The Access Print Preview ribbon holds all of the tools needed to fine-tune the printed output of a report. In this video, learn how to adjust paper sizes, margins, and default printers. The Print Preview ribbon also holds tools for exporting your reports to common file types, and even provides a simple method for emailing them to colleagues.
- [Instructor] Report objects are specifically designed for the printed page. So it makes sense that at some point, you're gonna want to print them. We've been using the Print Preview mode to check our layouts and confirm that things are looking like they should. Well, let's take a little bit of a deeper look at the options available to you in the Print Preview ribbon. I wanna take a look at the Monthly Summary report, and there's a couple of different ways to get to Print Preview mode. If I right click on it, you can choose Print Preview from the pop up menu. Or if I double-click on it, to just open it like normal, we can get to Print Preview from the options down here, on the very bottom. The Print Preview is this option here.
We can come up here to the Home tab. And the bottom portion of the View button will get us to Print Preview as well. And, finally, we can also go to the File tab. Come down to Print, and click Print Preview here. Any way that you do it, though, will be exactly the same. When you switch into Print Preview mode, you'll notice that you lose all of the other tabs across the screen, and you only have the one Print Preview tab. On the far left side of this ribbon, we have the Print button. We could change the page size of our document. So we have different paper sizes here that we can choose from. And we have different margins that we can choose, as well. We do have a checkbox here that says Print Data Only.
When you turn that on, you'll notice that we lose the headers of our columns. We also lose the title and some of the shading, here and there, throughout the report. Let's go ahead and turn that back off. In the Page Layout section, we can switch between Portrait and Landscape orientation for our paper. We notice that when we do that, we only get more space on the side of our report. The report doesn't actually format to fill the space. So, if this is a change that you want to make, you're also gonna want to go back into one of the design views and reorient your report, in order to take advantage of the additional width that you have. There's another option here called Columns.
And this will allow you to print your report in multiple columns. For instance, if I change this to two, we can start printing our report in multiple columns on a single page. But, again, this is something that you're gonna need to go back into the design view and reorient your report, so that it takes advantage of the width of two columns on a page. Lets go to press Cancel to this. Finally, there's a button here called Page Setup. And this is a little bit redundant. We have the same options for margins, the Print Data Only checkbox here. On the Page section, we have Orientation again, as well as the paper size again.
But this is where you do need to come if you want to change your printer. So, right now, it's set to the Default Printer. But if you want to send it to a specific printer, on your network, you would choose this option. And then go though this menu to change your printer. Gonna press Cancel, and Cancel again. Next up, we have some zoom options, to see how we want to view this on the screen. Right now, the default is a toggle between 100% size, and then fit to page, so it will fit the entire report, here on the screen. We can change to a different zoom level, if we'd like, with this menu. We can also change our zoom level to view more than one page of a screen. So right now, it's just taking a look at one page at a time.
But we can take a look at a two-page spread. Or more pages, if we have more in the report. This next section is actually really useful. We can export our report to different file formats. Here's a button that will export our report to an Excel file, we can send it to a text file, a PDF file, which is really handy. This option I really like, though, this will email a report. And when you click on it, it'll let you choose which type of output you would like. So you can choose from an Excel file or a PDF file, then we press OK. It will package up your report, and attach it to a new email, automatically. Go to press Cancel.
Finally, underneath the More button, you have the option to export it to a Word document, or an HTML document, and some other options, as well. Finally, we can close the Print Preview window when we're done. And that'll return us back to our standard tabbed interface. So even though it's been said that we're living in a digital age, all to often, we still need to require printouts of our data to review and archive. The Print Preview ribbon allows you to set all the parameters that you need. Keep in mind, though, that some of these settings will require you to go back into the designers, in order to adjust your report's layout, in order for them to look correct when printed with the new settings.
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