Chapter 6: Working with Datasheet View
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The printout reflects all layout options that are in effect when the datasheet is printed. Hidden col-
umns don’t print. Gridlines print only if the cell gridline properties are on. The printout also
reflects the specified row height and column width.
Only so many columns and rows can fit on a page; the printout takes up as many pages as required
to print all the data. Access breaks up the printout as necessary to fit on each page. For example,
the tblProducts printout might be six pages — three pages across are needed to print all the
fields in tblProducts, and each record requires three pages in length. Each record of tblCon-
tacts might need four pages in length. The number of pages depends on your layout and your
printer.
Printing the datasheet
You can also control printing from the Print dialog box, which you open by clicking the Microsoft
Office Button, and then clicking on Print. From the Print dialog box, customize your printout by
selecting from several options:
l (^) Print Range: Prints the entire datasheet or only selected pages or records
l Copies: Determines the number of copies to be printed
l (^) Collate: Determines whether multiple copies are collated
You can also click the Properties button and set options for the selected printer or select the printer
itself to change the type of printer. The Setup button allows you to set margins and print headings.
Using the Print Preview window
Although you may have all the information in the datasheet ready to print, you may be unsure of
whether to change the width or height of the columns or rows, or whether to adjust the fonts to
improve your printed output. To preview your print job, click the Print Preview command under
the Print menu to display the Print Preview window. The default view is the first page in single-
page preview. Use the ribbon commands to select different views and zoom in and out. Click Print
to print the datasheet to the printer. Click the Close Print Preview command on the right side of
the ribbon to return to Datasheet view.
Summary
In this chapter, you learned how to open and navigate around in a datasheet using the keyboard,
ribbons, and navigation buttons. You learned to enter new records and edit data in existing
records, as well as how to undo changes you made to the data. You saw what happens when
Access validates each field based on its data type.