14 min read
Print Preview and Printing Reports
Print Preview shows exactly how the finished, paginated report will look before any paper is committed — an equally good way to double-check grouping and totals.
You will learn: Print Preview and PDF export. You will do: preview MembersByCityReport. export a PDF copy.
Print Preview
Goal
See the report as pages before printing.
Preview catches layout mistakes before paper is used.
Open the report
Do this
Verification
Check your work
You are correct if all of these are true:
- City headers, member rows, and counts appear as they will print.
If something looks wrong
Fix
Export to PDF
Goal
Save a PDF copy for email or archive.
The PDF is a separate file. The database is unchanged.
Open Export
Where
Do this
Verification
Check your work
You are correct if all of these are true:
- A PDF opens or saves with the same layout as Print Preview. Members in the database is unchanged.
Output options
| Action | Result |
|---|---|
| Print Preview | On-screen pages — no file saved yet |
| Print to printer | Paper copy |
| Export PDF | PDF file you can attach or archive |
Field Notes: Check Before You Print
Goal
Preview and print a finished report.
Print Preview shows exactly how the finished, paginated report will look, catching layout surprises before any paper or ink is spent.
Open the report
Do this
More lessons in Microsoft Access · Next: What Is a Macro in Access? · Previous: Formatting Reports for Printing