" VALIGN="TOP">To scroll to the right in small</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">Right arrow</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD WIDTH="232" ALIGN="LEFT" VALIGN="TOP">increments</TD>
					<TD ALIGN="LEFT" VALIGN="TOP"></TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD WIDTH="232" ALIGN="LEFT" VALIGN="TOP">To move to the right edge of the page</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">End or Ctrl+Right arrow</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD WIDTH="232" ALIGN="LEFT" VALIGN="TOP">To move to the lower-right corner of the page</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">Ctrl+End</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD WIDTH="232" ALIGN="LEFT" VALIGN="TOP">To scroll to the left in small increments</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">Left arrow</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD WIDTH="232" ALIGN="LEFT" VALIGN="TOP">To move to the left edge of the page</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">Home or Ctrl+left arrow</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD WIDTH="232" ALIGN="LEFT" VALIGN="TOP">To move to the upper-left corner of the page</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">Ctrl+Home</TD>
				</TR>
			</TABLE>
The Layout Preview command on the View menu enables you to see some representative