Works: How to Print Selected Records from a Database

This article describes how to print or merge selected records from a Microsoft Works database.

To print or merge selected records from a Works database, use one of the following methods.

Use a Filter

Create or open an existing filter, apply the filter, and then print the database of selected records or run the mail merge.

To create and apply a filter, and then print a database of selected records:

1. On the Tools menu, click Filters.
2. Click New Filter, type a name for the filter in the Filter Name dialog box, and then click OK.
3. Click Easy Filter.
4. Under Field name, click the down arrow, and then click the field you want to use.
5. Under Comparison, click the down arrow, and then click the comparison phrase you want to use.
6. Under Compare To, type the text or values you want to find.
7. If you want to find records that match the criteria in more than one field, use the appropriate method:
   
   
   • To find records that match the criteria in both fields, click and.
     
     
   • To find records that match the criteria in either field, click or.
8. Repeat steps 4 through 7 for each field you want to add to the filter.
9. To find the records that match the criteria you entered, click Apply Filter.
10. Print the database of selected records or run the mail merge.

To open and apply a filter, and then print a database of selected records:

1. On the Record menu, point to Apply Filter, and then click the filter you want to apply.
2. Print the database of selected records or run the mail merge.

Hide Records You Do Not Want to Use

1. On the View menu, click List.
2. On the Record menu, point to Show, and then click All Records.
3. On the Record menu, click Unmark All Records.
   
   NOTE: If Unmark All Records is unavailable, proceed to the next step.
4. Click to select the check box for each record that you want to use.
5. On the Record menu, point to Show, and then click Marked Records.
6. Print the database of selected records or run the mail merge.

Hide Records You Want to Use and Then Switch Hidden Records

1. On the View menu, click List.
2. On the Record menu, point to Show, and then click All Records.
3. On the Record menu, click Unmark All Records.
   
   NOTE: If Unmark All Records is unavailable, proceed to the next step.
4. On the Record menu, click Mark All Records.
5. Click to clear the check box for each record that you want to use.
6. On the Record menu, point to Show, and then click Unmarked Records.
7. Print the database of selected records or run the mail merge.