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Printing query results


From:

Access 2010: Queries in Depth

with Adam Wilbert

Video: Printing query results

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.
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  1. 9m 9s
    1. Welcome
      1m 10s
    2. Using the exercise files
      41s
    3. Introducing the database
      4m 29s
    4. Previewing the course
      2m 49s
  2. 17m 17s
    1. Understanding queries
      3m 31s
    2. Following naming conventions and best practices
      2m 56s
    3. Using the Query Wizard
      5m 21s
    4. Exploring the design interface
      5m 29s
  3. 26m 39s
    1. Defining criteria
      5m 40s
    2. Understanding comparison operators
      3m 19s
    3. Defining the column headers
      2m 49s
    4. Exploring the property sheet
      7m 32s
    5. Printing query results
      2m 41s
    6. Working with joins
      4m 38s
  4. 14m 14s
    1. Understanding parameter queries
      4m 27s
    2. Obtaining parameters from forms
      5m 17s
    3. Creating a combo box
      4m 30s
  5. 23m 24s
    1. Understanding the Totals field
      5m 31s
    2. Creating aggregate calculations
      3m 31s
    3. Exploring the Expression Builder interface
      4m 28s
    4. Using mathematical operators
      5m 46s
    5. Applying text functions
      4m 8s
  6. 24m 23s
    1. Understanding dates as serial numbers
      2m 42s
    2. Specifying a range of dates or times
      3m 47s
    3. Formatting dates
      4m 31s
    4. Using other Date/Time functions
      3m 47s
    5. Defining today's date
      2m 41s
    6. Calculating time intervals
      6m 55s
  7. 19m 55s
    1. Introducing the conditional IIf function
      2m 43s
    2. Creating an IIf function
      7m 31s
    3. Nesting IIf functions
      4m 57s
    4. Using the Switch function
      4m 44s
  8. 20m 41s
    1. Understanding the reporting tool
      2m 13s
    2. Building the form
      6m 57s
    3. Building the query
      5m 4s
    4. Building the report
      3m 30s
    5. Finalizing the reporting tool
      2m 57s
  9. 25m 37s
    1. Finding duplicate records
      2m 17s
    2. Identifying unmatched records
      2m 29s
    3. Creating crosstab results
      2m 57s
    4. Creating backups
      1m 29s
    5. Creating update queries
      3m 22s
    6. Making, deleting, and appending records
      5m 36s
    7. Uniting tables
      3m 16s
    8. Embedding SQL code in queries
      4m 11s
  10. 1m 0s
    1. Next Steps
      1m 0s

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Watch the Online Video Course Access 2010: Queries in Depth
3h 2m Intermediate Jun 16, 2011

Viewers: in countries Watching now:

In this course, author Adam Wilbert illustrates how to create and leverage real-world queries and turn raw data into usable information. The course covers setting up queries, performing calculations, using the built-in Access functions to further refine query results, and identifying top performers or areas for improvement based on a range of criteria.

Topics include:
  • Naming conventions and best practices
  • Working with joins
  • Using comparison operators
  • Defining criteria for select queries
  • Creating parameter queries
  • Creating calculated fields
  • Working with dates and times
  • Using the Expression Builder
  • Creating conditional statements
  • Making, deleting and appending records
  • Building reports
Subject:
Business
Software:
Access Office
Author:
Adam Wilbert

Printing query results

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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