How to save report to PDF

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This How To will show you how to save MS Access report to PDF file. The PDF format is a popular file format used by many people. You can send PDF report to others with the original format of your report. In this How To, I will show you two methods on how to save report to a PDF file.

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1. Using Print Preview Menu

Step #1 You must create a report in your Access database first and create a button to print a report. After you click an Open Report button to preview the report before printing, MS Access will provide a Print Preview Menu.

Step# 2 Under the Print Preview Menu, click on a “PDF or XPS” icon to export the report to PDF file.

Step# 3 Rename your PDF file and locate the location you want to save this file. Then click Publish button at the bottom.

 

2. Using VB code

 Step 1. Create a Report

  • You must create a report in your Access database first and create a button to print the report
  • You can see How to Create an Auto Report here
  • Or you can manually create the report

 Step 2. Add a Save to PDF button

  • Under the Form Design View, click on a Button icon and drag it to your form

  • It will open the Command Button Wizard. Click Cancel button to exit the wizard.

  • Rename the button to Save to PDF

Step 3. Update VB code on the Save to PDF button

  • Right-hand click on the Save to PDF button and select Properties to open a Property Sheet.

 

  • Under the On Click Event, select [Event Procedure] then click on three dots (…) on the right-end to open the VB application.
  • Enter VB code as shown below

Code Explanation:

FileName is the PDF filename that you want to be (Example: Nancy with CustomerID = 5).

Code: FileName = Me.CustomerName & “_ID ” & Me.Customer_ID

FileName: Nancy_ID 5

 

FilePath is a full path of the file name and its location you want to save the PDF file

Code: FilePath = “C:\Users\Tewan\Downloads\” & FileName & “.pdf”

FilePath: “C:\Users\Tewan\Downloads\ Nancy_ID 5.pdf”

 

Code: DoCmd.OutputTo acOutputReport, “rptcustomerInfo”, acFormatPDF, FilePath

The OutputTo method carries out the OutputTo action in Visual Basic.

acOutputReport              = an ObjectType of the output

“rptcustomerInfo”          = a name of report you set from the previous step

acFormatPDF                   = a format of the out file

FilePath                                           = a full path of the file name and its location

More info on OutputTo here

 

MsgBox “Customer info has been saved successfully”, vbInformation, “Save confirmed”

MsgBox is a function to display the message depending on a parameter inside the function.

More info on MsgBox here.

 

Output:

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