Once you've finished creating a report, you can
choose to either print it,
or export it so it can be viewed outside of Access.
Make sure that you are in Print Preview.
Here, you have several different options for adjusting the report.
The first thing you should do is click the Size
command,
and make sure that you have the correct paper size selected.
I'd like to add wider margins so that we can make
notes if we need to.
But you can see that now some of the data is cut
off.
We can use the Page Navigation arrows at the bottom to go to the next page,
and we can see that the missing data is showing up here.
We can fix this by switching to Landscape orientation.
Now, all of the fields fit on the same page.
And you could also fix it by going back to Layout
view and make the fields narrower so they all fit.
I'm going to click the Zoom drop-down arrow and
select Fit to Window
so we can see how the report looks on the page.
It looks like we have plenty of room for notes.
And if we wanted to fine-tune the margins, then we
could just click Page Setup.
And finally, if you want to save ink, then you can
click Print Data Only
to get rid of the background colors.
But I'm going to leave this unchecked because I
like the formatting that we have.
When you have everything the way you want it, you
can click the Print command,
and then set your printer settings and click OK.
Sometimes you may prefer to export a report instead of printing it.
This is useful if you want to email it to someone
or post it on the web.
Access lets you save it as an Excel spreadsheet, text file, PDF or XPS file, or email attachment,
and you can click More to save it as a Rich Text
file or HTML file.
In this case, I'm going to choose PDF because that's going to keep the formatting
that I've applied to my report.
I'm just going to save this to my Documents Library.
You can modify your filename if you want, and then
where it says Save as Type, select PDF.
Then click Publish,
and your report will be saved to your Documents Library,
or whichever folder you chose.
Then you can close this window.
When you're done, you can close Print Preview, and
it will go back to the last view that you were in.