DEPARTMENT OF TECHNICAL EDUCATION

GOVERNMENT OF ANDHRA PRADESH

Name of the Faculty : USHA RANI JASTY
DESIGNATION : Sr. Lecturer in CCP
Branch : D.C.C.P.
Institute : Government Polytechnic for Women,
Kakinada, E.G. District.
Semester : 3rd Semester
SUBJECT : Computer Packages
Subject Code : CCP – 305
Major Topic : Ms Access
Duration : 50 minutes
Sub Topic : Printing
Teaching Aids : PPT and visuals

CCP305.44 1
Objectives:

At the end of this period, you will be able to

 Print a Form or Report

CCP305.44 2
Recap
In the last period, you learned
 Printing of a Table or Query
 Select the Table or Query from database
Window
 Select the “Print” option from “File” Menu
 Set the settings like Type of Printer, No. of
Copies, Print Range, Page Set Up etc.
 Select the Print Preview to preview the table
or query
 Click on “OK” button.

CCP305.44 3
Procedure to print a form or report
 Before taking a print out you should have a well-
defined form or report using all available features
suitable to your requirement.
 Whenever you take printout of a form or report all
the records will be printed one after the other
 If you want to restrict to particular records you can
do this by selecting selected records in the print
range

CCP305.44 4
Procedure to print a form or report-
Contd .,

 The steps to be followed to print a form or report

are same as printing a table or query.
 In addition to the available print options, one
more option - columns will be available with set
up.

CCP305.44 5
Margin - options

Click Columns tab –

More options will be
available

Fig.1

CCP305.44 6
Columns - options

•It contains three

sections
• Grid settings
• Column size
• Column layout

Fig.2
CCP305.44 7
Columns –options Contd
No of columns

• Grid settings,
• No. of columns
• Mention in how

many no. of
columns you want
to print the records
in a page.

figure 3

CCP305.44 8
Columns- Row spacing

•Row spacing
•Mention how much
row space you want
between each
record.

Fig.4
CCP305.44 9
Columns- Column spacing

•Column spacing
•Mention how much
space you want
between each
column of records.

CCP305.44 10

figure 5
Columns- Size

•Column size
•Mention the height
and width for each
column of records.
By default it will be
same as detail
section of the form.

CCP305.44 11

figure 6
Columns-layout

•Column layout
•Mention how your
records should be
arranged in columns
either down first
then across the
page or first across
the page then down.

CCP305.44 figure 7 12
 Output

 Example:
 You will get the
course form like this,
if you select only first
record.
 If you select all, you
will get all the records
one after the other
with respect to your
selected options.

CCP305.44 figure 8 13
Printing a report
 You have to follow the same procedure for
printing of a report also.
 Example:
 You will get course report as follows after
taking a printout.

CCP305.44 14
Output - Report

Figure 9

CCP305.44 15
Precaution
 Suppressing blank pages of a report while printing:

 If the blank page occurs only at the end of the

report or printed form, the Height property of
the report footer or form footer may be
improperly set.
 Set the height property to 0 to correct the
problem

CCP305.44 16
Precaution

 If every other page is blank, the width of the

form or report added to the right and left
margin settings exceeds the width of the
paper specified in the page Setup box.
 Adjust the form or report design by reducing
the width
 of the form or report , reducing the width of
the margins, or changing the page orientation

CCP305.44 17
Summary
 The steps to be followed to print a form or report
are same as printing a table or query.
 One more option - columns will be available with
set up.
 Mainly, it contains three settings
 Grid Settings
 Column Spacing
 Column Settings

CCP305.44 18
Quiz
1. Is the procedure same for printing a form or a
report
a) yes
b) no

CCP305.44 19
Frequently Asked Questions
 Explain the procedure to print reports in MS
Access

CCP305.44 20
Assignment

1. Print a form already designed for a Table

2. Print a report already designed for a Report

CCP305.44 21
THANKYOU

CCP305.44 22