Printing Access Reports To A PDF File

This article contains code examples to print a Microsoft Access report to a PDF file.

This code examples is built for PDFCreator, an open source PDF writer utility. Unlike Adobe Acrobat and CutePDF, which both require pro versions to create PDF's via code, PDFCreator is completely free! Download PDF Creator from Sourceforge here. Please note that this code will NOT work with Adobe Acrobat.

It should also be noted that this code example uses an Early Bind. If you are not familiar with the difference between Early and Late Binding, please read our article on Early vs Late binding.

Versions Tested:
This routine was tested successfully using PDFCreator 0.9.1, GPLGhostscript.exe download package, on Windows XP Pro (SP2), using Microsoft Access 2003.

NOTE: Before you "go it alone" with trying to adapt this routine, you may want to read this article, which shares some of the idiosyncrasies discovered in the development of the PDFCreator code samples.

Code Required:
This code goes in a standard module. You will need to set a reference to PDFCreator, and change the name of the report. You may also want to update the directory to save the file into (sPDFPath), as it will currently save the file into the database's directory.

Option Compare Database
Option Explicit
Sub PrintAccessReportToPDF_Early()
'Author       : Ken Puls (
'Macro Purpose: Print to PDF file using PDFCreator
'   (Download from
'   Designed for early bind, set reference to PDFCreator

    Dim pdfjob As PDFCreator.clsPDFCreator
    Dim sPDFName As String
    Dim sPDFPath As String
    Dim sPrinterName As String
    Dim sReportName As String
    Dim lPrinters As Long
    Dim lPrinterCurrent As Long
    Dim lPrinterPDF As Long
    Dim prtDefault As Printer

    '/// Change the report and output file name here! ///
    sReportName = "Chart of Accounts"
    sPDFName = sReportName & ".pdf"
    sPDFPath = Application.CurrentProject.Path & ""

    'Resolve index number of printers to allow changing and preserving
    sPrinterName = Application.Printer.DeviceName
    On Error Resume Next
    For lPrinters = 0 To Application.Printers.Count
        Set Application.Printer = Application.Printers(lPrinters)
        Set prtDefault = Application.Printer
        Select Case prtDefault.DeviceName
            Case Is = sPrinterName
                lPrinterCurrent = lPrinters
            Case Is = "PDFCreator"
                lPrinterPDF = lPrinters
            Case Else
                'do nothing
        End Select
    Next lPrinters
    On Error GoTo 0
    'Change the default printer
    Set Application.Printer = Application.Printers(lPrinterPDF)
    Set prtDefault = Application.Printer
    'Start PFF Creator
    Set pdfjob = New PDFCreator.clsPDFCreator
    With pdfjob
        If .cStart("/NoProcessingAtStartup") = False Then
            MsgBox "Can't initialize PDFCreator.", vbCritical + _
                    vbOKOnly, "PrtPDFCreator"
            Exit Sub
        End If
        .cOption("UseAutosave") = 1
        .cOption("UseAutosaveDirectory") = 1
        .cOption("AutosaveDirectory") = sPDFPath
        .cOption("AutosaveFilename") = sPDFName
        .cOption("AutosaveFormat") = 0    ' 0 = PDF
    End With

    'Print the document to PDF
    DoCmd.OpenReport (sReportName)
    'Wait until the print job has entered the print queue
    Do Until pdfjob.cCountOfPrintjobs = 1
    pdfjob.cPrinterStop = False

    'Wait until PDF creator is finished then release the objects
    Do Until pdfjob.cCountOfPrintjobs = 0

    'Reset the (original) default printer and release PDF Creator
    Set Application.Printer = Application.Printers(lPrinterCurrent)
    Set pdfjob = Nothing
End Sub



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