Although there are multiple ways to print objects in Access, the quickest way to print a table in Datasheet view is to click the Print button on the Database toolbar. This will print one complete copy of the table on the default printer. If you want to print anything other than one complete copy, for example, multiple copies or only selected pages, or to select a different printer, you must initiate the Print command from the File menu. Use the Print Preview command to determine if the table will print on one page, or if you need to adjust column widths, margins, or the direction the data displays on the page.
Although a printed table is not as professional or formal looking as a report, there are times when you may want to print your table in this manner as a quick reference or for proofreading.
If necessary, open your 1B Pledges table in Datasheet view.
In the column heading row, point to the border between Club Affiliation and Donor First Name to display the pointer, and then compare your screen with Figure 1.49.
With your pointer positioned as shown in Figure 1.49, double-click the boundary between these two field headings.
Point to the border to the right of Pledge# and double-click.
Using the technique you just practiced, adjust each of the column widths so they are just wide enough to display the data and field name. If necessary, use the horizontal scroll bar to scroll to the right to see all of the columns.
Another Way: To Change Column Widths
Change All of the Column Widths At Once
In the column headings area, you can drag to select all of the columns, and then double-click on any one of the borders to adjust all of the columns to the maximum width necessary.
On the Table Datasheet toolbar, click the Print Preview button , and then compare your screen with Figure 1.50.
The table displays in a Print Preview window so you can see how it will look when it is printed. The name of the table displays at the top of the page. The navigation area at the bottom of the window displays a 1 in the Pages box, and the right-pointing arrowthe Next arrowis active. When you are in the Print Preview window, the navigation arrows are used to navigate from one page to the next, rather than from one record to the next.
NoteHeaders and Footers in Access Objects
The headers and footers in Access tables and queries are controlled by default settings; you cannot add additional information or edit the information. The object name displays in the center of the header area with the date on the rightthat is why adding your own name to the object name is helpful to identify your paper or electronic results. The page number displays in the center of the footer area. The headers and footers in Access forms and reports, however, are more flexible; you can add to and edit the information.
In the navigation area, click the Next Page arrow , click on the displayed data at the top of the page to zoom in, and then compare your screen with Figure 1.51.
The second page of the table displays the last three columns of fields. Whenever possible, try to print all of the fields horizontally on one page. Of course, if you have many records you may need more than one page to print all of the records.
On the Print Preview toolbar, click Setup , and then compare your screen with Figure 1.52.
Click the Page tab, and then under Orientation, click the Landscape option button. Click the Margins tab and change the Left margin to 0.75 and change the Right margin to 0.75
In the Page Setup dialog box, click OK. In the Print Preview window, click the page to zoom out and display all of the fields, and then compare your screen with Figure 1.53.
Check your Chapter Assignment Sheet or Course Syllabus, or consult your instructor, to determine whether you are to submit the printed pages that are the results of this project. If you are submitting your work on paper, on the Print Preview toolbar, click the Print
On the Print Preview toolbar, click Close and then Close the 1B Pledges table. Click Yes when prompted to save the changes to the layout.
From the Database window, open your 1B Club Members table. Using the techniques you just practiced, adjust the column widths, preview the table to ensure that all the fields will display on one page, and then print the table if you are submitting your work on paper. Your name prints at the top of the page in the table name.
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