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Often, your queries will be incorporated into other Access objects such as forms and reports. But occasionally, you'll simply want to print out a copy of the Datasheet view of your query to pass to a colleague or a supervisor. If you've ever printed a data table in Excel, you'll be happy to know that many of the same formatting options are available to you within Access. Let's go ahead and open up the Chapter 2 custom group and we'll look for qry_EmployeesNewEngland. Let's double-click on it to run it. Now, let's say that this is the table that I want to get printed. I can go up to the File menu, go into the Print tab, and I've got a couple of options.
I can send it directly to the printer without any other options, I can choose the printer and set some of my Print settings, or I can go into Print Preview mode. If I go into Print Preview mode, I have some options here to change the size and margins of our page, whether it's portrait or landscape, how we view it in Print Preview mode. If there were multiple pages, I can go to a 2-page or a 4-page spread. Or I can export this data to Excel, a text file, or a PDF file. Let's go ahead and close this window. So that's one way that you can print out the results of your query or the results of the query dynaset.
Now, if I wanted to document the process though when into building the query, there are a couple of ways that I can do that. If I change my view into SQL view here, I can copy-and-paste this text and put it into an email or a Word document, and I could email that to a supervisor or a co-worker. So that's one way we can document this query. Another is to use the Database Documenter. This is a tool that's under Database Tools > Database Documenter. The Database Documenter will allow me to choose any of the objects within my database, for instance tables, queries, forms, reports, macros, and to print out a report that describes how that object was created.
So for instance, if I go in my Queries tab and I scroll down to qry_EmployeesNewEngland here, check it on, and then say OK, we're going to first go ahead and close our query, and then Access provides us with a report that describes what that object is and how it was built. Let's go ahead and zoom in here and see what we've got. First of all, Access gives us a path to where the database is from. We can see the date and time that this was ran. We have the properties for our query. We can see the SQL statement of what that query is made up of, and if we scroll down further we can see all of the tables and columns that go into building our query.
So using the Database Documenter is a way that we can describe the process of building our query so that others could duplicate our work. For more control over the formatting and appearance of your data, Access provides some simple report wizards that you can build using your queries as based input. But for a simple hardcopy table showing the results of the query, the Print options within Access can be a quick-and-dirty way to share your data among peers.
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