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My organization is using MS Word form to create a client questionnaire. Each Word doc form is saved as PDF file and stored in the Client's folder. I created a form in Access to capture and parse the questions but I cannot find a way to create and output a PDF file from Access. This requires me to repeat the entry process manually into the Word document. My IT department won't let me roll this out to other employees because of A) the double entry issue and B) they fear other users apparently will have to learn and use VBA to output individual records.
My question is: Can Access output individual records as a printable PDF format and cannot it be done without VBA?
A family of Microsoft relational database management systems designed for ease of use.
Locked Question. This question was migrated from the Microsoft Support Community. You can vote on whether it's helpful, but you can't add comments or replies or follow the question.
I can answer the one question... You can set two Primary Keys by highlighting both rows and then pressing Primary Key.
David,
Me <--no degree in Computer Science.
I did have a great teacher who was a co-worker. I learned a lot for her but more from the great help I received in newsgroups as there were no forums at the time. If I were a beginner now I would start with Crystal's book which is free...
http://allenbrowne.com/casu-22.html
You can also go here for free Data models...
http://www.databaseanswers.org/data_models/
https://www.access-diva.com/tips.html#bmDataModels
Access is simple enough for non-technical Users but once you start getting *serious* you do need to do some reading. And those hundreds of hours are over time with the help of the many Forums where free help is given including helping you create a data model. So if you ever decide it's worth the time, we are here to help.
I also noticed you said you created a Form and tried to add fields from another table which sounded like it was unrelated to the record source of the Form. Well, this can only be done when table is part of the record source. You can create a query which can include multiple tables from which you need fields and build your form though most would just use a subform in a typical one-to-many scenario.
If you need to store data so that you can "... print from the form at a later time when it is complete. " you will have to use tables to store that data. That's how it works.
I'm not sure what you mean by "...Access creates duplicate values from a table". One of the great strengths of a Relational Database Application like Access is that it allows you to create Related tables in such a way that you can eliminate redundancy, i.e. avoid duplicate values. Once you learn how Relational Database Applications work, you'll find the task of storing and recalling data for printing to be really straightforward.
Since we have almost no information about the kind of data to be stored, it's hard to get traction on a relevant design. But you did mention questionnaires. That is a fairly common kind of operation and you'll findan excellent example from which to learn here.
Hi,
Yes, ideally I would do a one-time print from the values of the form but I may have to print from the form at a later time when it is complete.
Since Access creates duplicate values in a query from a table, I really don't want to create additional tables to support the form. Doing so will be a nightmare in terms of sorting though the duplicate query values.
Can Access output individual records as a printable PDF? Yes, yes it can.
Can you do this without VBA? Probably, but not without SOME code, at least in a macro.
The good news is that YOU, the creator of the Access Relational Database Application can do up all of the code necessary and just give users one button to click to perform the export.
That said, you need to step back and learn how to exploit the real strength of Access. It allows you to create tables that store values to be used in other processes. Here, it sounds like all you really want to do is enter a set of values into an on-screen form and print a PDF of a report based on those values, and that you have no need to store those values permanently. Is that right?
So, to give you a better, more complete answer, we ought to know a bit more about that storage aspect.
Are you going for a "one-time print" of the values displayed in a form? Or are you going for a way to save those values to be printed at any time later on?