When you want to enable your users to print only the records they need, you can set up a form that lets them do just that. For example, to create a form that generates a report listing only the records of employees hired during a specific period, follow these steps:
- In the Database Window, under objects, click Forms, click New, and then click OK. (In Access 2007, click Create and then click the Forms Design command in the Forms group.
- Click the Text box tool in the Toolbar options box. (In Access 2007, click the Text box control on the Design tab.)
- Click and drag to create the first unbound text box. Change the text box label to From:.
- Click the Text Box tool in the Toolbar options box. (In Access 2007, click the Text Box control on the Design tab.)
- Click and drag to create the second unbound text box. Change the text box label to To:.
- Right-click the first text box and select Properties. Click the All tab and then click in the Name property box and type StartDate.
- Right-click the second text box and select Properties. Click the All tab and then click in the Name property box and type EndDate.
- Click the Command tool in the Toolbar Options box. (In Access 2007, click the Command control on the Design tab.)
- Click and drag in the form to locate the Command button. (Click Cancel to close the Command wizard, if necessary.)
- Right-click the Command tool and then click Properties.
- Click the All tab and then click in the Caption property box and type Print Report.
- Click the Event tab.
- Click the Build button in the On Click property box.
- Click Event Procedure.
- Enter the following code at the prompt, as shown in Figure A, and press Alt + Q:
Dim ReportName ReportName = "Employees1" DoCmd.OpenReport _ ReportName:=ReportName, _ view:=acViewPreview, _ WhereCondition:="[Hire Date] Between #" & _ Me.StartDate & "# AND #" & _ Me.EndDate & "#"
To use this form to generate a report for all employees hired from 2001 to 2003, you would enter 1/1/2001 in the From box and 1/1/2003 in the To box (Figure B). Then, just press the Print Report button.
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