Pa rt 1: Par t Title
Microsoft Office Access 2003 Inside Out
Pa rt 1: Understanding Microsoft Access
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look like on a printed page. You’ll read more about Print Preview in the next section. For
now, close the frmEmployeesPlain window so that only the Database window is visible on
your screen.
Reports
If your primary need is to print data, you should use an Access report. Click Reports on the
Object bar in the Database window to see the list of reports available in the Housing Reser-
vations database, as shown in Figure 2-16.
F02Q Q 16.
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Figure 2-16. A list of repor ts in the Database window.
Although you can print information in a datasheet or a form, neither of these formats pro-
vides the flexibility that reports do when you need to produce complex printed output (such
as invoices or summaries) that might include many calculations and subtotals. Formatting in
datasheets is limited to sizing the rows and columns, specifying fonts, and setting the colors
and gridline effects. You can do a lot of formatting in a form, but because forms are designed
primarily for viewing and entering data on the screen, they are not suited for extensive calcu-
lations, grouping of data, or multiple totals and subtotals in print. Also, a form that is designed
to be attractive on screen might not print attractively on paper.
At the upper left corner of the Database window are three toolbar buttons to open the selected
report in Print Preview or Design view or to begin creating a new report. At the top of the list
of reports in the Database window, you can also find two special shortcuts for creating a new
report. You can double-click either of these shortcuts to begin defining a new report.
You can also view the report in Print Preview by double-clicking the report name in the win-
dow, or you can open the report in Design view by holding down the Ctrl key and double-
clicking the report name. Finally, you can right-click any report name and choose Design
View from the shortcut menu.
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