How to Change Default Print Settings and Preview Reports in Microsoft Access
Question details
The user wants to prevent Microsoft Access from automatically quick-printing reports, preferring to open them in Print Preview first to select the appropriate printer.
- Product
- Microsoft Access
- Device & OS
- not provided
- Scenario
- Printing a database report using a custom button or command.
- Observed behavior
- Currently, the print button triggers an immediate print without allowing the user to preview the document or select a specific printer.
Ensure you have design view permissions for your Access database and are comfortable making minor edits in the VBA editor.
Use VBA to Open Reports in Print Preview
Modify your print button's VBA code to open the report in Print Preview mode instead of sending it directly to the printer.
By default, standard macro buttons might use the normal view argument, which triggers an immediate quick print to your Windows default printer. Changing the argument to 'acViewPreview' forces Access to display the Print Preview screen, giving users the choice to review the data and select their desired printer manually.
Open your Microsoft Access database and navigate to the form that contains your print button. Right-click the form tab and select 'Design View'.
Right-click the print button, select 'Build Event' from the context menu, and choose 'Code Builder' to open the VBA editor.
Locate the line of code that reads 'DoCmd.OpenReport'. Modify the view parameter to 'acViewPreview' so the line looks like this: DoCmd.OpenReport "YourReportName", acViewPreview.
Click the 'Save' icon in the VBA editor and return to your form. Switch to 'Form View' and click the print button to verify that the report now opens in Print Preview.
Set a Specific Default Printer Using VBA
If you want to bypass Print Preview but need the report sent to a specific printer rather than the Windows default, you can define the target printer directly in VBA.
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Frequently Asked Questions
Why does my Access report print immediately without asking for a printer?
This usually happens because the macro or VBA code attached to your print button uses the `acViewNormal` argument, which commands Access to quick-print to the default printer immediately. Changing this to `acViewPreview` forces the Print Preview screen to appear first.
Can I make an Access report always use the Windows default printer?
Yes, Access uses the Windows default printer automatically unless you specifically save a report with a different designated printer. To clear a saved printer setting, open your report in Design View, go to Page Setup, select the 'Page' tab, and check the 'Default Printer' option.
How do I add a custom print button to the Print Preview screen?
You can create a custom ribbon by writing XML in the USysRibbons system table. Define a button within the XML that executes your preferred print macro, and then assign this ribbon to your report's 'Ribbon Name' property found in the report's Property Sheet.
