The default view of the dialog includes the following components.
The search panel is located at the top of the dialog. You can filter the record set to a subset of records by entering characters into the input box. To remove the filter, click 
at the right side of the input box.
This column displays the record number for each record in the record set.
This column specifies which records are selected for printing. Click the check box that is adjacent to a record to select that record for printing; click the check box again to cancel the selection. Alternatively, you can select or clear all records in the record set by clicking the check box at the top of the column. This column is not available if the Quantity column is being used.
By default, the dialog displays columns that match the database fields that are connected to a template object. You can sort the record set based on any database field column by clicking the column header. If no database fields from the connected database are linked to a template object, all database fields are displayed in the columns of the dialog.
The record navigator is located just below the record set rows. It shows the record number for the database record that is currently selected and the total number of records that are included in the record set. You can quickly navigate through the record set to a specific record by using the navigation arrows.
This column displays the record numbers for the records that you selected for printing.
You can also manually specify the records that you want to be printed by entering the records into the Selected Records field. You can specify a series of record numbers by using commas: 1,3,7. You can specify a range of records by using hyphens: 1-3. You can specify both a series and a range of records by using a combination of hyphens and commas: 1-3,7,8.
If the Quantity column is being used, you can additionally specify the print quantity for selected records in this field.
The dialog is customizable so that you can configure its appearance and function to best fit the needs of the data and items that are being printed. The following customization methods are available.
To hide or show the search panel, right-click anywhere in the dialog, and then click Hide Search Panel or Show Search Panel.
Use the Quantity column to specify the number of copies to print for a selected record. The Quantity column is visible in the Select Records dialog only after you make it available.
To make the Quantity column available
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On the Quantity mini-tab of the Print dialog, click 
next to the Copies field to open the Print Quantity Options dialog.
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Click to select Specify quantity in print dialog.
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Click to select the Allow record selection dialog to override copies check box, and then click OK.
When you click a row to select the record for printing, the default quantity that is indicated is determined by the value that is specified in the Copies field on the Quantity mini-tab of the Print dialog. You can override the default quantity by specifying a new value. To do this, use one of the following methods:
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In the Quantity column for the record that you want, double-click the default value for the selected record, and then enter the value that you want. Alternatively, use the up and down arrow controls to specify the quantity.
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In the Selected Records field, enter the quantity for any record that requires a print quantity other than the default. To do this, enter the quantity in parentheses immediately after the record number. For example, if you enter "2,3,4(2)" in the Selected Records field, two copies of record 4 are printed, while the default number of copies are printed for records 2 and 3. You can specify print quantity in the Selected Records field only when the Quantity column is made available.
The Select Records dialog supports several methods for filtering the displayed database records. You can use the method that best suits your needs, from a simple field filter or conditional statement to a more complex expression that involves one or more conditional statements and one or more columns. For more information about how to filter the record set, refer to Filtering Data Using the Select Records Dialog.
You can sort the records that are displayed in the dialog by using one of the following methods:
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Click the column header one time for the database field to sort the record set in ascending order based on the values of that column. To sort in descending order, click the column header again. If you click a different column header, all sorting on the previous column is removed.
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Right-click anywhere in the column that you want to sort by, and then click either Sort Ascending or Sort Descending. You can sort on a second column in this same manner and create a secondary sort order within the first sort order.
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You can clear all sorting at any time by right-clicking anywhere in the dialog and then clicking Clear All Sorting.
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When you use grouping, the record set is collapsed into nodes for each unique entry in the group-by column. To expand individual nodes to see the records within that node, click 
next to the node that you want. To collapse expanded nodes, click 
next to the node that you want.
When you want to group records, the following options are available on the :
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Group By This Column: Groups the record set by the column in which the context menu was opened. When you click this option on the context menu of an existing group-by node, the record set within each top-level node is further grouped by the new column, which creates a hierarchical grouping display.
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Show Group By Box: Opens an interactive area above the record set that you can use to group the record set. Drag a column header into this interactive area to group by that column. When you group by multiple columns, this area displays the group-by hierarchy. You can modify the hierarchy by dragging and dropping the column headers within the interactive row.
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Hide Group By Box: Hides the interactive Group By Box area. This operation does not affect the specified grouping.
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Full Expand: After you group the record set, click Full Expand to display each of the record set groups and any subgroups within them.
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Full Collapse: After you expand one or more record set groups, click Full Collapse to collapse them all.
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To clear all groupings that you specified, click Show Group By Box on the context menu, right-click in the Group By Box area, and then click Clear Grouping. To clear only a specific grouping, in the Group By Box area, right-click the grouping that you want to clear, and then click UnGroup.
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To quickly customize column order and width, use the following methods:
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To customize column order, drag a column header to a location between two other column headers.
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To resize a column, drag the borders between the column headers.
The following additional customizations are available on the context menu:
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Show All Columns: Displays all fields, regardless of whether they are used as an object's .
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Show Used Columns: Returns to the default view of displaying only those fields that are connected to template objects. Columns that you previously removed are displayed again if they are connected to a template object.
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Hide This Column: Removes the column from which the context menu was opened.
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Column Chooser: Opens a column customization window that lists any columns that are not currently displayed with the record set. If a column is listed that you want to include in the display, drag it to the location in the header row where you want it to appear.
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Best Fit: Resizes the column from which the context menu was opened to its optimum size to fit the data within it.
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Best Fit (all columns): Resizes all of the columns to their optimum size to fit the data within each column.