How to ensure only one Access record is printed

Want to make sure users don't accidentally send hundreds of copies of a form to the printer? Just add a button to the form that will ensure the form is printed only for the current record.

Users often forget to click the record selection bar on the right of a form when trying to print the current record. As a result, when Print is activated, copies of the form for all records in the table are sent to the printer. To avoid having hundreds of copies of the form inadvertently sent to the printer, add a button to the form that, when clicked, will ensure the form is printed only for the current record. Follow these steps:

  1. Open the form in Design view.
  2. Right-click any toolbar and click Toolbox. Click to activate the Control Wizards button, if necessary, and then click the Command button tool. (In Word 2007, on the Form Design Tools tab, click to activate the Use Control Wizards button in the Controls group, if necessary, and click the Command button.)
  3. Click and drag in the form where you want to locate the command button.
  4. Under Categories, click Record Operations.
  5. Under Actions, click Print Record.

  1. Click Next.
  2. Click Text.
  3. Click Next.
  4. Enter cmdPrintRecord.
  5. Click Finish.

Miss an Access tip?

Check out the Microsoft Access archive and catch up on other Access tips. Help users increase productivity by automatically signing up for TechRepublic's free Microsoft Office Suite newsletter, featuring Word, Excel, and Access tips, delivered each Wednesday.

Hi I can get this button to work but it uses up 2 pages -(page setup is landscape) one with the record print and the other is a blank sheet - this may be because the line between the header and the detail stretches on forever when you look at the form in design view - how do you shorthen it so it stops at the boundry line for the rest of the form?


have office xp pro work with access 2003 ive tried to replicate your suggestion with no luck the command button wizard doesnt show thanks waiting for replay alex


Make sure that you click the command button wizard button in the toolbox so it is activated before you click the command button tool. If it is turned off, the command button wizard will not appear. Hope this helps!

Editor's Picks