Moderate: Requires basic macro, coding, and interoperability skills.
This article describes how to add a record to a table each time that you
print a report. This technique is useful for maintaining a print log that
tracks the print history of a report.
The following example uses the Print event of a report to add a record to a
table. The record contains the report's name and print date. The example uses
the report's Activate and Deactivate events to set a global variable that is
evaluated during the Print event. This prevents Print Preview from adding a new
record to the history table.
NOTE: In Microsoft Access 7.0 and 97, there is one sequence of events
that will create a new record in the history table when you Print Preview
the report. If you open the report in Design view to view or change any of
its code and then switch to Print Preview, the Activate event does not
occur, and the global variable is not set. To work around this problem,
after viewing or changing the report's code, close the report before you
open it in Print Preview.
CAUTION: Following the steps in this example will modify the sample
database Northwind.mdb (or NWIND.MDB in version 2.0 or earlier). You may
want to back up the Northwind.mdb (or NWIND.MDB) file and perform these
steps on a copy of the database.
Creating a History Table and a Report
- Open the sample database Northwind.mdb (or NWIND.MDB in version 2.0).
- Create a table with the following structure:
Field Name: ID
DataType: AutoNumber (or Counter in version 2.0)
Indexed: Yes (No Duplicates)
Field Name: ReportName
Field Name: PrintDate
Format: General Date
Table Properties: tblPrintedReports
- Create a new module and type the following lines in the Declarations
- Save the module as basPrintedReports, and then close it.
- Create an AutoReport based on the Customers table. Save the report as
- Open the rptCustomers report in Design view. Set the report's OnActivate
property to the following event procedure:
Private Sub Report_Activate()
Flag = 0
- Set the report's OnDeactivate property to the following event procedure:
Private Sub Report_Deactivate()
Flag = -1
- Set the report header's OnPrint property to the following event
NOTE: You must include the report header section on the report, and its
Height property must be greater than zero. However, you do not have to
place any controls in the header section.
Sub ReportHeader3_Print (Cancel As Integer, PrintCount As Integer)
Dim dbs As Database, rst As Recordset
Set dbs = CurrentDB()
Set rst = dbs.OpenRecordset("tblPrintedReports")
Flag = Flag + 1
' If the current value of Flag = 1, then a hard copy of the
' report is printing, so add a new record to the history table.
If Flag = 1 Then
rst!ReportName = "rptCustomers"
rst!PrintDate = Now
Flag = 0
- Save the rptCustomers report, and then close it.
Generating a History Record
- Select the rptCustomers report in the Database window.
- On the File menu, click Print to print the report.
- Open the tblPrintedReports table. Note that a new record shows the
report name, and the date and time it was printed. For example:
ID ReportName PrintDate
1 rptCustomers 8/13/96 3:25:11 PM
For more information about Activate and Deactivate events, search the Help
Index for "Activate," or ask the Microsoft Access 97 Office Assistant.
For more information about Print events, search the Help Index for "Print
Event," or ask the Microsoft Access 97 Office Assistant.
Article ID: 154894 - Last Review: January 19, 2007 - Revision: 2.1
- Microsoft Access 2.0 Standard Edition
- Microsoft Access 95 Standard Edition
- Microsoft Access 97 Standard Edition
Retired KB Content Disclaimer
This article was written about products for which Microsoft no longer offers support. Therefore, this article is offered "as is" and will no longer be updated.