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The quickest way to print table data is to click the Print button with the table open or with the table name selected in the Database window This sends the data directly to the default printer You can also right-click the table name in the Database window and choose Print from the shortcut menu This also sends the data directly to the printer
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NOTE If you want to print the subdatasheet data, expand the subdatasheet before printing
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If you want to choose other print options, such as printing multiple copies or printing only the selected records, you need to open the Print dialog box Click the Print Preview toolbar button or choose File | Print Preview To see how the printed data looks before you print it, open the Print Preview window This is useful when you think the data might not fit across the page with the current page layout If you want to adjust the page margins, paper size, or the page layout, open the Page Setup dialog box See 14 for complete information about previewing and printing reports, including changing print options and running Page Setup
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Access 2003 includes many tools that make your data entry and editing quicker and easier Many of the table field properties can be set to ensure valid and complete data in all the tables in your database One of the most versatile of the Access data entry tools is the Lookup Wizard, which helps you create a list from which to choose the proper value for a field The list can retrieve values from another table or merely specify a set of fixed values Specifying a default value for a commonly occurring field value can save time during data entry, while adding a field or record validation rule can guard against incorrect data entry Access provides many ways to customize the appearance of your Datasheet view, including changing the column width and order, hiding and freezing columns, adjusting the row height, changing the font and cell appearance, and changing the field names The next chapter begins the discussion of manipulating table data by sorting and filtering the information
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Retrieving and Presenting Information
CHAPTER 7 Sorting, Filtering, and Printing Records CHAPTER 8 Estracting Information with Queries CHAPTER 9 Creating Advanced Queries CHAPTER 10 Creating Form and Report Designs CHAPTER 11 Using the Form Wizard CHAPTER 12 Customizing Forms CHAPTER 13 Using the Report Wizard CHAPTER 14 Customizing Reports CHAPTER 15 Creating Charts and Graphs
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Sorting, Filtering, and Printing Records
nce you ve stored all the information in the related tables of your database, you need to retrieve specific data and arrange it in meaningful ways The Access Sort and Filter features help you do just that Sorting arranges the records in a specified order, while filtering hides records you don t want to see Combining these two tools gives you the power to display only the records you want in the order you want
Sorting Records
Access automatically sorts records by the value in the primary key field During data retrieval and presentation, times will occur when you ll want the records arranged in a different order For example, you might want to look up all the work orders sorted by the employee who s acting as the supervisor, so you can keep tabs on the workload To see records with this information grouped together in Datasheet or Form view, you can sort the records based on the value in a specific field In Datasheet view, you can sort up to 255 characters in one or more fields to achieve a sort within a sort The ascending sort order arranges text values in alphabetical order (A to Z), date/time values from earliest to latest, and number/currency values from lowest to highest In ascending order, Yes/No fields sort by Yeses first, and then Nos Use descending to reverse the order You can sort on Memo fields using the first 255 characters Access sorts Hyperlink fields by the Text to Display (if any) or the address You cannot sort on OLE Object fields
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