ACC: How to Print a Single Record from a Form in a Report

• Microsoft Access versions 1.0, 1.1, 2.0, 7.0, 97

SUMMARY

Moderate: Requires basic macro, coding, and interoperability skills.

This article describes how to select a single record on a form and print it in a report.

MORE INFORMATION

The following method explains how to print only the record you select from the Customers form in the sample database Northwind.mdb (or Nwind.mdb in earlier versions).

1. Create a report based on the Customers table and name it rptPrintRecord.

2. Create the following macro and save it as mcrPrintRecord:

         In Microsoft Access 97:
   

            Macro Name       Action
            -----------------------------
            mcrPrintRecord   RunCommand
                             OpenReport
   
            mcrPrintRecord Actions
            -----------------------------------------------------------------
            RunCommand
               Command: Save Record
   
            OpenReport
               Report Name: rptPrintRecord
               View: Print Preview
               Where Condition: [CustomerID]=Forms![Customers]![CustomerID]
   
         In Microsoft Access 7.0:
   
            Macro Name       Action
            -----------------------------
            mcrPrintRecord   DoMenuItem
                             OpenReport
   
            mcrPrintRecord Actions
            -----------------------------------------------------------------
            DoMenuItem
               Menu Bar: Form
               Menu Name: Records
               Command: Save Record
   
            OpenReport
               Report Name: rptPrintRecord
               View: Print Preview
               Where Condition: [CustomerID]=Forms![Customers]![CustomerID]
   
         In Microsoft Access 1.x and 2.0:
   
            Macro Name       Action
            -----------------------------
            mcrPrintRecord   DoMenuItem
                             OpenReport
   
            mcrPrintRecord Actions
            -----------------------------------------------------------------
            DoMenuItem
               Menu Bar: Form
               Menu Name: File
               Command: Save Record
   
            OpenReport
               Report Name: rptPrintRecord
               View: Print Preview
               Where Condition: [CustomerID]=Forms![Customers]![CustomerID]
   
   

3. Open the Customers form in Design view. Add a command button to the form and set the following command button properties:

         In Microsoft Access 2.0, 7.0, and 97:
   

            Name: cmdPrintRecord
            Caption: Print Record
            OnClick: mcrPrintRecord
   
         In Microsoft Access 1.x:
   
            ControlName: cmdPrintRecord
            Caption: Print Record
            OnPush: mcrPrintRecord
   
   

4. Open the form in Form view, and then click the Print Record button. Notice that the report contains only the current record from the Customer form.