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Thread: Microsoft Access 2000 & printable copy list

  1. #1
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    Microsoft Access 2000 & printable copy list

    I am using Microsoft Access 2000 database list of 5,000 names, addresses, phones, emails.

    I want to (easily) create a printable copy of the records, but waste as little space between records as possible. In other words, if a name doesn't have email or phone, i want the record to only print the info we have and not leave blank rows for missing elements.

    I am willing to export into other programs if i am able to make an "automatic" printable hardcopy.

    Can anyone help??? and thanks big time!!!
    =============
    Example record #1:

    name
    address
    2address
    city state zip
    phone
    email

    Example record #2:

    name
    email

    Example record #3
    name
    address
    city state Zip

    Desired print-out format:

    name
    address
    2address
    city state zip
    phone
    email

    name
    email

    name
    address
    city state Zip

  2. #2
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    Question

    there should be someone who know ms access and knows how to print a mailing list database in a form with spaces between the records and no spaces in the record?

    any volunteers?

  3. #3
    Super Moderator Super Moderator Big Booger's Avatar
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    Go to File>Print Merge. In the "Print Merge" dialog box, make sure that you have selected to "Don't print any lines that contain any empty fields (should be checked by default, so this should be ok).
    Not sure if that is an option for you in Access 2000.

    I don't have an access database to test this on, but it is worth a shot.

    You might have to import the access database into word to get this feature.. not 100% sure about it though.


    ONE OTHER THING

    Open the form or report in Design view (Design view: A window that shows the design of these database objects: tables, queries, forms, reports, macros, and data access pages. In Design view, you can create new database objects and modify the design of existing ones.).
    Select the text box, and then click Properties on the toolbar.
    Set the CanGrow or CanShrink property to Yes.
    CanGrow expands the text box vertically to fit the data in the field when the form or report is printed.

    CanShrink reduces the text box vertically if there is no data in the field when the form or report is printed.

    Tell me if that gets rid of the blank spaces.
    Last edited by Big Booger; October 4th, 2003 at 03:36 AM.

  4. #4
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    Question

    sorry for the delay in telling you about the progress.

    mind you, working with access is not a stong point.

    i could not do what you suggested in Access 2000 so i changed it to Access 2002.

    I opened the existing form in Design view. I saw 2 columns- the field name and data type. I highlighted the word - text from the data type field, as you suggested I then went to the toolbar and found ---properties. then the - form "Table Properties" appeared.

    but there was no indication where to place the -- Can Grow or Can Shrink.

    this is as far as got at that point.

    --
    As far as going to File> Print Merge-- it must be in Word for it was not visible in Access.

    trying then to export to access was as far as i got.. i got confused at that point.

  5. #5
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    my friend and i tried your suggestion - but there was no --grow or shrink.

    so i had to see what version of office i had- 2002.

    so we are stuck.

    c'est la vie.

  6. #6
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    is there any other software program where i can do this simple trick?

    put all the records into a report form, all nicely neat, no empty spaces and none of the record's names, address etc overlapped between the two pages.

  7. #7
    Super Moderator Super Moderator Big Booger's Avatar
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    Here is where I got that information from:

    http://dbforums.com/arch/201/2003/6/800141

    First you have to make sure it is a report and not some other kind of database.

    Have a look:

    http://img.villagephotos.com/p/2003-..._canshrink.JPG

  8. #8
    Super Moderator Super Moderator Big Booger's Avatar
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    Here's another thread that deals in great detail with what you are trying to accomplish..

    http://www.dbforums.com/showthread.p...printing+blank

    From that it would seem that this is not a simple task at all..

    Other than if you can get the can shrink property to work and show up in your database report.

  9. #9
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    Originally posted by Big Booger
    Here is where I got that information from:

    http://img.villagephotos.com/p/2003-..._canshrink.JPG
    this picture helped a lot. thanks-- now to see what happens next.

    there is always something to learn.

  10. #10
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    i can make it shrink and grow and can apply it to the report. now to the next step... if i look at preview.. it shows:

    i can only put 3-4 addresses per page

    and

    i just wish to print just the names,addresses,etc and not the labels.

    onward and forward...

  11. #11
    Super Moderator Super Moderator Big Booger's Avatar
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    About the labels:

    If there is a label associated with the text box, then you
    will have to use code to make the label invisible. The code
    goes in the Format event of the section containing the text
    box and is simply:

    Me.thelabel.Visible = Len(Me.thetextbox & "") > 0

    Be sure to change the names of the label and the text box to
    the names you are using.

    As for 3-4 addresses per page.. is the data printed hugely? Or is there a lot of blank page?

    Not too sure about that one.

  12. #12
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    this is where i start to go nuts.

    i have seen reports where there are 30- 35 names on each page where the names, addresses city etc are listed neatly (as if you were sending a letter)

    there is a lot of space but this is where i stop thinking about this.

    thanks for your help.. it is almost like - enough. i will look more at the db forum more and work it through.

    thanks for the help.. actually more than thanks for going beyond the call of help.

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