Printing Query Results in Access 2013

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One of the most useful but little-known functions of Microsoft Access is the ability to print a list of queries and query results. Because tracking all of the existing queries can be difficult, especially for older databases and for companies with numerous employees who use databases, Access offers users a way to print queries and their results. This provides users with a way to later review the results if they cannot remember which query was used.

Queries are one of the primary reasons to use Access, especially as the amount of data grows exponentially. While queries make it easy for any user to quickly pull the necessary data without requiring knowledge of SQL (the primary language for running database queries), it can take some time to get accustomed to creating queries. This usually results in numerous queries with similar, and sometimes identical purposes.

To further simplify the process of working with queries, printing the queries and their results lets users review all of the details of the query without having to move to another app, such as Microsoft Word. Initially, users had to copy/paste information and review text in SQL to determine what the query parameters were. Being able to print queries results within the program lets users check the properties and attributes from Access.

When to Print Queries and Query Results

Printing queries and queries results are not about creating an aesthetically pleasing report or putting data together in a way that is easy to present to others. It’s a way to return all of the data from a query for a snapshot of what the results were at the time of the pull, what queries were used, and a method to review a full set of raw data. Depending on the industry, it is not likely that this will be something that is done often, but nearly every company will need to have a way to track exact details about their data.

Depending on how you export the data, you can use another program, such as Microsoft Excel, to make the data presentable for proposals or to append to official documents. Printed queries and query results are also useful for audits or verification when discrepancies are found. If nothing else, data reviews are frequently a great way of making sure that queries continue to pull the necessary information. Sometimes the best way to find a problem with a query is to review it for known data points to make sure they are included when the query is run.

How to Print a List of Queries

Maintaining the queries in Access is just as important as maintaining data or keeping tables updated. The easiest way to do that is to print out a list of queries, whether for one particular project or a complete list and review that list to make sure there are not duplicates or obsolete queries. The results can also be shared with other users to help reduce the number of duplicate queries created.

There are actually two ways to create the list, but one includes coding and is for much more advanced users. For those who use Microsoft Access to keep from having to learn SQL, here is a quick and easy way to pull a list of queries without having to have a deep understanding of the code behind it.

  1. Go to Tools > Analyze > Documenter > Queries and select all.
  2. Click OK.

You will get a full list of all queries and some details, such as the name, properties, and parameters. There is a more advanced way to print query lists that target specific information, but it requires some understanding of code. Once a user becomes comfortable with the basics, they can move on to more advanced functions, like query lists that target specific details instead of printing everything about each query.

How to Print Query Results

Printing query results can provide a full, in-depth snapshot of the data in a single point of time. This is good to have for the audits and to be able to verify information. Sometimes users will need to run several queries to get a complete compilation of the needed data, and printing the results can help users come up with a master query for the future.

Once a query is run, the results can be exported or directly sent to a printer. However, keep in mind that the data will appear as Access sees fit if the user does not update the printing instructions. This could lead to hundreds of pages with some of them only having a few words or a single column. Take the time to make adjustments before sending the file to the printer.

The following instructions will send the results to the printer after reviewing in Print Preview.

  1. Run the query with the results that are to be printed.
  2. Hit Ctrl + P.
  3. Select Print Preview.
  4. Review the data as it will print
  5. Print.

For those who want to save a backup copy, query results can also be printed to pdf to preserve the appearance without using up several reams of paper.

Users can also export the file to something like Microsoft Excel where they can make adjustments more easily.

  1. Run the query with the results that are to be printed.
  2. Click External Data > Export > Excel.
  3. Select where to save the data and name the export file.
  4. Update other fields as desired and click Export

Printing Results as a Report

Sometimes the results are perfect for a report as well, so users want to preserve the data in a more presentable way. If you would like to create a clean report of the data for easier perusal later, use the following steps.

  1. Click Reports > Create  > Report Wizard.
  2. Select Tables/Queries and the query with the data you want to capture in the report.
  3. Select all of the fields for a complete report and click Next.
  4. Read the dialogue boxes and select the options desired for the report.
  5. Name the report when prompted.
  6. Review the preview of the results and then print the report.