Document and print your database design

Applies to: Access for Office 365, Access 2019, Access 2016, Access 2013, Access 2010, Access 2007.

Microsoft Access can aid you with preparing printed documentation of your database’s design, which you can use for offline reading and planning. Specifically, Access can guide you with printing table relationships as reflected in the Relationship window, and can help you print the design characteristics of database objects, including object properties.

Note: The Relationships window is unavailable in web databases or web apps.

What do you want to do?

Prepare the Relationships window for printing

Print the Relationships window

Print the design characteristics of database objects using the Database Documenter

Prepare the Relationships window for printing

The Relationship window is a window whereby you view, create, and edit relationships between tables and queries. Based on how you structure it, the Relationships window often omits displaying each relationship in your database. You should weigh up which relationships you want to document — and prepare the Relationships window necessarily — before you print table relationships. You can present or cover tables in the Relationships window, and you can reorder their layout.

Show or hide a table in the Relationships window

  1. On the Database Tools tab, press Relationships.
  1. Do one of the following:
  • To display a table, on the Design tab, in the Relationships group, select Show Table, and then in the Show Table dialogue box, insert your desired table.
  • To hide a table, in the Relationship window, pick your sought table to hide, and then press DELETE.

  1. Press CTRL+S to save your changes.

Rearrange tables in the Relationships window

  1. To reposition tables, drag them to your desired positions in the Relationships window.
  1. Press CTRL+S to save your changes.

Print the Relationships window

You can produce a report that presents the relationships in your database as they emerge in the Relationships window. This report has the preset name Relationships for database name. Pre-emptively, the report’s header bears the name and the date that you made the report.

Note: Print Preview offers a poor way for you to edit the Relationship Report. You should ensure that the Relationships window appears in your preferred style before you construct the report.

  1. Access the Access database that has relationships you want to print.
  1. On the Database Tools tab, choose Relationships.
  1. On the Design tab, in the Tools group, pick Relationship Report. A report that narrates the Relationships window launches in Print Preview mode.
  1. To set any adjustments to the way your report will print, select commands on the Print Preview tab.
  1. On the Print Preview tab, in the Print group, press Print.

Print the design characteristics of database objects

You can use the Database Documenter to print the design characteristics of database objects.

  1. Access your preferred database to document.
  1. On the Database Tools tab, in the AnalySe group, pick Database Documenter.
  1. In the Documenter dialogue box, choose the tab that depicts the type of database object that you want to document. To generate a report on all of the objects in a database, select the All Object Types tab.
  1. Pick one or more of the objects listed on the tab. To click every object on a tab, press Select All.

  1. Press OK. The Database Documenter forms a report that has detailed data for each chosen object, and then opens the report in Print Preview. For example, if you run the Database Documenter against a data entry form, the report generated by the Documenter lists the properties for the form as a whole, the properties for each of the sections in the form, and the properties for any buttons, labels, text boxes, and other controls on the form, in addition to any code modules and user permissions that are linked with the form. To print the report, on the Print Preview tab, in the Print group, select Print.

Top of Page

Leave a Reply

%d bloggers like this: