Microsoft KB Archive/93047

= Works: How to Print Only Selected Records from a Database =

Article ID: 93047

Article Last Modified on 10/6/2003

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APPLIES TO


 * Microsoft Works 2.0 Standard Edition
 * Microsoft Works 2.0a
 * Microsoft Works 3.0 Standard Edition

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This article was previously published under Q93047



SUMMARY
There are three methods to select which records from a Microsoft Works for Windows database will print from the database or in a print merge. These methods are the following:

 Apply a query.

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 Hide unwanted records.

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 Hide wanted records, then use the Switch Hidden Records command.



Microsoft Works 4.0, 4.5, and 4.5a for Windows 95
In Microsoft Works 4.0, 4.5, and 4.5a for Windows 95, you may check records for printing by placing a check mark in the box to the left of the record. Once you have checked the records you want to print, do one of the following:

 Click to print only marked records when making the label document.

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 On the Record menu of the Database, point to Show, and then click Marked Records.</ul>

Works for Windows, Version 3.0
Applying a Query

For example if you wanted to find all of the Betty's in the Winglist.WDB file: (you can open the Winglist.WDB file from the Msworks\Samples directory)


 * 1) From the Tool menu, click Create New Query.
 * 2) In the Choose a Field to Compare box select the field you want to query (for example, First Name).
 * 3) In the How to Compare Field click the operator you want to apply to the query (for example, is equal to).
 * 4) In the Value to Compare Field enter the value you want the query to find in the database (for example, Betty).
 * 5) Click the Apply Now button. Switch to the List view to see the results of the query.

To restore the entire records of the database after you are done with the query, from the View menu, select Show All Records.

To Hide Records


 * 1) Highlight the record(s) you want to hide.
 * 2) From the View menu, click Hide Record.
 * 3) If the records you want to hide are not adjacent to each other, you may have to repeat steps 1 and 2 above.
 * 4) You can toggle between the Hidden and Unhidden records by choosing the View menu and selecting Switch Hidden Records.

Only the records displaying on the screen will print. The records that have been hidden will not. To make the hidden records visible again, click Show All Records from the View menu.

Works version 2.x for Windows
Applying a Query


 * 1) From the View menu, click Query.
 * 2) In one or more fields, type a query instruction. The instruction can be the exact text you are searching for.
 * 3) Press the ENTER key after entering the instructions in each field.
 * 4) To see the results of the query, switch to List View by choosing List from the View menu.

The records that do not match the query instructions are now hidden from view and will not print. To make the hidden records visible again, click Show All Records from the Select menu.

Hiding Records


 * 1) In List view, highlight only the records you want to print.
 * 2) From the Select menu, click Hide Record.
 * 3) If the records you want to hide are not adjacent to each other, you may have to repeat steps 1 and 2 above.
 * 4) You can toggle between the Hidden and Unhidden records by choosing the View menu and selecting Switch Hidden Records.

Only the records shown on screen print. The records that have been hidden will not. To make the hidden records visible again, click Show All Records from the Select menu.

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