WEBVTT
Kind: captions
Language: en

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Once you've finished creating a report, you
can choose to either print it, or export it

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so it can be viewed outside of Access.

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Make sure that you're in Print Preview…
and here, you have several different options

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for adjusting the report.

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The first thing you should do is click the
Size command… and make sure you have the

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correct paper size selected.

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I'd like to add wider margins so that we can
make notes if we need to… but you can see

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that now some of the data is cut off.

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We can use the Page Navigation arrows at the
bottom to go to the next page… and we can

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see that the missing data is showing up here.

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We can fix this by switching to Landscape
orientation.

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Now all of the fields fit on the same page—and
you could also fix it by going back to Layout

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view and making the fields narrower so they
all fit.

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I'm going to click the Zoom drop-down and
select Fit to Window… so we can see how

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the report looks on the page.

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It looks like we have plenty of room for notes.

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And if we wanted to fine-tune the margins,
then we could just click Page Setup.

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And finally, if you want to save ink, then
you can click Print Data Only to get rid of

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the background colors.

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But I'm going to leave this unchecked because
I like the formatting that we have.

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When you have everything the way you want
it, you can click the Print command… and

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then set your printer settings, and click
OK.

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Sometimes you may prefer to export a report
instead of printing it.

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This is useful if you want to email it to
someone or post it on the web.

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Access lets you save it as an Excel spreadsheet,
text file, PDF or XPS file, or email attachment.

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And you can click More to save it as a Rich
Text or HTML file.

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In this case, I'm going to choose PDF because
that's going to keep the formatting that I've

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applied to my report.

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I'm just going to save this to my Documents
Library… and you can modify your filename

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if you want, and then next to Save as Type,
select PDF.

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Then click Publish… and your report will
be saved to your Documents Library or whichever

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folder you chose.

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Then you can close this window.

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When you're done, you can Close Print Preview…
and it will go back to the last view that

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you were in.