Print a database object

Print the datasheet of a table, query, or form

  1. Open the table, query, or form in Datasheet view, PivotTable view, or PivotChart view.
  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 that you also want to print, click the expand indicator (+) to the left of each row whose subdatasheet you want to expand.

      Caution   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.

    2. 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 on the toolbar. 

    Print only certain records in the datasheet

    1. Select the records you want to print.

      How?

      The following table lists mouse techniques for selecting data or records in Datasheet view.

      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 .
      Adjacent fields The left edge of a field and drag to extend the selection.
      A column The field selector.
      Adjacent columns The field name at the top of the column and then drag to extend the selection.
      A record The record selector.
      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.
       
    2. On the File menu, click Print, and then click Selected Record(s).

Print a report

  1. Do one of the following:

    Select the report in the Database window.

    Open the report in Design view, Print Preview, or Layout Preview.

  2. On the File menu, click Print.
  3. Enter the settings you want in the Print dialog box.

    Under Printer, specify a printer.

    Under Print Range, specify all pages or a range of pages.

    Under Copies, specify the number of copies and whether they should be collated.

 

Print a form

Print 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.

Print a form from the Database window

  1. Click Forms 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.

Print selected records in Form view or Datasheet view

  1. Open the form in Form view or Datasheet view.
  2. Select the records by clicking the record selector. To select multiple records, click the first record selector and drag through to the last record you want to print.

    Note   If the record selector is not visible, press SHIFT+SPACEBAR. If you're in Edit mode, press F2 before pressing SHIFT+SPACEBAR.

  3. On the File menu, click Print.
  4. In the Print dialog box under Print Range, click Selected Record(s).

Print a data access page

  1. Open a data access page in Page view or in Microsoft Internet Explorer.
  2. Locate the record or records that you want to print. If necessary, click the expand indicator (+) 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 or Spreadsheet Component, which has additional printing considerations. For more information, click Help on the toolbar for the PivotTable list or spreadsheet.

Print 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.

Tip

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